Contracts Officer
Hours: Full Time
Hours: Full Time
Reports to: Senior
Finance Director
Location: Nairobi,
Kenya
Background: IMA World Health is the prime contractor for the USAID / Kenya and East Africa “Afya Jijini” program in Kenya which will improve and increase access and utilization of quality health services in Kenya through strengthened service delivery and institutional capacity of county health systems within Nairobi County.
Background: IMA World Health is the prime contractor for the USAID / Kenya and East Africa “Afya Jijini” program in Kenya which will improve and increase access and utilization of quality health services in Kenya through strengthened service delivery and institutional capacity of county health systems within Nairobi County.
The project is working with
government stakeholders at the county and sub-county level to strengthen its
institutional capacity to deliver quality and responsive health services.
It is also providing technical
assistance (TA) to approximately 56 target government health facilities and
surrounding communities located in nine sub-counties within Nairobi County to
improve the quality and uptake of health services.
Overall Responsibility of the
Position: The Contracts Officer is overall responsible for
all sub-contracts and contracting services within the project, and is charged
with ensuring effective and timely management of sub-contractors to the project
through coordination, oversight, guidance and support to the subcontractors,
ensuring compliance with USAID regulations, IMA World Health policies and
procedures, and Government of Kenya (GoK) regulations and laws.
The Contracts Officer will report directly to the Senior Finance Director, and will work closely with the Sub-grants (Grants Under Contract) Manager, Deputy Chief of Party, M&E Director and other senior management and technical team leads in supporting and overseeing financial deliverables from a management perspective to ensure subcontractor financial and program activities are mobilized efficiently and timely.
Specific Responsibilities include:
1. Compliance: The
Contracts Officer will ensure that all subcontractor and contracting decisions
function according to IMA World Health policies and procedures, USAID rules and
regulations and GoK laws, regulations and practices, including:
- Periodically reviewing and auditing specific
transactions reported as well as the internal controls and policies of
sub-contractors and advise on strengthening of the same through reports
and monitoring;
- Drafting memos and other guidance documents
and acting as the primary point of contact and resource for subcontractors
on all financial compliance issues;
- Working with Afya Jijini finance and programme
teams to verify and track budget and expenditures against subcontracts
terms and conditions, and ensure proper reporting, documentation and
overall deliverables are reviewed by Afya Jijini Senior Management and
signed off on prior to issuance of payment.
2. External audit facilitation: the Contracts Officer will work with the
finance and HQ teams to develop subcontract specific Terms of Reference for
audits in compliance with IMA policies and procedures and USAID rules and
regulations. S/he will be responsible for coordinating all the
external/donor/mission audit functions and assignments.
3. Contracts Management: The Contracts Officer will lead the development and
management of sub-contracts and any sub-contract modifications and
amendments.
S/he will act as the focal point with
IMA HQ and Finance teams for the review and approval of all financial and
contractual documentation, including coordinating and facilitating signature by
IMA and sub-contractor designates;
- Oversee partner budgets, cash projections and
spending – s/he will liaise closely with the sub-contractors in tracking
spending and request regular budget vs. actuals from the subcontractors;
- Ensure accurate and timely payments are made to
subcontractors through-out the life of the sub-contracts – this includes
liaising with IMA finance and HQ teams to relay up-to-date spending by
subcontractors to ensure ongoing and accurate cash projections;
- Ensure consistency across sub-contractors on basic
provisions and highlight issues that could be viewed as bias or
discrepancies, providing regular reports on issues identified, and
recommendations that need to be considered for operational adjustment;
- Maintain relationships with subcontractors to
ensure completeness of deliverables outlined in the contracts – this
includes ensuring that all complaints and concerns are addressed promptly
to ensure that project implementation continues uninterrupted at all
times;
- Work closely with the Finance team (and HQ) to
ensure execution of payment terms outlined in the contracts – the
Contracts Officer will be responsible for follow through on all
contractual obligations, including oversight over the monthly invoicing
cycle. In coordination with activity managers, s/he reviews and
approves invoices prior to forwarding them to finance (and HQ) for payment
processing, resolves any problems that arise, and performs post contract
evaluations ensuring accuracy and integrity of data;
- Confer with relevant technical experts to
confirm that specifications are accurate and complete, and that
deliverables are complete and correct in accordance with contract terms;
- Obtain all appropriate approvals from the
Chief of Party or USAID where required;
4. Documentation and Payment Processing: under
the guidance of the Senior Finance Director, and in coordination with technical
team leads, the Contracts Officer will work with relevant team members to
ensure adequate documentation is secured in support of various subcontractors’
project events and deliverables with a financial bearing.
S/he will develop a suitable contract
database and protocol for ongoing subcontractor management including a clear
contractor overview highlighting key contracted information (contract sum,
length of contract, key contract clauses, break/termination clauses,
deliverables, modifications, negotiation memos, etc).
- Maintain all soft and hard copies of
sub-contract files (initial assessments; negotiations; sub-contracts;
notes to file; official approvals; amendments; extensions; other
correspondence; and final reports;
- Ensure all files are in order and sub-contract
payments and file checklists are completed satisfactorily before
submission to other functional managers for final approval to pay, extend,
close out, etc;
- In coordination with the technical program
leads, monitor the implementation progress of each sub-contract, to ensure
that the implementation is carried out and that all administrative &
financial outputs as stated in the sub-contract are achieved.
- Support the drafting of subcontract-related
correspondence.
5. Capacity Building & Training: As necessary, s/he will plan and execute Sub
Contractor trainings and capacity building on IMA policies and procedures,
USAID Rules and regulations, financial reporting and procurement guidelines;
budgeting and necessary realignments;
6. Monitoring & Evaluation
(M&E) and Reporting:
The Contracts Officer is responsible for sub-contractors financial reporting on
Afya Jijini activities, and will work with the Afya Jijini Senior Management,
M&E/program and finance staff in Nairobi and home office to ensure that
deliverables are aligned with value-for-money objectives and that
sub-contractors’ financial milestones are proportionate to program milestones.
S/he will provide financial perspective on sub-contractors’ management and
decision-making to enhance project delivery and daily management.
7. Others: S/he
will also perform other tasks assigned by the Senior Finance Director that are
consistent with the Contracts Officer skills and experience and this Scope of
Work.
Job Qualifications & Required Skills
Job Qualifications & Required Skills
- B.A. required/Masters preferred, or equivalent
combination of education and relevant work experience.
- Professional certification and membership to a
reputable accounting body is required.
- Minimum 5-7 years contracts management and
accounting experience, preferably in a health-related project.
- Thorough knowledge of USAID and its
contractual, procurement and reporting requirements required.
- Strong leadership, analytical and
organizational skills; demonstrated ability to work both independently and
within a team, assess priorities, and manage multiple activities with
attention to detail, meeting tight deadlines under pressure.
- Excellent problem solving capacity, with demonstrated
ability for considerable analysis and sound judgment to find solutions in
a complex environment with shifting and competing priorities.
- Excellent cross-cultural communication (both
oral and written) and interpersonal skills demonstrated by ability to
interact professionally with culturally and linguistically diverse staff,
stakeholders, clients and consultants.
- Advanced Computer skills including proficiency
in Microsoft Office programs (Excel spreadsheets, word processing, power
point, and electronic mail).
For more information IMA World health
and to submit applications for this position, please visithttps://imaworldhealth.applicantpro.com/jobs/334669.html
Procurement Officer
Hours: Full Time
Hours: Full Time
Reports to: HR
& Operations Manager
Location: Nairobi,
Kenya
IMA World Health is the prime contractor for the USAID / Kenya and East Africa “Afya Jijini” program in Kenya which will improve and increase access and utilization of quality health services in Kenya through strengthened service delivery and institutional capacity of county health systems within Nairobi County.
IMA World Health is the prime contractor for the USAID / Kenya and East Africa “Afya Jijini” program in Kenya which will improve and increase access and utilization of quality health services in Kenya through strengthened service delivery and institutional capacity of county health systems within Nairobi County.
Afya Jijini will support the county
government, in particular the County Health Team, to implement the County
Health Strategic and Investment Plan, supporting the county to achieve its
mission statement: Provide quality healthcare services that are accessible,
acceptable, sustainable and equitable to the population of Nairobi County and
beyond.
The project is working with
government stakeholders at the county and sub-county level to strengthen its
institutional capacity to deliver quality and responsive health services.
It is also providing technical
assistance (TA) to approximately 56 target government health facilities and
surrounding communities located in nine sub-counties within Nairobi County to
improve the quality and uptake of health services.
The Procurement Officer is overall
responsible for all procurement, purchasing and contracting services within the
project, and is charged with ensuring effective and timely provision of these
services to the project through supervision, oversight, guidance and support to
the procurement team, and ensuring compliance with USAID regulations, IMA World
Health policies and procedures, and Government of Kenya (GoK) regulations and
laws.
The Procurement Officer will report
directly to the HR & Operations Manager, and will work closely with the
Senior Finance Director, Deputy Chief of Party, M&E Director and other
senior management and technical team leads in supporting and overseeing
procurement services from a management perspective to ensure required supplies
of commodities, facilities and service needs for program activities are
mobilized efficiently and timely.
Specific Responsibilities include:
1. Compliance: The Procurement Officer will ensure that all
procurement, purchasing and contracting decisions function according to IMA
World Health procurement policies and procedures, USAID rules and regulations
and GoK laws, regulations and practices. As part of ensuring compliance,
the Procurement Officer will be responsible for oversight of the tax exemption
process for the project, including ensuring timely and comprehensive submission
of DA1 Forms to the client;
2. Procurement & Acquisition: Manage the procurement of goods and services
for project operations, including:
- Undertake a thorough review and understanding
of the existing procurement policies and procedures, and then implement
continuous improvements where necessary to ensure that the project team
receives uninterrupted supplies and services, costs are monitored,
reviewed and controlled within budgetary constraints and in line with IMA
World Health policies and procedures – and to maintain security of supply
and optimum value for money;
- Establish and implement a monitoring system
that ensures that the prices paid for goods and services are in line with
local market prices;
- Ensure transparent and competitive
procurements are conducted and properly documented as required, and in
compliance with USAID regulations – s/he plans, organizes and leads the
bid solicitation process including drafting and issuing RFQ, RFP, RFI,
Tenders, developing bid evaluation criteria and guiding clients on processes
involved;
- Call for and oversee selection committees to
review applications and select vendors – s/he ensures the integrity of the
competitive process, facilitates bidder debriefings where necessary, and
exercises appropriate judgment and tact while ensuring to protect
confidential information;
- Prepare service delivery contracts, leases and
purchase orders for all acquisition needs;
- Maintain procurement files including all
relevant documentation and vendor tracking system – s/he will maintain all
the relevant information concerning the organization’s suppliers. It is
the responsibility of the procurement officer to ensure that the
department has all important suppliers’ details, such as the suppliers’
qualifications, delivery times, potential development and products;
- Manage vendor contracts and maintain
relationships with suppliers to ensure completeness of deliverables
outlined in the contract – this includes ensuring that all vendor
complaints and concerns are addressed promptly to ensure that the project
continues to receive uninterrupted services at all times;
- Work closely with the Finance team to ensure
execution of payment terms outlined in the purchase orders and contracts –
the Procurement Officer will be responsible for follow through on all
procurement & acquisition contractual obligations. In
coordination with activity managers, s/he reviews and approves invoices
prior to forwarding them to finance for payment processing, resolves any
problems that arise, performs post contract evaluations ensuring accuracy
and integrity of data;
- Confer with relevant technical experts to
confirm that specifications are accurate and complete, samples provided
where necessary, and deliverables are complete and correct in accordance
with contract terms, and fit-for-function;
- Receive and confirm delivery of purchases;
- Obtain all appropriate approvals from the
Chief of Party or USAID where required;
- Develop a suitable contract database and
protocol for ongoing supplier management including the ongoing creation,
rationalization and addition of preferred suppliers and Blanket Purchase
Agreements, along with a clear contractor/suppliers & vendors overview
highlighting key contracted information (contract sum, length of contract,
key contract clauses, break/termination clauses, annual increases, renewal
notice terms, etc).
3. Documentation and Payment
Processing: under the guidance of the HR & Operations
Manager and the Senior Finance Director, and in coordination with technical
team leads, the Procurement Officer will work with relevant team members to
ensure adequate documentation is secured in support of various project events
such as field trainings and workshops, work planning workshops and other
meetings involving internal and external staff and other stakeholders.
S/he will design a system that puts in place a robust mechanism for the prompt
and timely submission of such supporting documentation to the finance office to
facilitate timely payment processing.
4. Coordination, Training &
Development: The Procurement Officer will work closely with
several staff including Administrative Assistants and Drivers to ensure
effecient and effective accomplishment of tasks. This will include assigning
them tasks and monitoring their performance to ensure it is of the highest standards
and consistent with project needs. S/he will be responsible for the
continuous development of these staff to support project needs, and s/he will
be expected to identify their training and development needs. S/he will
train staff or identify and utilize training providers as appropriate to ensure
the development of in-house capacity to support project needs.
5. Others: S/he will also perform other tasks assigned
by the HR & Operations Manager that are consistent with the Procurement
Officer skills and experience and this Scope of Work.
Job Qualifications & Required Skills
Job Qualifications & Required Skills
- B.A. required/Masters preferred or equivalent
combination of education and relevant work experience. Professional
certification and membership to a reputable procurement and supplies body
is highly desirable.
- Minimum 5-7 years project procurement
management experience, preferably in a health-related project, and
including service procurements.
- Thorough knowledge of USAID and its
contractual, procurement and reporting requirements required.
- Strong leadership, analytical and
organizational skills; demonstrated ability to work both independently and
within a team, assess priorities, and manage multiple activities with
attention to detail, meeting tight deadlines under pressure.
- Excellent problem solving capacity, with
demonstrated ability for considerable analysis and sound judgment to find
solutions in a complex environment with shifting and competing priorities.
- Excellent cross-cultural communication (both
oral and written) and interpersonal skills demonstrated by ability to
interact professionally with culturally and linguistically diverse staff,
stakeholders, clients and consultants.
- Advanced Computer skills including proficiency
in Microsoft Office programs (Excel spreadsheets, word processing, power
point, and electronic mail).
For more information IMA World health
and to submit applications for this position, please visit https://imaworldhealth.applicantpro.com/jobs/334678.html
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