Job Opportunities at World Wide Fund for Nature Kenya (WWF-Kenya)

Reports to:               Procurement Coordinator
 
Supervises:              N/A
 
Career Level:           Assistant Level 1
 
The Procurement and Contracts Officer works closely and collaborates with program and operational teams to ensure an effective and efficient Contract management processes. The Procurement and Contracts Officer will effectively manage a portfolio of contracts i.e. procurement of consultancies, services and goods in order to facilitate the delivery of quality projects on time and on budget.

Key responsibilities

Outgoing Contracts/Agreements for Procurement of Consultants, Goods and Services

• Act as a link between procurement and contracting process by ensuring due process was followed on awarding and raise any gaps that may be noted in the process.
• Expeditious and accurate preparation of agreements incorporating key network provisions, special conditions of contract and risk mitigating measures as identified
• Manage issuance of internally executed consultancy outgoing agreements and follow-through for full execution
• Forward to finance for payments and programmes for follow through, fully executed consultancy agreements
• Maintain an updated dashboard for all issued procurement contracts indicating primary donors, amounts, deliverables and timelines for deliverables
• Close monitoring of all contracts for timely extension/renewal; provide quarterly alerts to procurement team to commence tendering for any agreements due to lapse in 3 months (quarterly)
• Provide accrual information to the finance team by the 10th of the end of the quarter (or earlier as required) for ongoing contracts
• Provide status of pending contracts every two weeks
• Act as the primary repository for all procurement contracts
• Identify and summarize the key obligations in specific donor agreements procurement and ensure these are shared with procurement staff and internal stakeholders
• Participate in donor inception workshops and share the key expectations with internal stakeholders
• Monthly reports-monitoring and extending SLAs and other contracts due for extension

Market Research and Procurement Planning

• Maintain database on market prices for routine procurements
• Conduct market research for high value/complex procurements
• Ensure quarterly procurement plans are completed by programme staff and commence supplier identification and registration for any new categories
• Assist in populating procurement and other reports as requested

Supplier pre-qualification and Performance Evaluation

• Maintain and update the supplier roster as required
• Conduct due diligence checks (supplier references, site visits, historical data, and anti-terrorism compliance) on new and existing suppliers as and when the need arises including Bridger checks and secure approval for inclusion into supplier roster  
• Act as the repository for supplier management and annual vendor evaluation process and ad hoc evaluation for high value contracts

Procurement

• Prepare solicitation documents as and when required
• Prepare quotation/comparative analyses as the need arises

Qualifications

• Bachelor’s degree in a Business field such as accounting, finance, strategic management, business, economics etc.;
• CIPS/KISM qualifications.

Key Skills/ Competencies

• Sound knowledge and experience with donor rules and regulations (EU, USAID, DANIDA etc);
• Knowledge of an ERP system
• Effective skills in contracts management
• Experience in drafting and managing contracts.
• Interpersonal skills and the ability to communicate effectively at all levels (written and verbal);
• Self-starter with strong organizational skills
• Leadership and people management skills.
• Capacity Building & Training skills
• Has an affinity with the vision of WWF-Kenya and adheres to WWF Kenya’s values
• Identifies and aligns with the core values of the WWF organization: Courage, Integrity, Respect and Collaboration.

Experience:

• Minimum of 5 years of experience in procurement and contracts & reporting, within an international non-governmental organization with complex donor requirements

Working Relationships

 Internal: interacts with the Heads of Departments, Finance & Operations staff and All WWF Kenya staff.
 
External:  Interacts with the WWF Network, Government Ministries and department, Service Providers and suppliers, Regulatory Bodies and Other Conservation Agencies
 
This job description covers the main tasks. Other tasks may be assigned as necessary according to organisational needs.

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Reports to:     Head of Accounting

Supervises:   N/A

Career Level:  Professional Level 1

Major function:

To analyze financial information and prepare financial reports; to determine or maintain record of assets, liabilities, profit and loss, tax liability, or other financial activities within the organization.

Roles and responsibilities:

Management of accounts payables

• Review all invoices & ensure that all necessary support documentations are provided prior to posting in the accounting ledger
• Make payments to suppliers through the organization’s banking platform in accordance with WW-Kenya finance policy
• Carry out supplier reconciliation on a monthly basis and resolve any disputes within the shortest time possible

Management of Staff advances

• Prepares and verifies travel documentation and payments of staff advance and other allowances related to project activities
• Reviews staff surrenders for accuracy & completeness before posting into the organization’s accounting software
• Carry out monthly staff account reconciliation & issue staff account statements on a monthly basis

Asset Management

• Carry out monthly deprecation run
• Update Fixed Asset Register
• Carry out reconciliation of FAR and the General ledger
• Process monthly amortization of prepayment accounts

Treasury management

• Prepares bank reconciliations for HQ accounts
• Ensures that the bank accounts have adequate cash balances by preparing monthly cash forecasts.
• Bank liaison-the accountant will be responsible for communication between the bank and the organization for certain activities such as; opening & closing of accounts, updating of bank signatories and setting up users to online platforms …. etc.
• Sending daily forex rates to staff and updating the same in SAP
• Verify all petty cash vouchers for accuracy & completeness
• Post petty cash expenses in the accounting ledger
• Prepare a monthly reconciliation of the petty cash

Payroll Management

• Process payroll payments upon receipt from P&C team
• Post payroll expenses in SAP on a monthly basis
• Processes statutory payment based on instructions and ensures all necessary approvals are sought and statutory deductions submitted on time including online I Tax filing.

Filing & Archiving

• Ensure that all payment vouchers, bank reconciliation statements, communications/ letters to Banks, NGO board and other regulatory authorities are archived as per organization’s filing system.

Experience and Qualifications:

• Bachelor degree in Business Administration or Business Commerce with specialization in accounting or finance.
• Professional qualification in CPA III and/or ACCA part 2.
• 3 years of experience in projects finance and accounting & reporting;
• Experienced in financial budgeting and strategy; business evaluation and advice, risk management and corporate governance, managed statutory requirements¸ financial accounting and reporting;

Key Skills/ Competencies

• Strong financial management and corporate risks management skills;
• Interpersonal skills and the ability to communicate effectively at all levels;
• Demonstrated initiative and the ability to work effectively within resource and time constraints;
• Capacity Building & Training skills

Working Relationships
Internal: Interacts with Heads of functions and all WWF -Kenya staff.
 
External: Interacts with WWF INT Staff, WWF Network, Service Providers and suppliers, Regulatory Bodies and Other Conservation Agencies.
 
This job description covers the main tasks. Other tasks may be assigned as necessary according to organisational needs.

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Reports to: National Forest Programme Manager
 
Supervises: None
 
Career Level: TBD
 
Location: Iten
 
Position Summary 
 
The “Greening Kaptagat: Establishing agroforestry and clean energy solutions within a forest-based landscape in Kenya” project aims to address carbon emissions from deforestation, forest degradation and farming as well as biodiversity and poverty challenges in Kaptagat landscape by adopting an integrated approach to achieve the outcome: By 2022, project interventions in the Kaptagat landscape create the foundations for further work over the coming 5 years that will reduce emissions, contribute to poverty alleviation, address land degradation, and influence county, national and global and global climate change policy commitments. The project will form an exemplar for scale up and replication towards achieving Kenya’s revised Nationally Determined Contribution (NDC) to reduce emissions by 32% against the BAU scenario of 143 MtCO2eq and other develop goals. It will contribute to the larger “Rehabilitation and Restoration of the Elgeyo Hills-Cherangany Ecosystem Masterplan”. This masterplan covers two water towers – including Kaptagat Forest – and 22 gazetted forest blocks in the four counties of Elgeyo Marakwet, Uasin Gishu, Trans Nzoia and Baringo. The project will work with communities, government (national and county) authorities and private sector on ecosystem restoration, sustainable management of natural resources and the integration of clean energy & sustainable agriculture into policies and plans. The project is supported by the UK PACT (Partnering for Accelerated Climate Transitions) through the Green Recovery Challenge Fund (GRCF) that supports low-carbon transitions and a green, resilient and inclusive economic recovery. It will be implemented for one year starting on 1st June 2021.
 
Major function
To coordinate the implementation of the WWF–Kenya’s Greening Kaptagat: Establishing agroforestry and clean energy solutions within a forest-based landscape in Kenya project in Elgeyo-Marakwet County in line with the project proposal/ document. The project makes a direct contribution to the aims and objectives of WWF Kenya Strategic Plan 2020-2030.
 
Roles and responsibilities

• Responsible for coordinating all project activities in line with work plans/ action plans;
• Manage day-to-day operations of the project, which include effective administration and tracking of project finances, project workplan, project monitoring and evaluation, timely preparation of reports to WWF-Kenya, for onward submission to donor and effective coordination and cooperation between project partners;
• Review and collect essential baseline data, the co-creation of appropriate implementation approaches including an integrated landscape restoration plan and the establishment of related monitoring systems.
• Provide technical support in project planning, monitoring and evaluation;
• Leads in the assessments and reporting of progress, outcomes and impacts against project implementation and workplans/action plans including quality assurance and conservation innovations.
• Ensures compliance of programme development and implementation with WWF Kenya Strategic Plan 2020-2030, WWF Network Standards and government policies as appropriate.
• Prepares and presents periodic technical reports on the progress of implementation of project activities including timely donor reporting in the designated area.

• Promotes partnership development with relevant communities, CSOs, national & county governments as well as with private sector as needed.
• Ensures the confirmation and documentation of free, prior and informed consent of the target groups, the implementation and monitoring of safeguards according to WWF’s ESS Framework, the mitigation of identified risks and the establishment of a grievance mechanism in close cooperation with the respective WWF-Kenya focal persons
• Perform any other duties as may be assigned by the Line Manager

Key Skills/ Competencies

• Project administration and management
• Knowledgeable in contemporary issues in agriculture, forestry and/or related natural resources management sector such as climate change.
• Excellent skills in stakeholder engagement including local communities and partnership building
• Monitoring and evaluation experience
• Proven problem solving and conflict management skills
• Technical report writing
• Organizational and communication skills
• Negotiation and contract management skills
• Good interpersonal skills with the ability to network and to develop and maintain strong relationships at all levels.
• Financial management skills
• Demonstrated ability to conceptualize, plan and implement strategic initiatives within the context of conservation, natural resource management, national development, and/or other related fields.
• Good understanding and working relations with diverse partners including national and county governments.
• Must have a good command of computer skills. Knowledge of GIS software will be an added advantage.
• Identifies and aligns with the core values of the WWF organization: Courage, Integrity, Respect and Collaboration.

Qualifications and Experience

• A Bachelor’s degree in forestry, natural resource management, environmental science, agriculture or related field of studies.
• A master’s degree and other additional professional trainings in related fields will be an added advantage.
• At least five years of field experience in natural resources management issues with specific background and experience in forest resource management, agro-forestry extension or climate change related work in Kenya
• Must have a good understanding of forest conservation initiatives in Kenya, resource assessment at national & local level, addressing socio-economic factors, resource threats impacting the landscape & key farm forestry/forest resources, developing and implementing conservation plans.
• Facilitate, where appropriate, the development of joint actions and initiatives emerging from CSO collaboration and network
• A proven ability to work effectively with local Civil Society Organizations and facilitating links between government and communities.

Working Relationships
 
Internal: Interacts with the Programme Managers (Kenya Rift Lakes, Sustainable Investments, Forestry), Head of Conservation Programmes and Advocacy, Energy & Climate Officer, Communications Manager, other Thematic Leads and Coordinators among other WWF Kenya staff.
 
External: Interacts with WWF Network, National and County government ministries and departments, regulatory bodies, Civil Society Organisations, other conservation agencies.
 
This job description covers the main tasks and conveys the spirit of the sort of tasks that are anticipated proactively from staff. Other tasks may be assigned as necessary according to organizational needs.