Kenya Red Cross Society (KRCS) is a humanitarian relief organisation created by the Act of Parliament, Cap 256 of the Laws of Kenya of 21st December 1965.
Its vision is to be the most effective, most trusted and self sustaining humanitarian organisation in Kenya.
KRCS has been appointed the Principal Recipient (PR) for Global Fund (GF) Round 10 HIV Grant. It is in this respect that the Society has set up the Global Fund Programme Management Unit (GF PMU).
The unit is looking for qualified persons to fill the following positions:
Position Title: Grants Manager
1 Position
Reporting to: Head of Grants and Finance
Job Location: KRCS Headquarters
Overall Purpose
Reporting to the Head of Grants and Finance, the Grants Manager will be responsible for coordination and management of all financial aspects of the programme by operationalising programme grants management systems to ensure there is full compliance with contract obligations and that all funds utilised are well documented, accounted for and reported.
S/He shall be responsible for the design, planning and implementation of an integrated Grants and Quality Assurance systems (GQAs) for the GF programme operations aimed at facilitating decision-making processes and promoting accountability.
Core Duties and Responsibilities
- Provide technical and operational support in the design, planning and implementation of an integrated Grants and Quality Assurance systems (GQAs) for the GF programme operations aimed at facilitating decision making processes and promoting accountability.
- Grants and contract Management, compliance enforcement and coordination of financial aspects of the programme to ensure the programme achieves full contract compliance and that the programme effectively interprets and operationalises the contract requirements.
- Ensure that all Performance Framework targets are fully contracted in line with funds allocation per service area, funds are utilised as per approved budget, are adequately documented, accounted for and within the programme period.
- Coordinate audits of the PR and Sub-recipient (SR) in liaison with the Finance and Internal Audit Departments to ensure the programme is cleared in all audit requirements.
- Manage Funds disbursement requests to the PR and SRs while ensuring that bottlenecks to funds flow are addressed and programme financial risks are adequately managed.
- Manage programme budget and grants portfolio performance monitoring to ensure adequate controls for efficient funds utilisation by use of tracking tools and grants management plans.
- Monitor and track the utilisation of PR’s capital and operational expenditure against approved plans and ensure compliance.
- Postgraduate qualification in Business Management, Finance, Economics or equivalent qualifications.
- Over five (5) years relevant experience in areas of Grant Management coupled with Programme Management including Monitoring and Evaluation.
- Previous work in HIV/AIDS and or Health Grant Programmes will be an added advantage.
- Strong interpersonal and cross-cultural skills including the ability to build collaborative relationships with sensitivity to cultural, ethnic and political issues and ability to influence and resolve differences and conflicts
- Demonstrated technical expertise in Strategic Management, Project Planning and Budgeting, Resource Management, Implementation ability as well as Programme Monitoring and Evaluation
- Ability to develop and implement performance management system, giving candid performance feedback and supporting professional development efforts
- Considerable knowledge of management information systems, proficiency in database systems, spreadsheet and flow chart applications, and budgeting.
- Demonstrated ability to meet deadlines, analyse financial and operational data and information, think analytically and critically.
3 Positions
Reporting to: Grants Manager
Job Location: KRCS Headquarters
Overall Purpose
Reporting to the Grants Manager, the Grants Accountant will be responsible for effective planning, budgeting, implementing and evaluating accounting operations including management of the GF funds and monitoring the income against budget to ensure that all income variances are identified and investigated in a timely way and management of creditors.
S/He will manage bank reconciliations, updating and producing cash flow forecasts, according to income received and expenditure committed and reporting the monthly cash flow position,
maintaining an updated billing system, handling credit balances as well as creating a cost-effective recovery system.
Core Duties and Responsibilities
- Contribute to the development, implementation and evaluation of the annual budgets and plans aimed at operationalising programmes and projects activities
- Contribute to the review and update of accounting policies and procedures through direct analysis of new and existing financial accounting systems and procedures to increase efficiency and to ensure compliance with standard accounting principles and procedures, regulations and statutory requirements
- Coordinate receipts and disbursement, banking, protection and custody of funds, securities and financial instruments to ensure that the income recorded on the ledger is accurate and robust as well as follow up on unbilled income
- Advise management on reallocation of undisbursed funds to maximize on interest in line with policy directives
- Monitor the GF Programme income against budget and ensure that all income variances are identified and investigated in a timely way
- Monitor bank balances on a daily and periodic basis in order to produce cash flow forecasts according to income received and expenditure committed, also recommend appropriate action in the event of cash flow variances
- Ensure that the cash flow forecasts are compiled according to current best practice and are produced on a one year rolling basis.
- Liaise with auditors and ensure all requested information is supplied in a timely manner and that all relevant audit recommendations are implemented
- Manage banking relationships and highlight any issues to the Grants Manager.
- Contribute to multidisciplinary work teams to develop, implement and evaluate strategic management plans and budgets in order to improve performance standards and organisational effectiveness
- Provide various financial reports on an ad-hoc basis by extracting, compiling, analyzing, and formatting financial data; also provide assistance in interpreting report parameters, results, and data to line management, programme officers, project managers and other management personnel
- Bachelor’s Degree in Accounting and finance plus CPA (K) or equivalent qualifications
- Over three (3) years experience in accounting including skills in computerized accounting systems.
- Considerable knowledge and ability to perform professional accounting work in accordance with the international “Generally Accepted Accounting and Auditing Principles” (GAAP), procedures, standards and controls, including financial forecasting and monitoring of budgets as well as donor accounting procedures
- Ability to identify and resolve problems in a timely manner, gather and analyse information skilfully, develop alternative solutions, work well in group problem solving situations and use reason even when dealing with emotional topics
- Considerable knowledge of management information and financial management systems, proficiency in database systems, spreadsheet and flow chart applications, computerized accounting, budgeting and human resources systems
- Ability and willingness to make consultative decisions, exhibit sound and accurate judgment, support and explain reasoning for decisions, include appropriate people in decision-making process and makes timely decisions
1 Position
Reporting to: Head of Programmes
Job Location: KRCS Headquarters
Overall Purpose
Reporting to the Head of Programmes, the Monitoring and Evaluation Manager will be responsible for providing technical leadership for all M&E activities in the GF programme.
S/He will lead M&E capacity building for the Sub-Recipients (SRs), technical reporting, ensure data quality and build the capacity for effective M&E system.
Duties & Responsibilities
- Operationalise the M&E framework designed for the GF programme including and not limited to: designing programme M&E tools for data collection, verification, management and reporting as well as data audits, supporting partners in setting up functional data management systems and processes, support the assessment processes of Sub recipients and implement actions emanating from assessments.
- Assist programme staff to develop systematic and realistic monitoring plans that capture quantitative and qualitative data to report on all indicators in Sub Recipients programmes;
- Facilitate on the job M&E training for capacity development, especially in the area of use of data for decision making.
- Develop and maintain a system for archiving M&E guidelines, tools, data files, analysis files, reports and presentations for major activity undertaken.
- Assist in gathering, summarizing and disseminating relevant technical updates on programme planning monitoring, evaluation and operations research within the project.
- Coordinate mid-term reviews and evaluation of programme activities and ensure proper documentation of innovative approaches and best practices for dissemination and sharing experiences to promote repeat applications or scaling-up in different community settings.
- Participate in multidisciplinary teams to develop, implement and evaluate strategic management plans to improve organisational effectiveness
- A Post Graduate Degree in M&E, statistics, Public health or equivalent qualifications
- Five years of M & E work experience in Public Health projects and /or HMIS work in Kenya.
- Key Competencies
- Ability to initiate and manage change and to recognise and adjust to rapidly changing conditions in order to align CSOs/Non State Actors programmes to the National Strategy
- Strong communication and presentation skills in both English and Kiswahili, including ability to develop reports and prepare relevant publications
- Demonstrated proficiency in computer applications such as word processing, spreadsheets, data-base, email and utilisation of the internet
1 Position
Reporting to: Head of Programmes
Job Location: KRCS Headquarters
Overall Purpose
Reporting to the Head of Programmes, the Programme Quality Manager is responsible for the capacity assessment of the Sub Recipients ability in effective design, development, implementation and evaluation of Comprehensive HIV/AIDS programmes aimed at combating and reducing the prevalence and impact of HIV/AIDS on vulnerable communities.
S/He will provide technical support for programme implementation to ensure quality in programming and alignment to National policies, guidelines and strategies.
Duties and Responsibilities
- Provide technical support for programme implementation to ensure quality in programming and alignment to National and Global policies, guidelines and strategies.
- Support and Coordinate the design, development, implementation and evaluation of capacity building programmes aimed at equipping and strengthening SRs and communities with capacity to manage Comprehensive HIV/AIDS programmes.
- Coordinate with Regional GF staff to ensure SRs develop an integrated HIV/AIDS programme plans in line with the Government’s efforts towards reducing prevalence and impact in the country
- Coordinate with Grants Manager and the M&E Manager in the preparation of funding disbursement to assigned CSOs.
- Participate in multidisciplinary teams to develop, implement and evaluate strategic management plans to improve organisational effectiveness
- Assist in risk assessment and management for the Programme
- Advise the senior management on the latest intervention techniques in the fight against HIV and AIDS.
- Post graduate Degree in Public Health or related Field or equivalent qualifications.
- Over five (5) years experience in comprehensive HIV and AIDs programming.
- Key Competencies
- Knowledge of HIV/AIDS health care, humanitarian relief issues, trends and goals aimed at preventing and alleviating human suffering
- Technical expertise in strategic management, project planning and budgeting, resource management as well as programme monitoring and evaluation
1 Position
Reporting to: Monitoring and Evaluation Manager
Job Location: KRCS Headquarters
Overall Purpose
Reporting to the Monitoring and Evaluation Manager, the Data Management Officer will be Monitoring and Evaluating Data for the overall programme.
Duties & Responsibilities
- Develop M&E systems documentation and SOPs; maintain systematic data storage, filling and a report tracking system.
- Set up and manage routine and evaluation database(s).
- Provide support in the capacity building of M&E data management and develop feedback reports to the Stakeholders on data quality, completeness and use.
- Provide technical support in Database management to meet data requirements for PR and the Sub Recipients.
- Develop and maintain a system for archiving projects’ M&E guidelines, tools, data files, analysis files, reports and presentations.
- Participate in multidisciplinary teams to develop, implement and evaluate strategic management plans to improve organisational effectiveness
- A Bachelors Degree in Statistics, Public health or equivalent qualifications
- Five years of work experience in leading monitoring and evaluation data management of Public Health projects and /or HMIS work in Kenya.
- Demonstrated technical expertise in project planning and budgeting, resource management, implementation ability as well as programme monitoring and evaluation
- Demonstrated proficiency in computer applications such as word processing, spreadsheets, data-base, email and utilisation of the internet
Position Title: Programme Assistant
1 Position
Reporting to: Deputy Secretary General, Global Fund PMU
Job Location: KRCS Headquarters
Overall Purpose
Reporting to the Deputy Secretary General, Global Fund Programme Management Unit (PMU), the Programme Assistant is responsible for providing effective confidential secretarial and administrative support services in the development, implementation and evaluation of programme activities.
Specific duties include collecting and analysing data and information, preparing correspondence, providing information to staff and customers, scheduling appointments, planning and organising meetings, travel and conferences, writing minutes, as well as monitoring the progress of various assignments to ensure that the DSG GF and the rest of the GF management team is kept fully informed on all matters requiring immediate attention.
Duties and Responsibilities
- Maintain communication channels between the Office of the Deputy Secretary General Global Fund PMU and other departments as well as external organisations and individuals.
- Prepare notes, correspondence and reports in accordance to instructions
- Respond to telephone inquiries, giving information to callers and routing calls to appropriate officials and also placing outgoing calls.
- Receive official visitors and walk-in customers by ascertaining the nature of business and directing them accordingly.
- Schedule appointments and screening requests for meetings, synchronizing and updating the DSG GF PMU appointments.
- Prepare both local and international itineraries, confirming travel, freight and hotel reservations.
- Oversee the proper maintenance, storage, retrieval of files and documents in order to ensure that they are accessible and secure.
- Monitor and track the progress of various assignments and regularly updating the DSG, GF, and other members of staff on organisational deadlines and problems.
- Bachelor’s degree qualification in Business Management or equivalent qualifications.
- Over three (3) years relevant experience gained in a busy executive office.
- Proficiency in using word processing and other computer software packages, including use of the e-mail, the internet as well as local and wide area network systems.
- Effective communication and interpersonal skills with an attention to detail, along with an ability to analyse and evaluate different types of information
- Knowledge of principles and practices of organisation, planning, records management, research and general administration.
- Ability to follow oral and written instructions and to respond to routine letters, conduct surveys and prepare reports
1 Position
Reporting to: Deputy Secretary General, Global Fund PMU
Job Location: KRCS Headquarters
Overall Purpose
Reporting to the Deputy Secretary General Global Fund PMU, the Internal Audit and Compliance manager is responsible for conducting internal audit checks to assess effectiveness of controls, accuracy of financial transactions and efficiency of operations, also ensuring compliance in both financial, and programmes implementation to donor requirements.
In addition, to implement and enforce cost control measures by examining and analysing SRs’ accounting records to determine financial status of the institute. Other responsibilities include identifying risk factors, preparing audit reports and developing recommendations for improving service delivery systems for CSOs.
Duties & Responsibilities
- Coordinate Programme audits to PR and SRs in liaison with the Finance and programme Department and ensure the programme is cleared in all audits to the PR and SRs and follow through the implementation of the audit recommendations.
- Examine records internal (PR) and of Sub Recipients to ensure proper recording of financial transactions.
- Analyse deficiencies in Internal Control Systems, management controls, duplication of effort, extravagance, fraud or irregularities against approved management policies.
- Conduct special audits to discover fraudulent methods and techniques and to develop controls for fraud detection and prevention.
- Review and handle incidents of violations against organisational policy and regulations and recommend appropriate action
- Assess training needs as well as develop and implement on-the-job training programmes aimed at equipping staff of the PR and the SRs with knowledge and skills in internal audit control, ethical business conduct as well as integrity and accountability of funds and compliance.
- Coordinate the annual external audits of the Sub-Recipients (SR)
- Post Graduate degree in finance, business administration, commerce, economics or equivalent qualifications plus professional accounting qualifications such as CPA/ACCA and CISA as well as membership to a relevant professional body
- Over five years relevant professional experience in the areas of audits and accounting related to programming.
- Broad knowledge of approved principles, procedures, and best practices involving accounting and financial record keeping including donor accounting procedures.
- Interpret and apply management policies and procedures, rules, regulations and government directives issued to public sector organisations.
- Proficiency in spreadsheets, databases, word-processing, and presentation applications, including computerized finance, accounting, auditing, and record keeping systems and experience working with large and complex data sets.
- Ability to maintain highest integrity on audit, deal with Regional and Branch Committees and government agencies on audit without compromising the objectivity of the internal audit function
1 Position
Reporting to: Head of Supply Chain
Job Location: KRCS Headquarters
Overall Purpose
Responsible to the Head of Supply Chain for development, implementation and evaluation of an effective procurement plan and tender specifications for purchasing supplies and capital equipment in line with the approved budget.
Other responsibilities include developing and implementing an effective procurement and supplies management information system for monitoring and tracking costs of materials, goods and services in order to control expenditure and ensure efficient use of the organisational resources.
Duties and Responsibilities
- Prepare strategic procurement plans and budget outlining key activities to be undertaken, the projected cost, funding sources as well as expected outcomes
- Develop and implement flexible and responsive procurement and stores management system for monitoring and tracking costs as well as maintaining up-to-date inventory of goods.
- Process approved purchase requisitions and recommending the most appropriate method of procurement, either through direct purchase or through a competitive bidding process.
- Confer with vendors and suppliers to obtain product or service information such as price, availability and delivery schedule. Also obtain estimate value of goods and services through multiple quotations from reliable and competitive suppliers.
- Develop detailed tender specifications and performance standards to facilitate procurement of capital equipment, goods and services in strict compliance with the Society’s approved policy as well as the Global Fund requirements
- Organise procurement selection meetings to consider tender applications against approved technical specifications and with due regard to market price, cost, quality and speed of delivery as well as economy of operations.
- Prepare purchase orders, obtaining authorised signatures and forwarding procurement documents to the Finance Department for payment processing.
- Follow up with suppliers and vendors to track and evaluate the delivery of approved supplies.
- Liaise with the Logistics unit to organise for the deliveries to the SRs or End-user
- Bachelor’s degree in Purchasing and Supplies Management plus membership to a professionally recognised body
- Over three (3) years relevant experience in purchasing and supplies management gained from a large organisation
- Considerable knowledge of purchasing methods and procedures; working knowledge of sources of supplies, price trends and grades or quality of materials and equipment;
- Working knowledge of procurement policy and procedures as well as government and donor agencies procedures and regulations for acquisition and disposal of assets
- Proficiency in word processing, database, spreadsheet applications and computerised procurement and stores software packages
- Demonstrated experience in preparing, evaluating and awarding of tenders including contract management.
All applications should be sent to:
The Secretary General
Kenya Red Cross Society
P. O. Box 40712-00100
Nairobi
So as to reach him not later than Friday, 23rd September 2011.
