NGO Jobs in Nairobi, Kenya - IMA World Health

Contracts Officer

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.  

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. 
 
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
  • 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
 
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.  

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
  • 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