Reception
LOCATION: Kakamega
Responsibilities
Qualifications
Key Responsibilities
Qualifications
Key Responsibilities
Requirements
Key Responsibilities
Qualifications
Responsibilities
Qualifications
Key Responsibilities
Qualifications:
Responsibilities
Qualifications
Key Responsibilities
Requirements
Responsibilities
Qualifications
Key Responsibilities
Requirements
Responsibilities
Qualifications
Key Responsibilities
Qualifications
LOCATION: Kakamega
Job
Purpose
To provide
front office support to the EGPAF Kenya Kakamega Office.
Responsibilities
·
Answer incoming telephone calls and take messages ensuring that
communications are efficient, accurate and comprehensive.
·
Receive visitors and direct them to the concerned person using
good public relations skills
·
Maintain reception information/literature.
·
Keep the reception area (and whole office) tidy and welcoming
during office hours.
·
Ensure Kakamega Office Access Procedures are followed at all
times.
·
Update EGPAF Kenya Staff Contact list on a monthly basis and
disseminate to All Staff.
·
Ensure good relationship between the Foundation and the public in
person, over the phone, and through e-mails when interacting with or visiting
the Kakamega Office.
·
Ensure the reception is manned at all times; during leave and
lunch time. 1.2 Mail Administration
·
Receive and distribute mail accordingly; acknowledge receipt of
all incoming mails, register the same and channel to responsible official for
action.
·
Administer outgoing documents and parcel courier through DHL and
Securicor.
·
Compile all documentation for payment. 1.3 Travel
·
Oversee and facilitate hotel, transport logistics, visa
requirements, and other travel needs for staff.
·
Organize and assist with international travel arrangements for all
staff.
·
Manage requests for taxis and ensure all invoices are prepared and
submitted to the finance office for payment.
·
Manage key vendor relationships with local hotels, Travel Agency,
etc. 1.4 Petty Cash Management
·
Update petty cash register on a daily basis, attaching all
original receipts
·
Maintain and administer the Kakamega office petty cash as per the
petty cash policy
·
Ensure all petty cash approval thresholds are adhered to. 1.5
Office supplies
·
Receive and log office supplies including carrying out periodic
stock takes and replenishment
Qualifications
·
Diploma in Secretarial studies.
·
A minimum of 2 years’ experience as Receptionist.
·
Previous experience in working with international NGO’s is
required.
·
Knowledge, Skills & Abilities
·
Strong interpersonal communication, relationship building and
organizational skills
·
High quality written & oral communication ability
·
Ability to negotiate solutions to problems
·
Strong computer literacy
·
Fluent reading, writing, and speaking in both Kiswahili and
English
How
to Apply
If you meet
the above qualification, apply online through our career
portal.
Transport & Fleet Management Officer
Job Purpose
The position holder will manage the operation and maintenance of
EGPAF Kenya’s motor vehicle pool (Over 20
Foundation owned vehicles and hired vehicles). S/he will oversee
all the compliance and reporting as it relates to the Foundation’s transport
and fleet management policies. The position holder will develop and implement
vehicle preventive maintenance programs and will manage the fleet department budgets,
ensuring the Foundation obtains maximum value for money in its fleet
management. The position holder will, in collaboration with the procurement
department, develop and maintain outside vendor and service provider
relationships to optimize fleet and transport management within EGPAF Kenya.
Key Responsibilities
·
Efficient Coordination of Ground Transportation in support of
EGPAF Country Program
·
Develop a route optimization map for each of EGPAF Kenya’s main
implementation locations (Homa Bay, Kisumu, Turkana and Nairobi)
·
Ensure that all travel requests to EGPAF supported
facilities/sites are submitted minimum 5 days before the date of intended
travel
·
Prioritize allocation of EGPAF internal fleet based on received
requests and using the route optimization map to minimize duplication on
vehicle requirements
·
Determine and seek approval for any extra needs for vehicle/taxi
hire
·
Communicate allocated transport to all requesters minimum 48 hours
before date of intended travel
·
Ensure all vehicles depart and return on time, and will perform
pro-active satellite monitoring as well as communications with drivers
throughout the day to ensure planned routing is executed as anticipated
Air Transport Coordination
·
Ensure all air travel requests by EGPAF staff are received and
processed minimum 7 days before the date of travel
·
Establish and maintain arm’s length contractual relationships with
travel agents, and where possible directly with the airlines with a view to
ensuring that all tickets sold to EGPAF are priced competitively
·
Maintain a log of all air travels that have a change of flight
request indicating the reason for change, cost to the Foundation and the
approver for the change of flight.
·
Coordinate ground transportation needs for all air travelers
(local travel) on both departure and return legs including optimizing
efficiencies for pick-up/drop-off on group travels
·
Ensure travel agents invoice within 10 days of end of trip, and
that Finance processes air ticket invoices within 10 days of receipt
·
Ensure all travel agent / airline statements are reconciled with
Finance within 15 days of the end of the month
·
Provide utilization reports to respective budget holders showing
total spend on air travel month on month for each of their projects
·
Escalate serial non-compliance with air travel guidelines to
management Vehicle Operations Management
·
Responsible for developing the annual running budget estimate for
each of the vehicle in EGPAF Kenya’s pool. Will also reports (monthly basis)
the cost of each vehicle operation as well as the overall fleet maintenance
cost.
·
Work closely with the drivers to oversee and schedule fleet
maintenance and repairs including:
·
Diagnosis of vehicle preventive and repair maintenance needs
·
Researching parts availability and costing
·
Opening of work orders with selected garages
·
Review and concurrence of the issuance of purchase orders
·
Ensure timely and efficient scheduling of repairs to avoid
grounding of the fleet at a go which results in increased cost of hired
vehicles
·
Maintaining a repair file for each of the vehicles in EGPAF
Kenya’s fleet including repair cost history
·
Repair trend analysis specific to each vehicle and where
necessary, take necessary remedial actions for consistent performance issues
with drivers
·
Oversight over the fuel management aspects for the fleet
including:
·
Monitoring the float consumption for each vehicle against distance
covered, terrain, vehicle type and age
·
Developing and analyzing the fuel consumption trend reports and instituting
necessary remedial measures
·
Ensuring that fuel top ups for the cards are consistently done
latest the 25th day of every month
·
Thorough, documented review of the fuel analysis reports including
audit support
·
Develop, implement and periodically improve the fleet
administration standards and policies for vehicle operation in EGPAF Kenya
Driver Supervision
·
Serves as the performance leader for EGPAF’s pool of over 20
drivers including goal setting, regular feedbacks on performance and the annual
appraisal process
·
Build the capacity of the drivers in their various roles through
on the job training and as necessary, curriculum based external trainings
·
Plan, organize and manage the work of the driving staff to ensure
that the work is accomplished in a manner consistent with organizational
requirements of efficiency and safety
·
Make and advise recommendations to Human Resources Department on
training, annual leave or off-days, scheduling, reprimanding, hiring, and
termination of recalcitrant drivers
·
Develop, maintain and ensure adherence to disciplinary procedures
and drivers’ orientation program
·
Ensures that all drivers adhere strictly to the laid out vehicle
safety & security procedures
·
Compliance
·
Ensure that waiver of liability forms are signed and filed in all
instances where non-EGPAF staff are ferried in EGPAF vehicles
·
Ensures that all EGPAF drivers are competent to handle vehicles
including periodic independent assessment tests
·
Esures that all EGPAF drivers are trained on NTSA’s highway code
of conduct and other relevant driving best practices
·
Routine surveillance of the automated fleet management system to
identify violations of speed, operating hours, geo-fence limitations and to
recommend appropriate remedial actions on offending drivers
·
Thorough review of all vehicle mileage logs for accuracy,
completeness and will escalate any relevant issues for management action
·
Ensures compliance with all donor rules and regulations regarding
branding of project vehicles
·
Ensure vehicle pre-departure checklist is consistently filled out
and periodically approved
·
Ensures compliance with EGPAF policies and procedures regarding
incident reporting for drivers
Other Responsibilities
·
Liaise with EGPAF HQ and Regional departments as needed to enhance
efficiency, effectiveness and compliance with EGPAF’s vehicle use policy
·
Updates and disseminates knowledge by studying existing and new
regulations, participating in educational opportunities, reading professional
publications and maintaining personal networks
·
Ensure continuous innovations, adoption of best practices and
regular reviews of fleet operations for optimal efficiency
·
Recommend any additional fleet procedures/guidelines to the
management
·
Continually Analyze risk areas in fleet operations and recommend
mitigating solutions
Qualifications
·
Bachelor’s degree in logistics/auto-industry/ or other
transport related field
·
5+ years’ logistics or general transportation experience in a busy
fleet setting
·
5+ years’ management or supervisory experience (preferably
managing a pool of drivers)
·
Strong fleet analytical skills required
·
Knowledge, Skills, and Abilities
·
Uncompromising Integrity
·
Complete and up-to-date knowledge of NTSA transportation
regulations regarding to licensing, road safety, et cetera.
·
Must have a working knowledge of computers and Intermediate to
advanced level Microsoft Excel with a manifest readiness to learn EGPAF
specific fleet management software quickly
·
Ability to develop and maintain an accurate record-keeping system
relating to fleet management and general transportation
·
Prioritization: Understanding of what is the single most important
task at any given moment. Ability to think on one’s feet and make decisions
quickly
·
Listening skills: Willing to listen to drivers, EGPAF staff,
management, HQ counterparts and a host of other external stakeholders
·
Handle emergencies: Ability to stay calm and take optimum
decisions quickly
·
Differentiate driver issues, decipher problems versus complaints
and proffer relevant solutions
·
Effective communication, which is the ability to speak
professionally and remain calm under intense pressure
·
Willingness to travel (at least 30%)
CLOSING DATE – 25 May 2018
How to Apply
If you meet the above qualification, apply online through
our career
portal.
Drivers
LOCATION: Nairobi; Homa Bay; Kisumu; Kakamega
Job Summary
Overall support on all logistical matters.
Key Responsibilities
·
Provide support to office and field staffs whenever necessary
towards accomplishment of the foundation’s goals / objectives
·
Provide transport services to all foundation employees to and from
approved destinations.
·
Ensure that the vehicle assigned is driven at a reasonable speed
and well equipped with required tools like first Aid boxes, Jack, tool box,
fire extinguisher, hazards etc.
·
That foundation vehicle are checked for Oil level, Water level tire
pressure every morning before they are
·
Driven
·
That foundation vehicle are serviced only at recognized garages
·
Those foundation vehicles are driven with cautious for the safety
of workers.
·
To make sure that all foundation vehicles have valid Documents as
required by the law
·
Work closely with line manager to make sure that vehicles are
available to field officers
·
To make sure that foundation vehicles are always clean, well
serviced, and has valid insurance
·
Transporting foundations property, material from one place to
another after authorization.
·
Ensure that foundation’s transport policy is adhered to at all
times
Requirements
·
At least a Kenya Certificate of Secondary Education, Knowledge of
simple vehicle mechanics/maintenance
·
Fluent in English and Kiswahili
·
A clean and Valid driving Licence
·
A current Certificate of good Conduct
·
A current vision test report
·
Five years’ experience
·
Experience in working in a busy environment
How to Apply
If you meet the above qualification, apply online through our career
portal.
Health Informatics Officer
LOCATION: Kakamega
Job Summary
Under the overall supervision of the M&E Specialist, Health
Informatics officer will be responsible for EMR roll-out and implementation in
the supported sites in support to quality HIV programming. He/she will support
in implementation and maintenance of a robust knowledge management system in
furtherance of EGPAF’s goals and objectives.
Key Responsibilities
·
Support EMR maintenance, roll-out and implementation in EGPAF
Kenya supported facilities.
·
Support regular, complete, accurate, timely and quality monitoring
reports from health facilities on all required indicators
·
Implement quality assurance strategy to improve EMR data in all
supported sites
·
Support in implementation and maintenance of a robust EGPAF Kenya
Knowledge Management System (EKMS).
·
Coordinate capacity building session to EGPAF staff, MoH and other
stakeholders on health informatics related activities including EMR and use of
m-health solutions.
·
Support in entry/import/export of data in/from EKMS, PEPFAR
database (DATIM)and DHIS2
·
Support in roll-out and implementation of m-health solution to
facilitate real time data transmission and report sharing.
Qualifications
·
At least a diploma in Computer Science, Statistics
or Information Technology
·
Over 3 years’ experience is similar or related position
·
Required Skills And Experience
·
Experience in EMR design, roll-out and implementation
·
Experience in SQL database design and administration
·
Knowledge of transactional databases (MySQL, SQL Server, SQLite)
and database programming including stored procedures, triggers and functions
required
·
Familiarity with MOH EMR standards and knowledge of Open MRS
·
Proficient in statistical analysis packages (SPSS/STATA/R etc)
·
Experience with managing and coordinating teams
·
Ability to build and manage strong working relationships among
diverse stakeholders
·
Ability to work effectively in a busy, high pressure team
environment
·
Ability to prioritize workload and demonstrate outcomes on strict
deadlines
·
Commendable knowledge & skill in monitoring & evaluation
activities
·
Strong oral and written communications skills
How to Apply
If you meet the above qualification, apply online through
our career
portal.
Senior Finance Officer
Job Summary
To establish and maintain accounting and management procedures for
EGPAF, ensure compliance with all regulatory (donor, statutory & regulatory)
and to develop capacity in the Nairobi & various sub-offices to carry out
an exemplary accounting functions. Also strive to ensure efficient and
accountable use of donor funds across the Kenya program.
Responsibilities
·
Month and End-year process
·
Ensure all end of the month accounting reports are
submitted to HQ on time
·
Ensure all sub-offices submit complete, accurate and timely month
end closing reports
·
Follow up and documentation on identified monthly compliance issues
from HQ and between Nairobi & Sub-Offices
·
Ensure quarterly visits t o sub-offices for compliance and support
supervision
·
Review all journal vouchers for correctness of codes and
completeness of information in line with the underlying supporting information
·
Managing the accounts payables/Receivables
·
Manages the accounts payable by ensuring suppliers are paid within
the agreed time and monthly reconciliation of supplier statements
·
Manages staff advances issuance, liquidation and ageing in line
with the foundation policies and procedures
·
Responsible for ensuring that all hard copy vouchers are duly
authorized before payment and filing
·
Manages a systematic financial filing system that is sequential,
complete and up to date at all times. Also responsible for ensuring all
foundation finance vouchers are scanned and filed appropriately
·
Responsible for ensuring that all the EGPAF –K identified monthly
compliance issues regarding payables from HQ and between Nairobi &
Sub-Offices are addressed in a timely manner
·
Payroll Management
·
In liaison with HR, ensures that all staff bio-data is correctly
loaded in the payroll software
·
Ensures that all staff timesheets are received on a monthly basis,
are accurately recorded, duly authorized. Also responsible for training staff
on proper timekeeping principles per USG regulations
·
Ensures timely payment of staff salaries and remittance of payroll
deductions within the prescribed timelines
·
Ensures strict adherence to correctly computed statutory payments
from payroll and maintains separate file for ease of statutory audits
·
Ensures accurate payroll allocation spreadsheet is maintained and
ensures correct posting of payroll journals to Quick Books
·
Cash Management Process
·
Manage the cash request process to ensure Kenya Office has adequate
cash at all times for its operating expenses
·
Manage and oversee the cash management process to ensure its
safeguarding and proper distribution
·
Monitor cash flows and conduct random cash counts at least once
every month
·
Maintain contact with EGPAF bankers and monitor all bank
transactions to ensure that adequate balances are maintained
·
Ensure competitive Forex rates for EGPAF’s dollar/shillings
conversions
·
Audit & Compliance Review Support
·
Act as point of contact with external auditors, ensuring EGPAF’s
full cooperation in the audit process
·
Facilitate the HQ A-133 audit in a timely manner on sampling
requests from the Controller
·
Support EGPAF’s annual internal audit and Compliance Review
functions and follow up of findings
·
Ensure timely resolution of all identified findings in audits
·
Staff Management & Supervision
·
Ensure development, update and adherence to accounting policies
and procedures at all office levels
·
Assist in recruitment of finance staff and building of
department’s staff capacity
·
Conduct performance appraisals for finance staff and ensure
relevant and up to date job descriptions at all times
·
Promote learning and development amongst finance staff through
on-job trainings, mutually agreed upon professional development courses/tuition
and coaching and generally motivate staff to improve performance
·
Lead finance team by example in terms of work ethic, skills and
knowledge development and integrity
Other Responsibilities
·
Liaise with EGPAF HQ and Regional departments as needed to enhance
efficiency, effectiveness and compliance
·
Updates and disseminates knowledge by studying existing and new
regulations, participating in educational opportunities, reading professional
publications and maintaining personal networks
·
Ensure continuous innovations, adoption of best practices and
regular reviews of finance and accounting operations for optimal efficiency
·
Recommend any additional finance procedures/guidelines to the
Country Director for approval and adoption
·
Analyze risk areas in financial operations and recommend
mitigating factors
Qualifications
·
Bachelors degree in related field;
·
CPA K or equivalent;
·
A wide understanding and experience working with USG funded
projects
·
Minimum five years working in donor funded project accounting
(preferably USG funded)
Knowledge, Skills & Abilities
·
Excellent communication skills
·
Proficiency in MS Office
·
Well developed interpersonal skills and experience developing
staff by assessing development needs, coaching and delivering training
·
Strategic thinking, able to work in team settings and to provide
suitable leadership therein
·
Cross-cultural competence as demonstrated by confidence and
ability to make relevant presentations to diverse audiences
·
IT Savvy, including accounting soft wares
·
Willingness to travel (at least once a month
How to Apply
If you meet the above qualification, apply online through
our career
portal
Project HIV Integration Officer
LOCATION; Kakamega
Job Purpose
To support establishment and expansion of a robust HIV prevention,
care and treatment program in supported sites for the Project that compliments
provision of comprehensive quality integrated HIV prevention, HIV counselling
and testing, care and treatment services within the Ministry of Health, Private
and Faith Based Sector health facilities in the supported counties
Key Responsibilities
·
Conduct site need assessments to inform budgeting for integrated
HIV service delivery activities
·
Develop integrated HIV facility interventions and work plans and
oversee the implementation
·
Build capacity for health care workers in identified gaps in
integrated HIV programing
·
Working with the Laboratory Program Officer, assist in
establishing and supervising the lab-networks with networked facilities
ensuring that samples are taken and leave the facility in a timely manner and
that results get back to the health care worker and patients in the shortest
time possible
·
Assist the health facility management team (HMT) to develop and
implement quality assurance programs for the each supported sites
·
Facilitate the acquisition of Project supplies from County and
engage the CHMTs when supplies are not available to ensure no stock outs
·
Responsible for day to day visits to Project supported sites in
supported counties to provide technical support in implementation of integrated
HIV prevention, care and treatment services
·
Conduct supportive supervision on quality assurance issues.
·
Working with the RAL Officer, ensure that adherence and
psychosocial support activities are undertaken at the supported sites and links
with the other technical team to facilitate facility-community linkages
·
Works closely with the supported sites in identifying training
needs and links with the project leadership in planning and delivering
trainings for facility staff, according to the training plan.
·
Attends training session in new content areas and helps facilitate
attendance of facility staff in training sessions.
·
Develops and maintains close relationship between the facility
Nursing Officer in Charge and other site staff to ensure all planned activities
are carried out.
·
Provides feedback to facilities and participates in supportive
supervision to the sites
·
Monitors on a regular basis the availability of supplies necessary
to accomplish project objectives
·
Working with the SI program officer, assists the Project in
working with clinic staff in data collection and data management and reporting
including utilization of such data for planning and decision-making.
·
Helps to track and report on all project inputs, processes,
outputs, outcomes and impact at supported sites to ensure that adequate
progress is made towards set targets.
·
Identifies obstacles to achievement of desired results early
enough, identifies remedial actions and seeks support to overcome these
obstacles
·
Assist the DCOP in preparation of monthly and quarterly progress
reports.
·
Working closely with the QA/QI Program Officer, participate in
site assessment, follow up on identified gaps and implementation of
interventions including formation of Integrated Quality Improvement Teams
(IQTs) and re-assessment of progress
·
Liaise with the DCOP on HIV care and treatment issues,
participating in forums where such issues are being discussed in the district
and representing the DCOP when called upon to do so.
·
Any other duties assigned.
Qualifications:
·
Bachelor’s Degree in Clinical Medicine, Nursing, or
equivalent
·
Over 5 years of continuous HIV program implementation
·
Experience in establishing and sustaining working relationships
with the Government of Kenya Ministries of Health at county and sub-county
level
·
Significant and up to date knowledge of the current ART, PMTCT,
TB/HIV, HTC guidelines, standards, tools and best practices
·
Experience in HIV/AIDS care and treatment program implementation
with demonstrated expertise in initiating care and treatment services in a
public, faith based or private health facility; experience with decentralized
ART model of care will be an added advantage
·
Demonstrated experience in organizing and facilitating training in
HIV /AIDS prevention, care and treatment areas.
·
Knowledge of PEPFAR Program and NASCOP reporting requirements
including familiarity with the data collection and reporting tools used by
NASCOP
·
Proficiency in computer
·
Ability to work with limited supervision
·
Excellent communication, interpersonal, report writing and
analytical skills
·
Dedicated team player with ability and experience to work in a
multidisciplinary team
How to Apply
If you meet the above qualification, apply online through
our career
portal.
Program Assistant
Job Purpose:
To provide assistance to the Program Management team towards
ensuring and facilitating program teams deliver donor deliverables in an
efficient and effective manner. Reporting to the Program Manager the incumbent
will ensure smooth flow of documentations, communications and logistics of
program teams. Manage the calendar of the Program management teams and ensure
an effective and sufficient link between the operations and the program teams
with a similar goal to achieving program deliverables.
Responsibilities
·
Administrative functions
·
Support the project manager in coordination of communication at
the county and sub-county level.
·
Work with the various program offices towards ensuring organized
filling system is achieved.
·
Take lead in coordinating, preparing materials and linking with
various operations departments to ensuring internal program meetings and
workshops are a success.
·
Organize for all donor/media/VIP missions and in liaison with
Administration focal person, ensure that the visitor’s accommodation and meals
are catered for.
·
Attend all the PMT meetings, Program Coordination meetings and
take minutes for the same. Follow up with various stakeholders on feedback and
provide update to the program manager and other stakeholders on progress on
addressing issues.
·
Technical support to program teams
·
In collaboration with the project team, support scheduling and
running of planed meetings. Specifically provide logistical support to all the
technical and team leads on all planned activities.
·
Work with all the program teams to ensure their field travels are
planned and well-coordinated.
·
Working closely with the procurement team, support follow up of
technical team procurement requests.
·
Follow up with procurement and logistics teams on placing of
program orders ensuring conferences, travel arrangements and staff
accommodation are well planned and information provided to focal program teams.
·
Follow up with program teams to have delivery notes signed and
send back to procurement and logistics teams.
·
Ensure timely and accurate submission of TARs and FERs by program
teams to the finance department, follow up with finance to have funds released
in time.
·
Support finance teams on follow up of overdue accounting of TARs.
·
Working closely with finance team to ensure that all relevant
activity documents are submitted in time for participants’ allowances to be
paid. finance
·
Contribute to weekly planning schedules for the technical team and
oversee the logistics.
·
Support the technical team in reconciliation of activities
including final reports.am to
·
Maintaining technical knowledge by attending program workshops,
looking at professional publications; establishing personal networks and
participation in program activities
·
Program documentations
·
Developing and maintaining a filing system and database
·
Compile and file on shared drives necessary program information
and reports
·
Other duties
·
Work with finance teams in compiling month closure documentations
and more especially follow up on program staff FERs and delivery notes.
·
Take on duties for the administration focal person on days he/she
is not in the office
·
Take other relevant responsibilities as required by the
supervisor.
Qualifications
·
Diploma in a suitable field such as social science, finance
and accounting, project management, or office management
·
Proficient with Microsoft Office applications (Word, Excel, and
PowerPoint).
·
Fluent in English & Kiswahili
Competencies
·
Basic training as above
·
Effective verbal and written communication, multitasking,
organizational, and prioritization skills
·
Proven computer skills including MS Office Suite
·
Good interpersonal skills
·
Ability to pay attention to detail
·
High level of diplomacy, communication, interpersonal skills
·
Flexibility to adapt to changing program requirements.
·
Able to work innovatively to address programmatic challenges in a
high pressure environment.
·
Self-driven, able to work independently with minimal supervision
How to Apply
If you meet the above qualification, apply online through
our career
portal.
Grants Officer
LOCATION: Kakamega
Job Summary
The Grants Officer will be responsible for the grants management
for a portfolio of grantees under the GUCs portfolio, as well as
sub-contractors under the U.S. Government-funded project. With support from the
Senior Grants & Contracts Officer, the Grants Officer will administer
sub-agreements and sub-contracts 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 & Contracts Officer will also ensure
that all sub-recipients have a strong financial management system that ensures
transparency and accountability of Foundation resources.
Key Responsibilities
Sub-Contractor 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/contractor 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 / Sub-Contractors
·
Ensure compliance with financial and administrative requirements,
regulations, and policies of the Foundation and our donors.
·
Provide ongoing support to sub-recipients/contractors to improve
their administrative performance, build their operational capacity, and reduce
the risk to the project and the Foundation.
·
Provide assistance to the sub-recipients/contractors 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 & Contracts Officer. Report all compliance findings to the Senior
Grants & Contracts Officer and assist in the development of possible
solutions. Appropriately document follow-up and ensure timely corrective
action.
·
Work closely with the Senior Grants & Contracts 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-recipients/contractors 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-recipients/contractors to build their capacity to prepare and submit
accurate financial reports by 5th of every month.
·
Provide ongoing assistance in reviewing sub recipients/contractors
financial and accounting policies and procedures and also their internal
control system.
·
Provide relevant financial information for decision making to the
sub-recipients/contractors 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. Contracts & 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.
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 relevant duties as assigned from time to time
Requirements
·
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 with USAID Contracts will be a strong added advantage
·
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 30% of the time
How to Apply
If you meet the above qualification, apply online through
our career
portal.
Laboratory Lead
LOCATION: Kakamega
Job Purpose
The laboratory lead will assist with the planning and
implementation of laboratory activities required for HSDSA supported HIV/AIDS
prevention, care and treatment programs, including baseline laboratory
assessments and laboratory capacity development. He / She will ensure accurate,
quality and timely tests for all diagnoses, related to clients care are
concerned to ensure HIV testing services, TB screening and diagnostics, and
treatment monitoring PMTCT, TBHIV and CCC patients / clients at all HSDSA
supported sites. He will work closely with the DCOP and procurement department
to generate specifications, forecasting and quantification of laboratory
equipment’s and commodities, and to ensure a service contracts for laboratory
equipment’s are available their schedule is adhered to.
Responsibilities
·
Work closely with the CHMT to support Coordination of laboratory
activities within the supported region and sites, including coordinating CHMT
support for the sub counties.
·
Will be the lead for the Laboratory program as well as the one
responsible for the results of this project area.
·
Responsible for the coordinating the development of weekly,
monthly and quarterly work plans and review the Project officer’s budgets and
requisitions for technical soundness for the laboratory section.
·
Coordinate Identification of training needs and support
implementation of relevant training modules targeting medical staff and other
Laboratory service providers.
·
To provide technical assistance to facility-level laboratory
personnel, including regular and systematic observation of laboratory testing
procedures, and ongoing bench-level supportive supervision and instruction
·
To provide technical assistance to facility-level laboratory
managers, including: establishing routine workflow; developing/refining SOPs,
job aids, log books, and referral forms as needed; planning of laboratory
activities to improve test performance and decrease turnaround time; and
developing and implementing an equipment maintenance program
·
To help implement and monitor efficient documentation of
laboratory results at the sites, as well as effective linkages between
laboratory and clinical services
·
To supervise laboratory reagent and consumable purchase and
distribution
·
To supervise equipment purchase, installation and maintenance
·
To provide technical assistance in quality assurance, logistics,
access and uptake management of rapid HIV tests, haematology, bacteriology,
clinical chemistry tests, VL assay and Early infant diagnosis
·
To organize, supervise, optimize and manage the various laboratory
network
·
To develop SOPs for major equipment and procedures or assays
·
To prepare reports on progress of each site on project
implementation activities
·
To assist in the implementation of quality management/quality
assurance activities and laboratory accreditation for supported laboratories
Qualifications
·
Minimum of a BSc degree in Biomedical Science / Medical
Laboratory Science,
·
Additional relevant professional qualification in medical
microbiology, biomedical science, or related pathology discipline.
·
At least seven (7) years extensive experience working in Public
Health Laboratory service delivery in Kenya
·
Minimum 5 years’ experience working in HIV/AIDS and TB
surveillance, prevention, care and treatment laboratory services.
·
Good knowledge of health care delivery systems and structures,
including national and county level services in Kenya.
·
Familiarity with and experience in implementing local and national
commodity management and logistics systems.
·
Experience in HIV programs targeting children/ adolescents is an added
advantage
·
Ability to conduct HIV/AIDS related trainings; specifically in HIV
Testing services and quality assurance
·
Demonstrated understanding of current national policies,
strategies and guidelines for HIV testing and treatment monitoring for children,
adolescents, pregnant mothers and adults and the relevant recording and
reporting tools .
·
Demonstrated experience in test kits logistics management in the
MOH system
·
Proven track record of implementing programs requiring
participation of government and other stakeholders
·
Strong interpersonal skills; ability to build partnerships and
consensus, within teams and with other stakeholder
·
Good interpersonal, organizational, computer and written / verbal
communication
How to Apply
If you meet the above qualification, apply online through
our career
portal
ICT Assistant
LOCATION; Kakamega
Job Summary
Working with the Senior ICT Officer and ICT staff in other field
offices to provide effective IT systems, ensure implementation of IT standards
and policies, and provide technology support and solutions to meet the needs of
the organization. The ICT Assistant will support the overall technology
infrastructure for the KAKAMEGA Office including planning, implementation and
SUPPORT of the software applications and hardware infrastructure that run
operations. The ICT Assistant will be involved in systems administration
including: general computer support; upgrades; software installations; license
management; server maintenance support; deployment of equipment;; end user
support.
Key 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 timeframe 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 Homabay 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 because of office or
personnel changes.
·
Setup new user accounts and email accounts
·
Troubleshoot, and repair user accounts and email accounts, assist
in resetting passwords.
·
Participation in research and recommendation of improved
infrastructure processes and technologies to include growth planning.
·
Work 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.
Requirements
·
Minimum 3 years of relevant experience within the ICT
technical field
·
Effective written and oral communication with ability to produce
reports and present solutions
·
Documented results related to the position’s responsibilities
·
Fluency in English (written and spoken)
·
Advanced Diploma or higher within information technologies, or
substantial working experience within relevant fields and have obtained and
maintained relevant certificates
·
Professional knowledge of network technologies and Windows clients
·
Experience in handling servers and related access management
control
·
Ability to work independently to troubleshoot, perform root cause
analysis, identify and isolate technical issues
·
Willing to take ownership of issue analysis and resolution efforts
and commit to ‘doing what it takes’ to resolve technical issues regardless of
the effort or timeframe required.
·
Ability to work and cooperate well with people
·
Working in a structured manner
How to Apply
If you meet the above qualification, apply online through
our career
portal.
Data Manager
LOCATION: Kakamega
Job Purpose
Under the overall supervision of the M&E Specialist, will be
responsible for management of project data, on-going analysis of aggregate and
patient level data, and support the timely reporting for contractual and ad hoc
reports to programs staff, donor and other stakeholders. The Data Manager will
support in establishment, expansion, implementation and maintenance of a robust
project database in furtherance of EGPAF’s goals and objectives.
Responsibilities
·
Support in establishment, expansion, implementation and
maintenance of a robust project database
·
Assist in the timely compilation, aggregation and generation of
weekly, monthly and quarterly data reports to donors, EGPAF program staff, MoH
and other stakeholders
·
Work closely with quality improvement advisor to identify gaps in
program implementation and spearhead design and implementation of quality
improvement projects within EGPAF Kenya.
·
Perform data quality audits coordinate data cleaning through
M&E field teams and verify data accuracy of the data before submission of
all data reports
·
Support in entry of data EKMS, and PEPFAR database (DATIM) and
confirming data concurrence with the MoH aggregate database (DHIS2)
·
Assist in the preparation of data summary slides for presentations
to donors, MoH and facilities
·
Support expansion and maintenance of updated online project
performance dashboards in EKMS.
·
Support maintenance and expansion of EMR at supported sites and
counties
Qualifications
·
A masters’ degree or equivalent in statistics, computer/IT
studies, epidemiology or mathematics
·
At least 5 years relevant experience in similar/related position
in a PEPFAR funded program.
·
Proficiency in computer packages for generating and analysis
reports. Experience in use of visual analytics tools is an added advantage
·
Experience in working with MOH systems and HIV-related reports
·
Strong Data management and analytical skills
·
Database design, implementation and administration
·
Strong SQL Data management skills
·
Expert skill level in the use of health aggregate databases (MoH
DHIS2 & DATIM)
·
Proficient in statistical analysis packages (SPSS/STATA/R etc)
·
Experience with managing and coordinating teams
·
Ability to build and manage strong working relationships among
diverse stakeholders
·
Ability to work effectively in a busy, high pressure team
environment
·
Ability to prioritize workload and demonstrate outcomes on strict
deadlines
·
Commendable knowledge & skill in monitoring & evaluation
activities
·
Strong oral and written communications skills
How to Apply
If you meet the above qualification, apply online through
our career
portal.
Administrative Assistant
LOCATION: KAKAMEGA
Job Purpose
Under the supervision of the Program Manager, the Administrative
Assistant will be responsible for providing professional administration and
logistical support to the Project.
Key Responsibilities
·
Work in close collaboration and cooperation with the other project
staff to deliver on all the office administrative needs e.g. supplies
·
Responsible for the day-to-day logistics of program
trainings/workshops, management/tracking of the Field office program advances
and monitoring/audit of sites/facilities suppliers and inventories.
·
Front desk backstop in the absence of the receptionist
·
Responsible for office hygiene – thorough cleaning, periodic
fumigation, garbage collection contracts, office utilities, etc.
·
Perform other work related duties and responsibilities as may be
assigned
·
Planning and scheduling meetings and appointments
·
Record compile, transcribe and distribute minutes of meetings
·
Coordinate the logistics for workshops, seminars and trainings
·
Facilitate hotel bookings, transportation, logistics and other
travel needs for field staff.
·
Provide logistical and clerical support to the program staff as
needed
·
Organizing and maintaining files and records
Qualifications
·
Relevant university degree is required from a reputable
institution.
·
Candidates should have a minimum of 3 years working experience in
similar role.
·
Excellent computer skills.
Personal Characteristics
·
Objective and high in integrity
·
Good analytical skills
·
Team player
·
Able to maintain confidentiality at all times
·
Excellent communication skills (written & verbal
How to Apply
If you meet the above qualification, apply online through
our career
portal.