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NGO Jobs in Kenya - CDTF

Recruitment of Programme Management Staff for Community Environment Facility II (CEF II) Community Development Trust Fund (CDTF) is a joint initiative between the Government of Kenya and the European Union. 

CDTF is implementing a four year programme, entitled The Community Development Programme Phase Four (CDP 4) which consists of two components, the Community Environment Facility II (CEF II) and the Community Development Initiatives (CDI) funded by the European Union and the Government of the Royal Kingdom of Denmark -DANIDA. 

CEF II with funding from DANIDA Fast Start Climate Change Programme is providing grants and technical support to community institutions involved in climate change adaptation and mitigation strategies. 

CDTF has over the last 14 years managed community grants through a manual Call for Proposal process. 

With support from Danida, CDTF intends to put in place an On Line application system which is expected to be more efficient and effective and is to be managed by a grants management team in consultation with the current technical team. 

CDTF therefore is looking for qualified and experienced Kenyan citizens to fill the posts for Grants Officer and Database Officer.

Technical Officer Grants 

Reporting to the Programme Manager, Community Environment Facility II (CEF II), the Technical Officer Grants is expected to contribute to the realisation of the Programme’s goal and objectives. 

The Grants Officer will be responsible for quality assurance and monitoring grant activities and processes, ensuring that they meet programme objectives and donor standards. 

He/She will also provide support for administration of grants by ensuring proper filing of grants related financial and contract documents and assisting the CEF Manager in pre-award assessments, selection and monitoring of grantees.

Overall responsibility:

To manage the Call for Proposals (CfPs) under the Fast Start Climate Change Programme aimed at improving effectiveness and efficiency in the management of the entire grants process from application to closure of the funded projects.

Specific duties:

1.0 Support in proper administration and management of the Grant process
  • Design the Call for Proposal and advertise through relevant print media.
  • Design the selection criteria together with the technical team.
  • Ensure concept note and full proposal application forms are available to be downloaded from the CDTF website.
  • Arrange for bidders meetings in specific areas where the target beneficiaries are expected to be.
  • Provide technical and administrative support to call for proposal process.
  • Collation of concept notes and full application materials i.e. matching electronic applications to hard copy applications.
  • Ensure that all applications have adhered to the eligibility criteria.
  • Allocation of applications to reviewers and collation of scores and reviews.
  • Provide quality assurance of all reviews in liaison with the technical staff.
  • Provide logistical support to reviewers and applicants in arranging field evaluation visits in consultation with the technical team.
  • Allocation of applicants to field evaluators and collation of field evaluation reports and scores.
  • Design and affirm tools that will be used by evaluators during the review process
  • Provide quality assurance of all field evaluation reports.
  • Provide feedback to both successful and unsuccessful applicants either through the generation of automated responses from the database system or through the website.
  • Ensure that pre-award risk assessments are carried out on each successful applicant and that decisions are incorporated into grant awards
  • Manage the grant award process together with the technical team under the guidance of the CEF Manager.
  • Offer technical support to the Data Base Officer and recruitment of data entry clerks in consultation with the CEF Finance & Administrative Officer.
2.0 Support in Project Implementation, Monitoring and Reporting
  • Support in project implementation and conduct regular monitoring visits to project sites and report regularly on the progress in consultation with technical officers.
  • Review financial reports and cash requests from grantees to ensure financial compliance against grant budget in consultation with Finance & Administrative Officer.
  • Review all grantee deliverables to ensure grant compliance and provide feedback to grantees, as appropriate.
  • Assist in compilation of data and preparation of monthly, quarterly and annual reports
  • Conduct monthly reconciliations in consultation with the Finance & Administration Officer to ensure grant and finance records are up to date.
  • Perform other duties as may be required from time to time including progress report writing.
Qualification & Experience
  • A University degree in Business Administration, Management, Commerce, Accounting or related business field; or an equivalent combination of related education, training and professional experience
  • In addition, those with Certified Public Accountant of Kenya (CPA-K) or ACCA qualification will have an added advantage.
  • At least 5 years work experience managing financial administration of major donor grants and contracts.
  • Project management and data base management skills are needed for this position.
  • Working knowledge of regulations applicable to grants management and administration.
  • Effective written and oral communications skills.
  • Effective organizational skills.
  • Ability to independently prioritize and successfully perform assigned tasks.
  • Proficiency in MS Office (especially Microsoft access), spreadsheets, database and web-based application skills.
  • A valid and clean driving license class “BCE” will be an added advantage.
Data Base Officer 

Reporting to the Finance and Administration Officer, the Data Base Officer will be responsible for supporting CDTF achieve its objectives of producing and disseminating information which is then classified into a database.

Overall responsibility
To collect, analyze, manage and distribute composite information associated with CDTF programmes in collaboration and consultation with the relevant programme managers. 

He/She is also responsible for analysing baseline and monitoring data relevant to the programme work-plans and systems.

In addition, she/he will support in standardization and coordination of data entry, and synthesizing information. 

The job holder will also provide backup support to the IT department.

Specific duties:
The main roles and responsibilities of the Database Officer will include but not be limited to the following:

1.0 As primary point of contact for all database functions, the Database Officer will:
  • Be responsible for support and completion of all data entry and updates in coordination with key program staff.
  • Develop and produce accurate and timely routine and special reports, and is the point person for managing custom reporting requests.
  • Act as primary contact with system support group (systems developer, IT Officer and Grants team) to troubleshoot issues to do with database management.
  • Provide in-house expertise and technical support to end-users on database and software-related issues:
  • Oversee day-to-day integrity of database and database procedures, which may include: conducting weekly and monthly audits of data to confirm use of accurate entry processes; identifying and eliminating duplicate records; and maintaining user security settings.
  • Compare and verify accuracy of data with source documents for consistency.
  • Report errors in accuracy/integrity/availability of source data to relevant Grants staff for verification.
  • Conduct all global changes and/or data imports to maintain data, and periodically eliminate obsolete query, export and report parameter settings
  • Ensure proper training for new users, update users by email and during program meetings on data base system
2.0 In addition, he/She/ will support the Grant officer in the following activities:-
  • Grant development and input on grant proposals and concepts notes.
  • Assist in review of program implementation and contribute to preparation and formulation of project quarterly reports.
  • Assist in development of indicators that will help in assessing the overall progress of the project.
  • Ensure grant monitoring information is included in the data base.
  • Analyze baseline and monitoring data to determine which further assessment may be needed.
  • Develop a system for linking indicators to the different frameworks as set by CDTF
  • Design and co-ordinate data collection, analyze the results, and present clear findings to implementers, beneficiaries and CDTF including the donors
  • Oversee data collection and manage system to store and analyze data.
  • Assist in developing program strategies and direction by providing relevant information status
  • Develop project maps based on the projects within the data base.
  • Perform other duties as may be required from time to time including monitoring and evaluation.
Qualifications & Experience
The minimum required academic and professional skills for the jobholder to perform successfully in their job include:
  • A University degree in information technology e.g. Computer Science and/or Information Systems, Mathematics or business related field, or any other related field if the holder has Certification or proven database management/administration experience.
  • At least 5 years professional experience in database development, grants database management or finance related field.
  • Applicants with Professional Certifications such as MCSE. Training in database systems such as Oracle, MCSD is necessary CCNA, Linux +/LPI and Oracle database will have an added advantage.
  • GIS experience will be an added advantage
  • Highly proficient in MS Word, (Excel, Access, & Power point) and the use of the internet for research
  • Demonstrated communication and writing skills.
  • Self-driven and able to deliver results with minimum supervision.
Duty station and employment duration
Both posts are based in Nairobi but with frequent field missions taking up to 60% of the total time and will be for a contract employment of a period of 18 months renewable subject to satisfactory performance and availability of funds.

All applicants must be computer literate and have a clean valid driving license of at least three years. 

Applicants should quote the Reference Number of the post they are applying for. 

Candidates who meet the above qualifications and experiences should send their applications including detailed Curriculum Vitae (CV), copies of academic and professional certificates, names, addresses, mobile contacts and e-mails of three referees to:-

The Programme Coordinator
Community Development Trust Fund,
Josem Trust House,
P.O. Box 62199 -00200

Closing date for receipt of application is 27th March 2013 at 5.00 pm. 

Applicants, who will not have received a response by 31st May 2013, should consider themselves not successful.

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