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NGO Jobs in Nairobi, Kenya - EGPAF

ICT Officer


Job Summary
To provide effective IT systems, ensure implementation of IT standards and policies, and provide technology support and solutions to meet the needs of the Foundation. Provide user training on common business applications and use of EGPAF ICT systems.
Support technologies which include but are not limited to: Share point, Inventory system, wired and wireless networks, storage systems, Microsoft Active Directory, Windows OS, MS Office suites, end user workstations, /laptops and various proprietary and commercial software applications and hardware.

Responsibilities
·         Provide software and system troubleshooting and support.
·         Install, maintain, troubleshoot, and update operating systems and user applications.
·         Proactively schedule software upgrades and patching.
·         Ensure that, all software on EGPAF equipment is licensed and keep record of licenses.
·         Track license and support contracts to include notification of renewal time frame to ICT management.
·         Monitor network to ensure network functionality and availability to all system users.
·         Install, maintain, troubleshoot, and repair cabled, wireless and other network infrastructure.
·         Support existing/new server/s and administer access rights for all users in the field office.
·         Maintain local and server based anti-virus software.
·         Inform and train users and management in how to adhere to EGPAF global and local security ICT policies.
·         Ensure computer is set up prior to new hire start date and any related moves.
·         Handle the relocation of computer equipment as a result of office or personnel changes.
·         Participation in research and recommendation of improved infrastructure processes and technologies to include growth planning.
·         Work with service providers to schedule repairs and maintenance.
·         Work with ISP and other outside service providers to ensure dependable operations.
·         Train new and current employees on computer software and ICT systems.
·         Maintaining documentation of processes, procedures, and troubleshooting guides.
·         Monitor and report ICT expenses.
·         Make sure the generator is fully functional as a means of power backup.
·         Any other duties as assigned
Qualifications
·         Advanced Diploma or Degree in Computer Science/ Information Systems
·         At least 4 years relevant work experience in similar field.
·         Extensive practical experience in networked environment and support for remote users
·         Extensive ability to use and support of standard micro computing applications such as Microsoft OFFICE SUITE.
·         Experience in supporting web based applications.
·         Knowledge of supporting Windows client and server operating systems.
·         Experience working with Messaging systems support, e.g. MS Exchange
·         Excellent communication skills both orally and in writing (English and Swahili)
·         High quality written & oral communication ability
·         Excellent interpersonal, organizational, multi-tasking and time-management skills
Competencies
The Foundation expects all employees to possess the fundamental competencies of interpersonal skills, communication, accountability, continual learning, and driving results. The ideal candidate will either be proficient or advanced in the following set of competencies, specific to this position’s level of Officer:
·         Team Building – Team building is a person’s ability to inspire and foster team commitment, spirit, pride, and trust. He/she also facilitates cooperation and motivates team members to accomplish group goals.
·         Customer Service – Customer service is a person’s ability to anticipate and meet the needs of internal and external customers while delivering high-quality products and services and being committed to continuous improvement.
·         Decisiveness – Decisiveness is a person’s ability to make well-informed, effective, and timely decisions, even when data is limited or solutions produce unpleasant consequences. He/she will also perceive the impact and implications of decisions.
CLOSING DATE 26 SEPTEMBER 2019

Grants Officer

Job Summary
The Grants Officer will be responsible for the grants management for a portfolio of sub-recipients under a U.S. Government-funded project. With support from the Senior Grants Officer, the Grants Officer will administer sub-agreements from start-up to closeout as well as provide monitoring and support throughout the life of award to ensure compliance with Foundation, donor, and legal requirements as well as high performance in line with programmatic goals. The Grants Officer will also ensure that all sub-recipients have a strong financial management system that ensures transparency and accountability of Foundation resources.
Responsibilities
Sub-agreement Administration
·         Participate in the evaluation of potential sub-recipients’ proposals and conduct the pre-award and risk assessments for all potential partners. Ensure adequate documentation of this process.
·         Work closely with the relevant Partner Activity Managers and Technical Officer in developing sub-recipients annual operation plans and budget.
·         Prepare outgoing sub awards and amendments, as needed,  for review in accordance with the Signature Authority Policy

·         After projects are completed, closeout grants in accordance with applicable policies and procedures.
Monitoring and Support of Sub-recipients
·         Ensure compliance with financial and administrative requirements, regulations, and policies of the Foundation and our donors.
·         Provide ongoing support to sub-recipients to improve their administrative performance, build their operational capacity, and reduce the risk to the project and the Foundation. In collaboration with the Senior Grants Officer and Capacity Building Officer, track progress against capacity improvement indicators.
·         Provide assistance to the sub-recipients in understanding the terms and conditions of the award and facilitate or provide any necessary training/mentoring.
·         Conduct site visits and prepare reports for approval of the Senior Grants Officer. Report all compliance findings to the Senior Grants Officer and assist in the development of possible solutions. Appropriately document follow-up and ensure timely corrective action.
·         Work closely with the Senior Grants Officer and Activity Manager to develop annual monitoring and support plans for assigned sub-recipients, in accordance with Foundation policy, and ensure the monitoring and support tracker is kept up to date.
·         Document evidence of monitoring and support and any compliance findings in both the award file and CGIS.
Budgeting and Financial Reviews
·         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.
·         Ensure that all the expenditures reported by sub-awardees meet the allowability criteria prior to being charged to the award; document, disseminate and follow up on disallowed expenses.
·         Monitor deadlines and ensure final deliverables from grantees conform to the Foundation’s requirements. Work with the Sub-awardees to build their capacity to prepare and submit accurate financial reports by 5th of every month.
·         Provide ongoing assistance in reviewing sub awardees financial and accounting policies and procedures and also their internal control system.
·         Provide relevant financial information for decision making to the sub-awardees and technical teams in order to facilitate proper program implementation.
·         Ensure the cash disbursement tracking schedule is updated and circulated in a timely manner, liaising with HQ to minimize delays to partner funds disbursement
Other Responsibilities
·         CGIS is the Foundation’s global Contracts & Grants Information System. Grants Officer will maintain accurate, complete, and up-to-date information in CGIS on all assigned awards.  This will include documents from pre-award to closeout and evidence of monitoring and support. Grants Officer will also ensure any paper files are complete and up to date.
·         Maintain excellent working relationships with local coworkers, colleagues in other Foundation offices, and partners.
·         Other duties as assigned
Qualifications
·         Bachelor’s degree in Finance, Business Management or other related field required.
·         CPA (K)
·         Minimum 2-3 years’ experience in USAID, CDC, or other U.S. Government-funded grants administration. Experience in an international non-profit organization preferred.
·         Knowledge of Federal compliance rules, regulations and standards associated with USG funds and non-profit accounting a plus.
·         Proficient computer/software skills, including a command of MS Word and Excel. Experience with Quickbooks a plus.
·         Strong interpersonal skills and ability to work with others in a global team environment.
·         Excellent organizational skills, ability to work independently, assess priorities, and manage a variety of activities with attention to detail.
·         Excellent communication skills. Ability to edit and write clearly and concisely in business environment.
·         Ability to travel up to 50% of the time.
Competencies
The Foundation expects all employees to possess the fundamental competencies of interpersonal skills, communication, accountability, continual learning, and driving results. The ideal candidate will either be proficient or advanced in the following set of competencies, specific to this position’s level of Officer:
·         Team Building – Team building is a person’s ability to inspire and foster team commitment, spirit, pride, and trust. He/she also facilitates cooperation and motivates team members to accomplish group goals.
·         Customer Service – Customer service is a person’s ability to anticipate and meet the needs of internal and external customers while delivering high-quality products and services and being committed to continuous improvement.
·         Decisiveness – Decisiveness is a person’s ability to make well-informed, effective, and timely decisions, even when data is limited or solutions produce unpleasant consequences. He/she will also perceive the impact and implications of decisions.
CLOSING DATE:  26 SEPTEMBER 2019

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