Jobs Kenya

Company Address: Address Goodman Tower, Fourth Floor, Westlands Nairobi, Kenya

  • Contracts and Grants Manager

    Contracts and Grants Manager

    Summary:
    The Contracts and Grants Manager oversees and administers the program’s sub-contracts and grant portfolios. This position will design and implement systems to ensure transparency, competition, documentation, and cost analysis. With strong expertise on USAID rules and regulations, s/he will provide support to various functions of the project, including soliciting input from technical specialists for the overall management and administration of the Afya Jijini’s subcontract/subgrants portfolios.
    Responsibilities:

    Establish and maintain systems and procedures for Afya Jijini subcontract/subgrantee processes;
    Utilize IMA required templates to issue and amend sub-contracts and grants for the Afya Jijini program.
    Negotiate acceptable terms and conditions with subcontractors and grantees and seek approval from the Senior Director of Grants and Contracts for any terms that deviate from IMA policies and required templates
    Review all scopes of work and specifications to be incorporated into subcontracts, vendor agreements, and grants proposed by project technical staff for contractual consistency, accuracy, and compliance with IMA World Health policies and USAID regulations;
    Liaise with subcontractors, including generating scopes of work to order their services and routing of their invoices to technical managers for approval prior to payment
    Monitor grantees and subcontractors in the requirements of proper project management in order to adhere to USAID and IMA World Health regulations and policies and performance, and initiate corrective action if performance falters;
    Lead capacity assessments of all subcontractors and grantees, evaluate associated risks and initiate action to mitigate risks;
    Manage and coordinate collection of complete supporting documentation consistent with USAID requirements and IMA’s policies, evaluation of offers/bids, and negotiation/award of contracts.
    Advise Afya Jijini team members on matters related to preparation and administration of contracts and sub-awards
    Support activities of Finance staff in the areas of fiscal management, audit, and financial reporting for all government contracts and sub-awards.
    Develop and maintain a comprehensive knowledge of related regulatory, statutory and administrative requirements, particularly with respect to Government of Kenya laws and regulations, and USAID for the overall Afya Jijini program
    Other responsibilities as assigned

    Qualifications:

    Bachelor’s Degree in finance/accounting or related field, advanced degree preferred;
    Professional certification (CPA, ACCA, CA, etc) and membership to a reputable accounting body is required.
    Minimum of 7 years progressive work experience in negotiating, awarding, and administering grants under contracts and subcontracts, particularly those funded by the U.S Government (particularly USAID) and other foreign governments or multilateral institutions.
    Detailed knowledge of OMB Circulars 2CFR200 Section E, 22CFR228, 2CFR700, FARs and AIDARs
    Strong leadership, diplomatic, analytical and organizational skills; demonstrated ability to work both independently and within a team, assess priorities, and manage multiple activities with attention to detail, meeting tight deadlines under pressure
    Significant experience in the development and negotiation of various agreements and contracts, including creative problem solving
    Experience in building capacity of local organizations to adhere to US government (USAID) contractual requirements and regulations is preferred
    Previous work experience in a non-profit organization, particularly in international settings, highly desirable
    Excellent communication skills including written and oral communication and the ability to present to groups of all sizes
    Solid diplomatic skills, including the ability to effectively manage a variety of internal and external relationships, especially relationships with contractors and grantees
    Ability to be flexible and work well under pressure in a fast-paced team environment
    Solid Computer skills-facility with MS Word, Excel, and e-mail/internet software; knowledge of fund accounting software (MIP desirable)
    Self-starter with ability to work independently and part of a team

  • Grants and Contracts Officer

    Grants and Contracts Officer

    Job Description
    SUMMARY OF ROLE
    The Grants and contracts Officer is responsible for providing support to the Afya Jijini Small Grants (AJSG) program, and in the management of subcontracts and contracting services within the project. The Grants and Contracts officer, works closely with the Afya Jijini program and finance teams to ensure responsible programmatic and financial monitoring of grant and contracts funded activities, identifying areas of improvement of the grantees and subcontractors and providing the necessary interventions for performance improvement. The Grants and Contracts Officer will work in collaboration with the Afya Jijini Grants and Contracts team and will provide assistance in the management and delivery of the AJSG Program and contribute to overall program effectiveness and efficient program delivery.
    Core Function
    The Grants and Contracts Officer will report directly to the director-compliance, procurement, Grants and Contracts, and will work closely with the Senior Finance Director, Deputy Chief of Party, M&E Director and other Senior Management and Technical team leads in supporting and overseeing the overall management and efficiency of subcontracts and Grants Under Contracts (GUCs) portfolio.
    The Grants and Contracts Officer is responsible for providing support to the Afya Jijini Small Grants (AJSG) program, in the grant RFA’s process, assessment and evaluation of potential grantees, working closely with the Afya Jijini program and finance teams to ensure responsible programmatic and financial day to day monitoring of grant funded activities, identifying areas of improvement of the grantees, and building their capacity. The Grants and contracts officer will also lead the development and management of subcontracts and any subcontract modifications and amendments. He/She will act as the focal point with IMA HQ and Finance teams for the review and approval of all financial and contractual documentation, including coordinating and facilitating signature by IMA and Subcontractor designate.
    Specific Responsibilities and Essential Functions

    Compliance:

    The Grants and Contracts officer will ensure compliance with IMA World Health policies and procedures, USAID regulations related to sub granting, GOK laws, regulations and practices, more specifically in issuance, day to day support and continued monitoring of sub awardees including:
    Periodically reviewing and auditing specific transactions reported as well as the internal controls and policies of the subcontractors and sub-grantees and advise on strengthening of the same through reports and monitoring;
    Drafting memos and other guidance documents and acting as the primary point of contact and resource for subcontractors and sub-grantees on all financial compliance issues;
    Working with Afya Jijini finance and programme teams to verify and track budget and expenditures against grantee and subcontractor terms and conditions, and ensure proper reporting, documentation and overall deliverables and milestones are reviewed by Afya Jijini Senior Management and signed off prior to issuance of payment.
    External audit facilitation
    The grants and contracts officer will work with the finance and HQ teams to develop subcontract and sub-grantee terms of reference for audits in compliance with the IMA policies and procedures and USAID rules and regulations. S/he will be responsible for coordinating all the external/donor/mission audit functions. The grants and contracts officer will be responsible for conducing regular monitoring visits to the grantees and subcontractors
    Sub-grantee and subcontractor Management:
    The Grants and Contracts Officer will provide input into the update and suggestions for improvement of the Afya Jijini Sub Grant Manual and sub granting processes and procedures, including assessment, selection of potential partners, and sub grant management.
    Assist in the review of small grant and subcontracts day to day activities for compliance with USAID rules and regulations and IMA World Health’s policies.
    Assist in identifying areas of improvement for partners/grantees and follow through to ensure that such improvements are implemented.
    Provide suggestions on how IMA can provide the support required in terms of capacity building the partner teams either in programming and/ or financial management and reporting.
    Provide support in the preparation of and review of sub grant and subcontract agreements, and budgets, ensuring completeness and regular updates of relevant clauses as necessary
    Oversee grantee/ Subcontractor budgets, cash projections and spending. The Grants and Contracts Officer will liaise closely with the grantees in tracking expenditures and request regular budget vs. actuals from the grantees/subcontractors where necessary depending on the funding instrument;
    Ensure accurate and timely payments are made to sub-grantees and sub-contractors through-out the life of the program;
    Assist in preparation of periodic updates required for the Afya Jijini management and programmatic meetings as required to discuss sub grants/subcontracts status’ status for each sub grant.
    Assist with partnership close-outs, including ensuring that all requirements of the sub grant agreement have been met to facilitate the final sign off by IMA Senior Management.
    Preparing a calendar of critical activity dates/key milestones per grantee.

    Documentation;

    Maintain hard and electronic copies of all documentation pertaining to each sub grant and subcontract file, ensuring these are complete and up-to-date as per IMA World Health documentation requirements.
    Ensure all files are in order and grantee payments and file checklists are completed satisfactorily before submission to other functional managers for final approval to pay, extend, close out, etc.;
    In coordination with the technical program leads, monitor the implementation progress of each subcontractor and sub-grantee, to ensure that the implementation is carried out and that all administrative & financial outputs as stated in the award agreements are achieved.
    Support the drafting of all partner correspondences

    Job Requirements, Skills and Knowledge:

    Bachelors’ degree in Accounting, Finance, Business Management or related field; Master’s degree will be an added advantage.
    5-8 years of hands on experience in a grants management; experience with international NGOs in the health sector will be an added advantage;
    Excellent operational knowledge of USAID rules and regulations, including USAID contract management and grants management policies and procedures;
    Advanced Computer skills including proficiency in Microsoft Office programs (Excel spreadsheets, word processing, power point, and electronic mail).
    Strong interpersonal and leadership skills, including the ability to work in a professional and cordial manner with fellow staff members, partner institutions including international and local NGOs, governmental entities, support organizations, and the general public;
    Ability to work independently with minimal supervision, to prioritize multiple work assignments in an extremely fast-paced environment, to meet deadlines, and to exercise good, professional judgment; ability to manage multiple activities with attention to detail, while meeting tight deadlines under pressure;
    Excellent problem solving capacity, with demonstrated ability for considerable analysis and sound judgment to find solutions in complex environment with shifting and competing priorities.
    Good planning and organizational skills.
    Excellent verbal and written communication skills that demonstrate a proven record of being an effective part of a team-oriented staff.

  • Scope Of Work- Architectural and Site Supervison Services

    Scope Of Work- Architectural and Site Supervison Services

    Key Responsibilities:

    To provide drawings and Bill of Quantities for refurbishment of containers into offices as per the schedule of requirements provided by the user.
    To provide drawings and Bill of Quantities for construction of patient waiting sheds near the containers as per the schedule of requirements provided by the user.
    Assist in the process of identifying a contractor to undertake the works.
    Oversee Works to ensure that they are executed as per the specifications in the BoQ & drawings provided.
    Work with the Team Lead to oversee the Works and ensure that they are carried out in line with the approved program of works to ensure timely completion, including attending periodical progress meetings.
    Measure value of Works executed to aid in approval of Contractor’s payments.
    Document possible causes of delays or problems in the site and notify the Compliance Director of such delays/problems in advance.
    Obtain any required statutory concurrence for the said works (e.g. NEMA, and Works Dept. and others).

    The Criteria for recruitment as An Architect/Engineer include:

    A degree in Architecture or civil engineering.
    Evidence of current registration by the professional regulatory bodies of practice.
    At least three years’ experience in a busy architectural/ engineering consultancy firm.
    Excellent design and drafting skills.
    A keen interest in built environment and the dedication to see projects to their conclusion.
    Excellent communication skills, both oral and written.

    Contract Duration
    30 days level of effort with possibility of extension.