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.
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
Technical Officer Grants
(REF NO. CEFII/TOG)
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
(REF NO. CEFII/DBO)
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
Nairobi
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.