Department: Institutional Development
Reports to: Institutional Development Manager
Duty Station: Nairobi with travel to various business destinations
JOB SUMMARY
Under the supervision of the Institutional Development Manager, the Quality Assurance Executive will be responsible for setting standards, monitoring, evaluating & auditing the organizational overall performance. They will identify gaps in gathered/received/researched information and make recommendations for necessary action. They will also plan, direct or coordinate quality assurance programs and formulate quality control policies to ensure that products and services meet high standards of quality. The role will also ensure that external quality standards are met vis-à-vis agreed targets.
The Quality Assurance Executive will devise and establish TI-Kenya’s quality procedures, standards and specifications on services offered. These include Trainings & Consultancies, Certification, Research and surveys, Public speaking and lectures, Corruption databases, Anti-corruption Applications, publications & ICT Platforms. He/she will be responsible for inspecting procedures and outputs and identifying mistakes or non-conformity issues.
More specifically, the Quality Assurance Executive will perform the below tasks:
DUTIES AND RESPONSIBILITIES
Reviewing the M&E System
Conduct and coordinate reviews of:
an institutional M&E plan incorporating objectives, procedures and tools and
a Logical Framework matrix providing performance and impact indicators and corresponding means of verification
In collaboration with stakeholders, develop an overall framework for annual reviews, participatory impact assessments, process and operations monitoring, and lessons-learned
Guide the process for identifying and designing the key indicators for each component to record and report progress against the Strategic and Annual Action Plans.
Clarify core information needs and put mechanisms to meet them.
Review the quality of existing social and economic data in the programme/project areas, methods of collection and provide a baseline for impact evaluation.
Recruit, guide and supervise Organisations that are contracted to implement special surveys and studies required for evaluating effects and impacts ensuring that all contracts include specifications for internal monitoring, reporting and penalties.
Implementation of M&E
Oversee and execute M&E activities included in the Annual Work Plan, with particular focus on results and impacts as well as in lesson learning. In particular:
Based on the Strategic and Annual Action Plans, design a framework for the physical and process monitoring of activities with emphasis on impact.
Guide and coordinate timely preparation and submission of progress reports in accordance with approved reporting formats.
Analyse reports for impact evaluation. Prepare consolidated reports highlighting: problems and actions needed; potential bottlenecks; specific recommendations
Identify needs and draw up TORs for specific studies;
Capacity Building/Lessons learned
Develop a plan for capacity-bilding on M&E and any required IT support.
Consolidating a culture of lessons learned by allocating staff specific responsibilities
Communication
Prepare reports on M&E findings
Guide the regular sharing of M&E findings with primary stakeholders.
Facilitate access to M&E data for the relevant stakeholders.
Resource Mobilisation/Budget Management and Reporting
Developing resourcing strategies that effectively respond to long-term and short-term programme and Organisational objectives.
Narrative and financial reporting internally, to donors, to governments and to partners.
Quality of Products
Set customer service standards, conduct market analysis on customer requirements and ensure that these are met
Supervise the service providers at various levels of production and provide them with documented quality standards as guidelines to ensure high standards of the products.
Determine and negotiate on production of consistent quality merchandise based on set standards and specifications
Specify quality requirements of merchandise with suppliers to ensure TI-Kenya’s merchandise is procured to meet recognized standards and relevant.
Review merchandise, evaluate product field performance and reliability, and recommend corrective and recommend changes to production processes or quality controls to eliminate the problems.
Meet quality assurance financial objectives by estimating requirements; preparing an annual budget; scheduling expenditures; analyzing variances; initiating corrective actions; quality assurance plans
Studying trends in and developments in quality management; participating in educational opportunities; reading professional publications; maintaining personal networks; participating in professional organizations.
Investigate customer complaints and non-conformance issues
Quality of Services
Implement and monitor programs that ensure continuous quality.
Devise and establish quality procedures, standards and specifications on services offered.
Ensure all legal standards are met and compliance with quality and industry regulations
Monitor performance by gathering relevant data, producing statistical reports and make suggestions for changes and improvements on how to implement them
Work with other staff to determine and establish procedures and quality standards and to monitor these against agreed targets.
Establish and maintain effective Quality Assurance functions in compliance with national and international regulations and standards.
Draft quality assurance policies and procedures and interpret quality assurance standards
Review the implementation and efficiency of quality and inspection systems
QUALIFICATIONS AND EXPERIENCE
Education and Qualification
A graduate degree in information or a management related field or a relevant social science discipline.
Relevant certification in the field will be an advantage
Knowledge
Knowledge of relevant regulatory requirements
Process improvement, analyzing information, strategic planning, quality engineering, emphasizing excellence,
Familiar with anti-corruption and good governance issues in Kenya and East Africa
Demonstrated understanding of the project cycle management
Strong knowledge of M & E methodology and approaches (including quantitative, qualitative and participatory); quality assurance.
The logical framework approach and other strategic planning approaches;
A good understanding of the balanced score-card approach.
Training in M&E development and implementation;
Facilitating learning-oriented analysis sessions of M&E data with multiple stakeholders;
Report writing.
Experience
3 years of practical experience in monitoring and evaluation in the East African region
Demonstrated experience in data collection, analysis and synthesis and preparation of strategic information for decision makers
Proven track record of successful experience in writing reports and reviews, delivering presentation and defending recommendations
Experience in working in multi-cultural environment
COMPETENCIES
A solid understanding of the environment in which TI-Kenya operates; commitment to and understanding of TI-Kenya’s mission, vision and objectives
Familiarity with processes of organizational development.
Willing to undertake regular field and other external visits and interact with different stakeholders.
Excellent written and verbal communication skills in English and Kiswahili.
Ability to work independently and as a team
Strong analytical skills
Highly organised and detail oriented; able to prioritise and produce work of a consistently high standard;
Leadership qualities, personnel and team management.
Effective communication skills – verbal and written
Customer service orientation
