ICT Officer
Grants Officer
Job Summary
To provide effective IT systems, ensure implementation of IT
standards and policies, and provide technology support and solutions to meet
the needs of the Foundation. Provide user training on common business
applications and use of EGPAF ICT systems.
Support technologies which include but are not limited to: Share
point, Inventory system, wired and wireless networks, storage systems,
Microsoft Active Directory, Windows OS, MS Office suites, end user
workstations, /laptops and various proprietary and commercial software
applications and hardware.
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 time frame 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 field 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 as a result of office or personnel changes.
·
Participation in research and
recommendation of improved infrastructure processes and technologies to include
growth planning.
·
Work with 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.
·
Make sure the generator is fully
functional as a means of power backup.
·
Any other duties as assigned
Qualifications
·
Advanced Diploma or Degree in
Computer Science/ Information Systems
·
At least 4 years relevant work
experience in similar field.
·
Extensive practical experience in
networked environment and support for remote users
·
Extensive ability to use and support
of standard micro computing applications such as Microsoft OFFICE SUITE.
·
Experience in supporting web based
applications.
·
Knowledge of supporting Windows
client and server operating systems.
·
Experience working with Messaging
systems support, e.g. MS Exchange
·
Excellent communication skills both
orally and in writing (English and Swahili)
·
High quality written & oral
communication ability
·
Excellent interpersonal,
organizational, multi-tasking and time-management skills
Competencies
The Foundation expects all employees to possess the fundamental
competencies of interpersonal skills, communication, accountability, continual
learning, and driving results. The ideal candidate will either be proficient or
advanced in the following set of competencies, specific to this position’s
level of Officer:
·
Team Building – Team building is a person’s ability to inspire and
foster team commitment, spirit, pride, and trust. He/she also facilitates
cooperation and motivates team members to accomplish group goals.
·
Customer Service – Customer service is a person’s ability to anticipate and
meet the needs of internal and external customers while delivering high-quality
products and services and being committed to continuous improvement.
·
Decisiveness – Decisiveness is a person’s ability to make
well-informed, effective, and timely decisions, even when data is limited or
solutions produce unpleasant consequences. He/she will also perceive the impact
and implications of decisions.
CLOSING DATE 26 SEPTEMBER 2019
Grants Officer
Job Summary
The Grants Officer will be responsible for the grants management
for a portfolio of sub-recipients under a U.S. Government-funded project. With
support from the Senior Grants Officer, the Grants Officer will administer
sub-agreements 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 Officer will also ensure that all sub-recipients
have a strong financial management system that ensures transparency and
accountability of Foundation resources.
Responsibilities
Sub-agreement 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
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
·
Ensure compliance with financial and
administrative requirements, regulations, and policies of the Foundation and
our donors.
·
Provide ongoing support to
sub-recipients to improve their administrative performance, build their
operational capacity, and reduce the risk to the project and the Foundation. In
collaboration with the Senior Grants Officer and Capacity Building Officer,
track progress against capacity improvement indicators.
·
Provide assistance to the sub-recipients
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 Officer. Report all compliance
findings to the Senior Grants Officer and assist in the development of possible
solutions. Appropriately document follow-up and ensure timely corrective
action.
·
Work closely with the Senior Grants
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-awardees 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-awardees to build their capacity to prepare and submit accurate
financial reports by 5th of every month.
·
Provide ongoing assistance in
reviewing sub awardees financial and accounting policies and procedures and
also their internal control system.
·
Provide relevant financial
information for decision making to the sub-awardees 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. 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. Grants Officer 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 duties as assigned
Qualifications
·
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
in an international non-profit organization preferred.
·
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 50% of the
time.
Competencies
The Foundation expects all employees to possess the fundamental
competencies of interpersonal skills, communication, accountability, continual
learning, and driving results. The ideal candidate will either be proficient or
advanced in the following set of competencies, specific to this position’s level
of Officer:
·
Team Building – Team building is a person’s ability to inspire and
foster team commitment, spirit, pride, and trust. He/she also facilitates
cooperation and motivates team members to accomplish group goals.
·
Customer Service – Customer service is a person’s ability to
anticipate and meet the needs of internal and external customers while
delivering high-quality products and services and being committed to continuous
improvement.
·
Decisiveness – Decisiveness is a person’s ability to make well-informed,
effective, and timely decisions, even when data is limited or solutions produce
unpleasant consequences. He/she will also perceive the impact and implications
of decisions.
CLOSING DATE: 26 SEPTEMBER 2019
