NGO Jobs in Kenya – USAID 2019
Career Kenya: NGO Jobs in Kenya – USAID 2019
Employment vacancy : Today Recruitment Kenya

Scope of Work

Position: Senior
Finance Manager
Activity: USAID Kenya / East Africa Journey to Self-Reliance (J2SR)
Mission Support Program
Implementer: SoCha LLC                           

Company Background: SoCha (a portmanteau of Social and Change) is an independent
Monitoring, Evaluation and Learning (ME&L) firm that provides bespoke
solutions to social challenges. Since our inception in 2010, we have grown into
a fully-fledged ME&L services firm that specializes in advancing innovative
methodologies and changing the way donors find solutions to social problems.

Activity Background: USAID/Kenya East Africa seeks to advance what self-reliance
means for Kenya and the broader region. To support USAID/KEA to align
programming toward promoting self-reliance outcomes, SoCha LLC has recently
been awarded and will implement a two-year (optional three-year) mission
support program to enable USAID to pivot into this journey to self-reliance
(J2SR).
To support this journey, the J2SR
program will support USAID/KEA to understand context, align programs, collect
data, understand complexity, and apply learning to program adaptation.
Thus, the Journey to Self-Reliance
program aims to:
1.  
Strengthen monitoring, verification,
and reporting systems;
2.  
Improve the utilization of evaluations,
assessments, and analyses to fulfill learning objectives and inform decisions;
3.  
Improve internal and external
coordination, collaboration, and learning;
4.  
Enhance practices of learning and
adapting; and
5.  
Support strategy development and
process management.
J2SR is both a support contract and a
core learning mechanism for the USAID/KEA mission.
J2SR will support USAID/Kenya and
East Africa across all technical areas, operating in Nairobi, Kenya with travel
in both Kenya and the East Africa region.
J2SR will partner with local
organizations and local firms and will work to build local capacity to drive
ambitious development agenda throughout Kenya and East Africa.
Position background: The J2SR program, implemented by SoCha LLC, seeks a highly
motivated Senior Finance Manager based in Nairobi and report directly to the
Director of Finance and Administration.
Financial Management, Policies and
Procedures:
·        
Ensure that SoCha LLC, policies,
procedures, guidelines and other appropriate policies are implemented and
regularly updated based on SoCha international procedures, and in compliance
with Kenyan laws.
·        
Use QuickBooks accounting software to
monitor actual expenditure against budget
·        
Ensure and maintain reliable and
accurate accounting records for the organization and produce management
accounts to facilitate the effective management of the organization.
·        
Supervise and check all financial
activities for accuracy and quality of information.
·        
Analyze financial information and
reports, identify problem areas, take remedial action where necessary and make
recommendations to the Director, management and other staff as appropriate.
·        
Conduct analyses of records of
current and past operations to determine trends and monitor the financial
health of the organization.
·        
Ensure the timely submission of
high-quality financial reports for internal and external audiences.
·        
Proactively draw attention to any
problem areas and initiate solutions in consultation with the Director of
Finance & operations and other staff as appropriate.
·        
Review SoCha Programme financial
reporting processes and improve their efficiency and effectiveness.
·        
Ensure also timely monthly closing of
accounts and sending the relevant reports to HQ before the deadline.
·        
Produce regular analyses of income
and expenditure to assist the Finance and Operations Director and senior
management team in the budget monitoring process.
·        
Prepare budget guidelines and support
the annual budget preparation.
·        
Develop annual cash flow forecasts
and monitor to ensure sufficient local funds are available to meet the
organization’s requirements.
·        
Support Programme Managers with
timely, high-quality financial information and analysis.
Liaison and Communications:
·        
Liaise and regularly communicate
financial information and analyses to Directors and senior management team,
Programme Directors and Coordinators and other staff as appropriate.
·        
Oversee payroll and preparation of
social charges (NSSF) and tax remittances (PAYE) for staff each month
·        
Maintain current and accurate bank
balances and check distribution list
·        
Reconcile all project bank and cash
accounts at the end of every month
·        
Prepare monthly reports on
outstanding advances and work with employees and supervisors to clear advances
·        
Design a system for documents and
records management, including electronic and physical filing of all financial
documentation
·        
Bachelor’s degree (finance,
accounting or related degree)
·        
5+ years demonstrable experience
managing finances for donor funded projects
·        
Excellent communication skills
·        
Knowledge of MS Excel and Word
·        
Experience with QuickBooks software
Place of performance: Nairobi, Kenya with occasional travel within Kenya or East
Africa region
Period of performance: Through the life of the activity, October 15, 2021, unless
extended by a modification to the employment agreement, or terminated in
accordance with SoCha LLC policy and Kenya law
Reporting: The Senior Finance Manager reports to the Director of Finance
& Administration
Interested candidates must submit
their CV by end of the day, Thursday November 28, 2019.
Position: Logistics Specialist
Activity: USAID
Kenya/East Africa Journey to Self-Reliance (J2SR) Mission Support Program
Company background: SoCha (a portmanteau of Social and Change) is an independent
Monitoring, Evaluation and Learning (ME&L) firm that provides bespoke
solutions to social challenges. Since our inception in 2010, we have grown into
a fully-fledged ME&L services firm that specializes in advancing innovative
methodologies and changing the way donors find solutions to social problems.
Activity background: USAID/Kenya East Africa seeks to advance what
self-reliance means for Kenya and the broader region. To support USAID/KEA to
align programming toward promoting self-reliance outcomes, SoCha LLC has
recently been awarded and will implement a two-year (optional three-year)
mission support program to enable USAID to pivot into this journey to
self-reliance (J2SR).
To
support this journey, the J2SR program will support USAID/KEA to understand
context, align programs, collect data, understand complexity, and apply
learning to program adaptation.
Thus,
the Journey to Self-Reliance program aims to:
·        
Strengthen monitoring, verification,
and reporting systems;
·        
Improve the utilization of
evaluations, assessments, and analyses to fulfill learning objectives and
inform decisions;
·        
Improve internal and external
coordination, collaboration, and learning;
·        
Enhance practices of learning and
adapting; and
·        
Support strategy development and
process management.
J2SR
is both a support contract and a core learning mechanism for the USAID/KEA
mission.
J2SR
will support USAID/Kenya and East Africa across all technical areas, operating
in Nairobi, Kenya with travel in both Kenya and the East Africa region.
J2SR
will partner with local organizations and local firms and will work to build
local capacity to drive ambitious development agenda throughout Kenya and East
Africa.
Position background: Reporting directly to the Finance and Operations Director,
the Project Logistics Specialist will manage and coordinate all logistical
activities for MSP project. The full-time Logistics Specialist will oversee all
aspects of logistical services for the project’s office according to USAID and
SoCha regulations.
The
Logistics Specialist will also coordinate and ensure provision of logistical
and administrative support for all project activities including event planning,
meetings, travel and related.
·        
Oversee all Logistical activities on
the project, support, and follow-up on procurements, and ensure compliance with
relevant procedures related to travel.
·        
Plan and support all logistics for
monitoring activities, evaluation activities, and other project activities.
·        
Ensure effective operations by
coordinating with drivers, venues, suppliers, activity-specific logisticians,
etc.
·        
Mobilize personnel and consultants by
arranging travel and accommodation.
·        
Maintain and update the project’s
calendar of activities.
·        
Collaborate with technical and
program teams and staff to draft contracts with vendors and service providers
related to logistical.
·        
Draft Requests for
Quotations/Proposals, coordinate proposal reviews, and write selection memos in
accordance with USAID and SoCha LLC policies.
·        
Foster and manage all relationships
with vendors and service providers and ensure compliance with the terms of
their contracts or service agreements.
·        
Other responsibilities, as determined
by the Finance and Administration Director.
·        
Minimum of a bachelor’s degree.
·        
Three years of experience serving in
a related position, overseeing logistics and procurement for USAID projects
·        
Proficiency in Microsoft Office
applications, particularly Word and Excel.
·        
Experience in conducting comparative
cost analyses.
·        
Demonstrated knowledge of USAID
procurement rules and regulations.
·        
Exceptional organizational skills and
attention to detail.
·        
Ability to organize, manage,
prioritize, and follow through on multiple tasks in a fast-paced,
deadline-oriented environment.
·        
Proven capacity to take initiative
and willingness to learn new skills as needed.
·        
Strong work ethic and the ability to
work well independently and as part of a team.
·        
Experience in negotiating vendor
contracts (including price levels, terms of delivery, etc.)
Place of performance: Nairobi, Kenya with occasional travel within Kenya or East
Africa region
Period of performance: Through the life of the activity, October 15, 2021, unless
extended by a modification to the employment agreement, or terminated in
accordance with SoCha LLC policy and Kenya law
Reporting: The
Senior Logistics Specialist reports to the Director of Finance &
Administration
Interested
candidates must submit their CV by end of the day, Thursday November 28, 2019.
Position: Information and Communication Technology Manager
Activity: USAID
Kenya/East Africa Journey to Self-Reliance (J2SR) Mission Support Program
Company background: SoCha (a portmanteau of Social and Change) is an independent
Monitoring, Evaluation and Learning (ME&L) firm that provides bespoke
solutions to social challenges. Since our inception in 2010, we have grown into
a fully-fledged ME&L services firm that specializes in advancing innovative
methodologies and changing the way donors find solutions to social problems.
Activity background: USAID/Kenya East Africa seeks to advance what
self-reliance means for Kenya and the broader region. To support USAID/KEA to
align programming toward promoting self-reliance outcomes, SoCha LLC has
recently been awarded and will implement a two-year (optional three-year)
mission support program to enable USAID to pivot into this journey to
self-reliance (J2SR).
To
support this journey, the J2SR program will support USAID/KEA to understand
context, align programs, collect data, understand complexity, and apply
learning to program adaptation.
Thus,
the Journey to Self-Reliance program aims to:
·        
Strengthen monitoring, verification,
and reporting systems;
·        
Improve the utilization of
evaluations, assessments, and analyses to fulfill learning objectives and
inform decisions;
·        
Improve internal and external
coordination, collaboration, and learning;
·        
Enhance practices of learning and
adapting; and
·        
Support strategy development and
process management.
J2SR
is both a support contract and a core learning mechanism for the USAID/KEA
mission.
J2SR
will support USAID/Kenya and East Africa across all technical areas, operating
in Nairobi, Kenya with travel in both Kenya and the East Africa region.
J2SR
will partner with local organizations and local firms and will work to build
local capacity to drive ambitious development agenda throughout Kenya and East
Africa.
Position background: The J2SR program, implemented by SoCha LLC, seeks a highly
motivated Information and Communication Technology Manager based in Nairobi and
report directly to the Director of Finance and Administration.
·        
Oversee the establishment of robust
information technology systems throughout the project.
·        
Oversee the installation,
configuration and troubleshooting of individual and networked computer systems.
·        
Develop and oversee compliance with
written operating guidelines and maintenance schedules.
·        
Quickly respond to problems or
interruption in network access.
·        
Help all MSP Project staff with
computer-related problems, requests, or questions.

·        
Work with appropriate administrative
staff to resolve problems with network connection caused by factors outside the
office space.
·        
Stay on-call when out of the office
to help staff with problems or questions related to the network.
·        
Establish strong IT support systems
through staff training.
Oversee
basic server maintenance
·        
Supporting installation,
configuration of Email on Smartphone (Android, Blackberry, and Apple).
·        
Lead communication with all local IT
vendors.
·        
Identify training needs and instruct
staff on use of computer programs and applications, including providing
instructions on the use of systems, software, and hardware.
User
support and training;
·        
Management and supervision of support
provided by local companies (ISP or other provides or IT services);
·        
Ensure project equipment, systems,
and applications are up-to-date and accessible by staff, as appropriate;
·        
Ensure security and integrity of all
project data storage and computer systems;
·        
Monitor server and network
performance, including hardware and software usage patterns and modify network
configuration to ensure maximum efficiency and security;
·        
Coordinate management and upkeep of
Information Technology Systems, as well as requesting access or deleting access
to project systems.
·        
Maintain email accounts for all staff
and confidentiality of all passwords and other restricted information.
Procurement/Inventory
Management
·        
Where appropriate, work with Admin
Manager to establish agreements with local vendors.
·        
Verify the adequacy of power supply,
grounding, cabling, telephone line wiring, connectors, and other system
infrastructure.
·        
Verify the completeness of delivered
software, including adequacy of licensing, and ensure that licensing and
registration is completed for all project procured software.
·        
Maintain tracker of software licenses
within project
·        
Maintain warranties for IT related
products
·        
Provide technical review and
approvals, as appropriate, of all procurements involving ICT services and
equipment;
·        
Prepare procurement specifications
and SOWs for IT procurements.
·        
Install IT hardware and all procured
software,
·        
Server and server application
maintenance
·        
Ensure that all IT systems are
well-protected against viruses, power supply fluctuations and other threats to
the systems.
·        
Properly maintain all computer and
multimedia equipment in the MSP project office.
·        
Maintain Project Record Map and
ensure project files are maintained in accordance to the record map in
SharePoint.
·        
Maintain computer systems and
servers, including trouble-shooting computer software and hardware problems and
preparing computers for use by project personnel.
·        
Server and server application
·        
Maintain a good knowledge and
understanding of all policies and procedures as set forth in the project’s
Field Operations Policy Manual.
·        
Back up project servers with a
frequency
·        
Remove backup tapes from server and
store in a secure location.
·        
Backup all project electronic records
and clean equipment prior to disposing to other partners.
·        
Other ad hoc requests
·        
Bachelor’s Degree in Information
Technology, Master’s Degree (preferred)
·        
5+ years working experience of
demonstrable experience managing Information Technology on donor funded
projects
·        
Excellent writing, computer and
organizational skills
·        
Proven ability to work closely with a
variety of project stakeholders including local senior and support staff, USAID
personnel, Home Office staff, consultants, vendors and subcontractors to work
collaboratively to solve Information Technology problems as they arise; and
·        
Proven ability to independently plan
and execute complex tasks while addressing daily management demands
Place of performance: Nairobi, Kenya with occasional travel within Kenya or East
Africa region
Period of performance: Through the life of the activity, October 15, 2021, unless
extended by a modification to the employment agreement, or terminated in
accordance with SoCha LLC policy and Kenya law
Reporting: The
Information and Communication Technology Manager reports to the Director of
Finance & Administration
Interested
candidates must submit their CV by end of day, Thursday November 28, 2019.
Position: Human Resources and Administration Manager
Activity: USAID
Kenya / East Africa Journey to Self-Reliance (J2SR) Mission Support Program
Company background: SoCha (a portmanteau of Social and Change) is an independent
Monitoring, Evaluation and Learning (ME&L) firm that provides bespoke
solutions to social challenges.
Since
our inception in 2010, we have grown into a fully-fledged ME&L services
firm that specializes in advancing innovative methodologies and changing the
way donors find solutions to social problems.
Activity background: USAID/Kenya East Africa seeks to advance what
self-reliance means for Kenya and the broader region. To support USAID/KEA to
align programming toward promoting self-reliance outcomes, SoCha LLC has
recently been awarded and will implement a two-year (optional three-year) mission
support program to enable USAID to pivot into this journey to self-reliance
(J2SR).
To
support this journey, the J2SR program will support USAID/KEA to understand
context, align programs, collect data, understand complexity, and apply
learning to program adaptation.
Thus,
the Journey to Self-Reliance program aims to:
·        
Strengthen monitoring, verification,
and reporting systems;
·        
Improve the utilization of
evaluations, assessments, and analyses to fulfill learning objectives and
inform decisions;
·        
Improve internal and external
coordination, collaboration, and learning;
·        
Enhance practices of learning and
adapting; and
·        
Support strategy development and
process management.
J2SR
is both a support contract and a core learning mechanism for the USAID/KEA
mission.
J2SR
will support USAID/Kenya and East Africa across all technical areas, operating
in Nairobi, Kenya with travel in both Kenya and the East Africa region.
J2SR
will partner with local organizations and local firms and will work to build
local capacity to drive ambitious development agenda throughout Kenya and East
Africa.
Position background: This position is responsible for all Human Resources and
Administrative matters in Nairobi office.
The
Human Resources and Administration Manager will directly supervise the Admin
Assistants.
·        
Manage all aspects of
recruitment—advertising, reviewing and short-listing applications, scheduling
and participating in interviews, checking references, gathering all necessary
documents and ensuring they are accurate and complete, and preparing and
presenting offers.
·        
Ensure that all LTTA and STTA
recruitment documentation are complete and saved in appropriate systems
folders.
·        
Prepare Independent Consultant
Agreements and Employment Agreements, collect complete and accurate supporting
documentation, monitor level of effort, and distribute monthly STTA tracker.
·        
Manage staff on-boarding to ensure
set-up of necessary equipment, systems, and other needs are in place upon LTTA
and STTA start date, and oversee the orientation of newly hired LTTA staff.
·        
Review all staff timesheets for
accuracy and completeness, ensure that all staff adhere to SoCha timekeeping
and leave policies, and monitor staff leave balances.
·        
Ensure consultants and employees are
paid in a timely manner and manage any necessary consultant amendments and
employment agreement modifications.
·        
Draft and update the MSP Personnel
Manual and Local Employee Compensation Plan, ensuring they are in accordance
with SoCha and USAID policies and regulations, and Kenyan labor law.
·        
Oversee all aspects of national and
regional personnel performance and professional development tasks—goal setting,
regular evaluation, and end-of-year assessments.
·        
Contribute to procurement of health
insurance, ensure that all staff are enrolled in Project insurance policies and
serve as point of contact for any ongoing communication with providers.
·        
Manage all immigration needs of expat
LTTA and STTA staff.
·        
Direct and supervise the work of
Administrative Assistants
·        
Establish procedures for the
operation and maintenance of the office
·        
Supervise the work of service
providers including, IT services, security
·        
Manage the office budget for all
ongoing services and costs (e.g. rent, utilities, supplies, maintenance,
telephone) for all offices;
·        
Maintain lease agreements and
utilities accounts for office. Ensure proper record system is in place to track
usage
·        
Ensure that a system is in place to
monitor staff communication costs, including mobile phones and modems
·        
Ensure all inventory is properly
tagged and recorded in the inventory records
·        
Conduct semiannual physical inventory
and record any losses or damaged items. Prepare report to USAID for any losses
·        
Assist program staff to manage events
(e.g. budgets, venues, equipment and supplies)
·        
Prepare annual property report for
USAID
·        
Participate as a full member in the
Security Management Team
·        
Other tasks, as assigned by the
supervisor.
·        
Bachelor’s Degree in business
administration, Management or other relevant field. Master’s Degree (preferred)
·        
5+ years working experience of
demonstrable experience managing human resources and administrative,
operational and procurement tasks on donor funded projects
·        
Excellent writing, computer and
organizational skills
·        
USAID experience and basic knowledge
of FARs and AIDARs is highly desirable
·        
Proven ability to work closely with a
variety of project stakeholders including local senior and support staff, USAID
personnel, Home Office staff, consultants, vendors and subcontractors to work
collaboratively to solve administrative and operational problems as they arise;
and
·        
Proven ability to independently plan
and execute complex tasks while addressing daily management demands
Place of performance: Nairobi, Kenya with occasional travel within Kenya or East
Africa region
Reporting: Reports
to the Director of Finance & Operations
Interested
candidates must submit their CV by end of day, Thursday November 28, 2019.

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