The Elizabeth Glaser Pediatric AIDS
Foundation (EGPAF) is a global leader in the fight against pediatric HIV and
AIDS, working in 15 countries and at more than 6,000 sites around the world to
prevent the transmission of HIV to children, and to help those already
infected. Today, because of the highly successful work of EGPAF and its
partners, pediatric AIDS has been virtually eliminated in the United States
Grants Officer
Key Responsibilities
Requirements
Logistics Internship
Key Responsibilities
Qualifications
Finance Internship
Driver/ Fleet Supervisor
Grants Officer
Job Purpose
The Senior Grants Officer will be
responsible for the provision of grants support to EGPAF’s program in Turkana
and ensure compliance with the terms and conditions of the Foundation’s awards,
applicable Donor rules and regulations, and host country laws, and the
Foundation’s internal policies, with support from the Senior Grants Manager.
Key Responsibilities
The Senior Grants Officer will also
ensure that all sub-recipients in Turkana have a strong financial management
system that ensures transparency and accountability of Foundation resources.
Key tasks will include the following:
·
Sub-agreement Administration
·
Support in the review and evaluation
of sub-grantee applications and proposals
·
Support in the negotiation of
contract and sub-grant terms and conditions, prepare contract, and sub-grant
award documents.
·
Prepare grantee requests for
necessary award approvals and waivers.
·
Manage the sub-grant and contract
closeout processes
·
Risk assessment
·
Lead in the evaluation of potential
sub-recipients’ proposals and conduct the pre-award and risk assessments for
all potential partners and ensure adequate documentation of this process.
·
Ensure annual risk reassessment
exercises are done for all Sub-grantees and that capacity strengthening efforts
are tailored to individual grantee needs and assessed risk
·
Ensures systems are in place to
ensure proper reporting of violations or potential violations to appropriate
individuals – champions and provides training on the Foundation’s Whistleblower
policy.
·
Monitoring and Support of
Sub-recipients
·
Monitor grantee performance to ensure
compliance with the terms and conditions of award including review of financial
status reports.
·
Review grantee reports for accuracy
and completeness, conduct site visits to verify grantee activities, and on-site
financial reviews, followed by site visit reports.
·
Identify grantee capacity building
needs and provide technical assistance where needed.
·
Assist in providing ongoing training
and support to grantees to ensure compliance and good fiscal discipline
·
Ensure the grantee monitoring &
support SOP is fully administered and adhered to at all times with relevant
communication to senior management on identified gaps as per the escalation
matrix
·
Monitor sub-grantee expenditures
against budget and program performance in conjunction with activity managers
·
Budgeting and Financial Reviews
·
Provide technical support to
Sub-grantee in the development of work-plan and budget to be followed during
the award contract period
·
Review monthly financial reports and
cash requests and monitor actual expenditures against budgets/ceilings,
documenting material variances and working closely with the partners to
minimize deviations from planned spending
·
Review grantee financial reports for
accuracy and completeness.
·
Support the coordination, planning,
and execution of annual audit from partner organizations
·
Knowledge Management System
·
Maintain contracts/grants information
management systems, including filing, archiving, organization, and
dissemination of contracts/grants information for country and head-quarter’s
staff.
·
Managing field offices finances
·
Work hand in hand with the Field
Accountant to ensure field office finances are managed in accordance to the
Foundation’s policies and guidelines.
·
Ensure proper, timely and accurate
administration of accounts payables.
·
Ensure efficiency and accuracy in
management of cash and back accounts kept by the Foundation.
·
Prepare monthly financial field
reports and share with the country office head of finance.
Requirements
·
Advanced university degree in in
Finance, Business Management or other related field required.
·
CPA (K)
·
Minimum 5 years’ experience in one or
more of the following areas: grants management, contract management, finance
and accounting.
·
Experience with managing USG funding
is required; experience with managing other major international donor funds and
working with an international non-profit/non-governmental organization (NGO)
preferred.
·
Ability to be self-directed and
self-motivated and a team player.
·
Excellent organizational skills and
detail-oriented.
·
Demonstrate ability to work in a
multi-cultural environment and establish harmonious and effective working
relationships both within and outside the organization.
·
Strong computer skills – dept at
spreadsheet, internet, word processing, and email software.
·
Ability to think logically and apply
laws/regulations and Foundation’s policies and procedures in a variety of
situations.
·
Ability to edit and write clearly and
concisely in a business environment.
·
Willingness to travel up to 50% of
time.
How to Apply
Logistics Internship
To support the Logistics department
in ensuring that inventory and assets operations are in strict compliance with
EGPAF policies and procedures and specific donor rules and regulations.
Key Responsibilities
·
Inventory Management
o Assist in the Foundation’s stock management (inventories
movement, stock cards, packing list, making sure the real stock correspond to
the stock records).
o Assist in ensuring that all items are well organized and
correctly stored, well protected, fully identified and easily accessible
(cleanliness, security, access, etc.).
o Assist in preparing and completing orders for dispatch or
pickup according to distribution schedule.
o Keep stores neat and clean and optimize space utilization.
o Assist in keeping up to date records of all logistic and
inventory documentation and avail them when required.
·
Assets Management
o Assist in tagging and labelling of assets as per laid down
procedures.
o Assets documentation (use, working condition, warranty,
costs).
o Assist in collecting information and reporting on all
disposals.
o Assist in conducting physical verification of all assets.
·
Excellent communication skills.
·
Computer literate.
·
Have excellent interpersonal skills
Strong work ethic and ability and willingness to work long hours.
·
Ability to work in a team setting and
willingness to learn.
·
Cross cultural competence as
demonstrated by confidence and ability to make relevant presentations to
diverse audiences.
Qualifications
·
Diploma in a business related course
/ supply/logistic management
·
Computer Literate
How to Apply
Finance Internship
3 positions
To support the Finance department in
ensuring that financial and accounting operations are in strict compliance with
EGPAF policies and procedures and specific donor rules and regulations. Also
strive to ensure efficient and accountable use of donor funds
Key Responsibilities
·
Assist in timely processing of
activities participants’ mobile payments
·
Assist with timely processing of
staff travel/activity advances
·
Assist with verification of
documentation that support invoices and processing of payments
·
Assist with processing of
Participants payments via MPESA
·
Electronic and Physical filling of
finance documents
·
To provide administrative logistics
needed for the management of program trainings and workshops
·
Any other assigned duties
Qualifications
·
Diploma in a business related course
/CPA IV or Equivalent
·
Computer Literate
How to Apply
Driver/ Fleet Supervisor
Under the overall supervision of the
Field Operations Manager, with a dotted reporting line to the Senior Inventory
& Asset Management Officer, the Senior Driver/ Fleet Supervisor will be
responsible for ensuring that EGPAF Kenya’s Vehicle Operations Procedures are
strictly adhered to in Homa Bay County. She/he will supervise a large team of
drivers and will be involved in all aspects of orientation, goal setting, and
performance management, capacity building/training and disciplinary actions for
the team.
Key Responsibilities
·
Will assume driving duties for
assigned project vehicle.
·
Will act as point of contact for
receiving the weekly transport requests from project staff.
·
Will be responsible for scheduling of
project drivers for the various routes as per the weekly transport request
including communicating the master schedules to project teams.
·
Where transport needs exceed the
available project vehicles, will liaise with procurement to engage hired
vehicles in a timely fashion.
·
Will periodically monitor the
automated fleet management system to confirm that approved routes reconcile
with actual movement as per the GPS tracking system, with any noted violations
escalated to management.
·
Will ensure that waiver of liability
forms are recorded and kept on file for all instances of ferrying non-EGPAF
Passengers in Homa Bay.
·
Will monitor, analyze and generate
fuel consumption reports for all vehicles based in Homa Bay, including
providing written explanations for outlier consumption, and where necessary
recommend necessary corrective action to management.
·
Will review the vehicle movement logs
on a minimum monthly basis (including surprise checks) to ensure that the logs
are recorded in a real time, accurate and comprehensive manner and any
deficiencies addressed formally.
·
Will ensure that the Vehicle
Condition Checklist is filled and reported to management on the sooner of a
monthly basis, or at any instance of vehicle handover e.g. when the assigned
driver is proceeding on annual leave.
·
In collaboration with the senior
inventory and asset management officer, responsible for all aspects of routine
and major preventive and repair maintenance, ensuring the Foundation obtains
value for money in this regard.
·
Will coordinate all aspects of driver
management including;
·
Ensuring that all drivers have valid
licenses at all times as required by Kenyan law
·
Identifying needs and coordinating
trainings for drivers
·
Regular feedback on performance
including key performance indicator discussions
·
When required, recommend, or
participate in disciplinary proceedings involving any of the project drivers
Requirements
·
Valid Class BCE Driving License
·
Higher/ Advanced Diploma in
automotive related field
·
Diploma in logistics related field
will an added advantage
·
Minimum 10 years’ experience in
similar capacity with supervisory responsibility
·
Fluent in English – written and oral
·
Proficiency with MS Word and MS Excel
·
Experience of fleet/logistics systems
a distinct advantage
·
Proven experience managing and
coordinating teams
·
Ability to work effectively in a
busy, high pressure team environment
·
Ability to prioritize workload and
demonstrate outcomes on strict deadlines
How to Apply