Job Openings at ChildFund International

Reporting:                                      Field Coordinator
Salary Grade:                                   Assistant II, Level 4   

JOB SUMMARY

Reporting to the Field Coordinator, the Area Finance & Admin Assistant (AFAA) shall maintain efficient financial and administrative systems and procedures as well as control mechanisms to support the smooth running of the operations of Kisumu Program Area in compliance with ChildFund policies and procedures. The incumbent manages the day-to-day financial and administrative resources of the office; conducts regular checks of the internal controls, support end month accounts closure processes, proposes the administrative budgets of the office, ensuring that disbursements are in accordance with the administrative budget and ChildFund financial Policies and Procedures.

DUTIES/RESPONSIBILITIES

Child Safeguarding

• Remain alert and responsive to any child safeguarding risks, acquire relevant knowledge and skills which will enable you to promote strong safeguarding practices, understand the child safeguarding policy and procedures, and conduct yourself in a manner consistent with the Child Safeguarding Policy. This will be imperative at times when children and youth participate in any advocacy activities.
• Manage the day-to-day financial and administrative resources of the office.
• Settle amounts due or recover outstanding receivables for the program.
• Ensure that expenses are properly coded as per prescribed costing structure.
• Ensure statutory deductions are paid on time including filling of the required statutory returns.
• Monitor the program budget and ensure expenditures incurred are within budget
• Prepare monthly financial reports and share with management
• Coordinate training and capacity-building activities to staff in finance related areas.
• Undertake missions to field locations to review administrative and financial arrangements and make appropriate recommendations as required.
• Handle any other organization’s duty as may be directed by the Supervisor.

SKILLS AND COMPETENCE

• Bachelor’s Degree in commerce majoring in Finance or Accounting.
• Knowledge in QuickBooks accounting package will be an added advantage
• Possession of relevant professional certifications.
• At least four years professional experience in accountancy and administration in an NGO handling donor funded projects.

Required Experience

• At least four years of experience in a supervisory role managing finance and administration
• Working knowledge of Kenya Labour Laws.
• Knowledge in HR and Procurement processes.
• Good organization and time management skills and ability to work under pressure.
• Good communication and writing skills.
• Must have very good interpersonal skills.
• Must be a person of very high integrity.
• Experience developing and/or maintaining budget tracking tools.
• Remain alert and responsive to any child safeguarding risks, acquire relevant knowledge and skills which will enable you to promote strong safeguarding practices.

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Reporting:                                           Finance & Administration Assistant
Salary Grade:                                      Level 2

JOB SUMMARY

Reporting to the Area Finance and Admin Assistant (AFAA), the Administration Clerk/Cashier will be responsible for cash and bank payments in compliance with ChildFund financial policies and procedures.

DUTIES/RESPONSIBILITIES

• Keep record of all cash and bank transactions, update and reconcile on daily basis.
• Issue cheque and cash payments ensuring that all required documentations are attached
• Ensure all payments are correct with appropriate reviews and approvals before any payment is made.
• Disburse all authorised cash payments.
• Match invoices/receipts with payment vouchers, GRNs and other required documents.
• Keep the office safe, keys, cash and other assets in secure place at all times.
• Ensure all payment vouchers are properly filled, labelled, and stored in easily accessible manner.
• Perform cash counts on daily/weekly basis, and whenever needed by AFAA.
• Post transactions to the accounting software.  
• Prepare cash, bank, and advances reconciliations on weekly basis and submit for review.
• Any other organisation’s duty as may be directed by the Supervisor.

SKILLS AND COMPETENCE

• Bachelor’s Degree in Finance or Accounting.
• At least CPA Level I.
• Knowledge in QuickBooks accounting package will be an added advantage
• Possession of relevant professional certifications.
• 2-3 years’ experience in accountancy and administration in NGO handling donor funded projects.
• Computer literacy in MS Office programs particularly MS Excel.

• Good organization and time management skills and ability to work under pressure.
• Good communication and writing skills.
• Must have very good interpersonal skills.
• Must be a person of very high integrity.
• Remain alert and responsive to any child safeguarding risks, acquire relevant knowledge and skills which will enable you to promote strong safeguarding practices.

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Reporting:          Area Finance & Admin. Assistant         
Salary Grade:     Level 2

summary             

Reporting to the Area Finance and Admin Assistant (AFAA), the Administration Clerk will support in implementation of procurement and contracting for goods, services and facility management focusing on compliance with ChildFund administration, procurement policies and procedures, ensuring appropriate risk management and obtaining the best value for money for the acquisition of goods, services, and the contracting of works.

The job holder works in close cooperation with the Area Finance & Admin Assistant, Field Coordinator, and Community Mobilizer.

DUTIES/RESPONSIBILITIES

Supply chain management

• Coordinates with program and sponsorship staff on project procurement needs, specifications, availability, timing and requirements
• Track the workflow in e-procurement system
• Process invoices in e-procurement
• Ensure appropriate storage network & stock management standards.
• Maintain a regular information across teams about stock levels & expected lead-times.
• Manage periodic inventories, stock clearance and investigations over discrepancies.

Fleet management

• Control and optimize fleet costs and anticipate vehicles needs and liaise with AFAO.
• Maintain efficient monthly, weekly & daily planning & movements follow-up tools.
• Ensure administrative requirements are met toward any other local authority institutions when transporting goods/staff.
•  Deploy efficient fleet and transportation means across the country office.

Facility management

• Ensure the facility is operating at optimal by ensuring the running costs, facilities, supplies and stock are adequately supplied.

Child Safeguarding

• Remain alert and responsive to any child safeguarding risks, acquire relevant knowledge and skills which will enable you to promote strong safeguarding practices, understand the child safeguarding policy and procedures, and conduct yourself in a manner consistent with the Child Safeguarding Policy-
• Reinforce and ensure compliance with policies and procedures in child safeguarding

QUALIFICATIONS & EXPERIENCE 

• Higher Diploma in Procurement and/or Supply Chain Management, Commerce, Business Administration, Public Administration, Finance, Economics or related field.
• Supply Chain Management and Accounting background is an added advantage.
• Exposure on commercial Law is also an added advantage
• Should be technology savy
• Ability to deliver high quality work within tight deadlines
• Proven ability to work creatively and independently

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Div/Dept:                                            Programs and Sponsorship
Location:                                            Kisumu Development Area
Reporting Relationship:                    Area Manager – Western
Salary Grade                                    Coordinator II, Level 5

SUMMARY

Responsible for managing and supervising the effective design, development, implementation, review and reporting of program and sponsorship activities in the six communities/project sites under Kisumu Program Area namely St Francis, Upper Nyakach, Kano Plain, Rera, Rangala and Busibi. S/he will coordinate linkages between the children, community, local leaders, county stakeholders, and partners with ChildFund Kenya. The Field Coordinator will ensure smooth linkage between ChildFund program and sponsorship technical staff at Country office (CO) and staff of the Kisumu Program Area.

DUTIES/RESPONSIBILITIES

Child Safeguarding

• Remain alert and responsive to any child safeguarding risks, acquire relevant knowledge and skills which will enable you to promote strong safeguarding practices, understand the child safeguarding policy and procedures, and conduct yourself in a manner consistent with the Child Safeguarding Policy. This will be imperative at times when children and youth participate in any advocacy activities.
•  Provides strategic leadership in the management of the Kisumu Program Area to attain organisation goals and objectives,
• Lead and oversee the development of a Program Area Strategic Plan in accordance to organizational policies and procedures, the Strategic Plan of the Country Office, Community priorities and the best-practices of community planning.
• Supervises the program and sponsorship teams of the program area to effectively undertake their roles and responsibilities in delivering quality program and sponsorship to the enrolled children and their families in the communities of St. Francis, Upper Nyakach, Kano Plains, Rera, Rangala and Busibi,
• Coordinates preparation, submission for approval of the Annual Operation Plan and budget (AOPB),
• Oversees the implementation, monitoring, review and reporting of AOBP and share with CO and LPs experiences and lessons leant.
• Participate in all forums, coordination, and partnership meetings with all stakeholders within Kisumu Program Areas counties of Kisumu, Siaya and Busia and those that involve ChildFund Local Partners,
• Ensure effective collaborate between Kisumu Program Area staff with enrolled children, their parents, community sponsorship relations volunteers and local community leaders and stakeholders in the implementation of programs and sponsorship activities in the staff assigned areas,
• Work with program staff implementing grant funded projects in the program area and ensure they are aligned and integrated to the program activities,
• Builds positive and productive relations with local partners, communities, enrolled families, and national and county levels authorities in Kisumu, Siaya and Busia Counties.
• Raises awareness of organization as a leader of child development and a leader of children’s issues and ensures clear communication channels between stakeholders and staff.
• Oversee management, accountability and effective utilization, reporting and auditing of all financial resources, organizational assets and property,
• Provides capacity building opportunities to staff and ensures all staff are accountable and compliant with organizational policies/procedures and local laws/regulations.
• Ensure child safeguarding in integrated in all program activities and all staff are trained and adhere to organizational child safeguarding policies and procedures.
• Other duties as assigned.

EDUCATION QUALIFICATIONS

• Bachelor’s or higher-level degree required in relevant discipline such as Development Studies, Economic, Business management, Agriculture, education etc
• A post graduate certificate or diploma in project planning, community development or related studies will be an added advantage.

SKILLS AND EXPERIENCE

• 6 years’ experience in a similar position on preferably in a community development NGO
• Demonstrated experience with managing development programs, preferably in a technical area, community development and/or child-focused programming
• Outstanding written and oral communication skills in English
• Demonstrated high-level interpersonal and cross-cultural skills including the ability to build collaborative relationships internally and externally with sensitivity to cultural, ethnic, social and political issues.
• Demonstrated technical expertise in such areas as: project, budget and resource management.
• Demonstration of knowledge of program design; grant acquisition and management; providing oversight and accountability grant funded programs; resource stewardship, and cross functional coordination
• Computer proficiency in general office software (i.e. Word, PowerPoint, Excel, and Outlook).
• Experience in resource mobilization, coordination and negotiation and social policy.

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Reporting Relationship: Field Coordinator KPA
Salary Grade: Level 3
Number of posts: 3

JOB SUMMARY

Reporting to the Field Coordinator, the Community Mobilizer will facilitate community mobilisation, planning, and implementation of program and sponsorship processes and activities in two six program sites under Kisumu Program Area (KPA). S/He will closely work with Sponsorship Relations Volunteers (SRVs), enrolled children and their caregivers/parents, local leaders, and other stakeholders to deliver quality programs, and sponsorship relations communications. S/He will be the link between the community and the KPA Management Unit and ensures all Child Safeguarding policies and protocols are adhered to.

DUTIES/RESPONSIBILITIES

Child Safeguarding

• Remain alert and responsive to any child safeguarding risks, acquire relevant knowledge and skills which will enable you to promote strong safeguarding practices, understand the child safeguarding policy and procedures, and conduct yourself in a manner consistent with the Child Safeguarding Policy. This will be imperative at times when children and youth participate in any advocacy activities.
• Works closely with the KPA structures and specifically the Field Coordinator to facilitate the design, planning, implementation, and monitoring of child centered programs using ChildFund Theory of Change and program principles.
• Participate in preparation of Annual Operation Plan and Budget (AOPB) as per ChildFund guidelines and ensure full participation in the process of enrolled children, their caregivers and other community stakeholders,
• Facilitate and enhance quality and timely implementation and monitoring of projects in line with AOPBs, ChildFund Strategic Plan and other DEV policies and frameworks.
• Create and strengthen relationships between ChildFund Kenya and the enrolled children, their parents/caregivers, local leaders and other sub-county and community level stakeholders for purposes of influencing and fostering development in the community of operation,
• On a timely basis prepare quality monthly, quarterly, and annual reports and documents on project progress,
• Facilitate community mobilization and action for development.
• Work closely with contractors and service providers in the field in consultation with Program and
• Sponsorship Coordinator to ensure all project and services are completed on schedule and meet set or agreed quality standards,
• Support the Field Coordinator in developing workable funding proposals to donors and/or any other funding raising efforts including mobilising community contributions to supporting the implementation of the Annual Plans and Budgets,
• Guide, supervise and work closely with Project and Sponsor Relations Volunteers to ensure all project and sponsor relations activities are carried out on time and in line with ChildFund Kenya Program and Sponsorship policies and guidelines,
• Review sponsorship materials – correspondence, communications, and products submitted by SRVs for compliance, both in timeliness and content. Ensures Child Information Folders and process re-assignment Material are updated on a weekly basis,
• Ensures that Project and Sponsorship Relations Volunteers are trained and have the required effectively carrying out all sponsorship processes as per SOP;
• Prepares for and ensure all arrangements are place for sponsor visits, Will work in close collaboration and consultation with FC to ensure all sponsor visit protocols are adhered to.
• Support grant funded activities implemented in his/her community as required.
• Engage and mobilize enrolled children, youth and their families fully participate in program and sponsorship activities,
• Always ensure personal responsiveness and adherence to child safeguarding policy and procedures, and make sure all risks are mitigated and child safeguarding is at all times integrated in program and sponsorship intervention and activities
• Perform any other duty as assigned by the Supervisor from time to time.

QUALIFICATIONS/EXPERIENCE

• A minimum of a Bachelor’s degree in social sciences or development studies.
• 3 – 4 years progressive work experience in community development with a focus on children and youth welfare and development in not-for-profit environment. Practical experience in child sponsorship work will be an added advantage,
• Practical experience in implementation of project activities in either an urban informal settlement or rural set-up,
• Strong interpersonal communication skills, including good written and oral communication skills in English and fluency in Swahili.
• Ability to work and supervise a team of volunteers,
• Computer proficiency in general office software applications (i.e. Word, Excel, Outlook).
• Familiarity with process-oriented operations and workflows, well as with policies and standards.
• Team player and with ability to supervise a team
• Excellent organization and prioritizing skills – ability to handle and perform in fast-paced, multi-task environment
• Desire to learn process management tools; process management experience a plus

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Div/Dept: Resource Mobilization            
Location:  Kenya Country Office              
Reporting Relationship:   Country Director- Kenya

summary

The Grants Acquisition and Management Manager will support ChildFund Kenya overall grant acquisition and management in in the Country Office. S/He will lead the development and realization of the resource mobilization strategy in country to support the implementation of Kenya Country Office (COs) strategic plan. S/He will manage all aspects of the business development efforts including proposal development, prospecting potential donors, ensure donor compliance and support the CO in managing relationships. He/she will serve as a CO resource for the conceptualization, development, technical quality of implemented programs. The Grants Acquisition and Management Manager will work in close coordination and collaboration with Country Director Kenya and ChildFund’ s Global Business Development Team. 

Reporting responsibilities:

This position reports to the Country Director and heads the Grant Acquisition and Management Unit and supervises 3 direct reports.

DUTIES/RESPONSIBILITIES

Resource Mobilization Strategy

• Ensure that all CO grant Business Development activity aligns with ChildFund’s Business Development Policy, Procedures and Practices.
• Development and implementation of the country resource mobilization strategy; actively participate in the preparation of the CO plans and budgets to ensure conformity with the country strategic plan and organizational grant acquisition strategy.
• Coordinate and lead market study, donor mapping and CO capture plan to ensure strong fundraising pipeline. In collaboration with the SMT, the post holder will ensure robust analysis of the funding pipeline and proactively support actions to strengthen it.
• Working in close coordination with the CO’s technical team and the Global Business Development Team, ensure that the CO pre-positions itself successfully on relevant grant funding opportunities.
• Identify and analyze funding opportunities originating in country and scope potential partnerships to complement and strengthen the CO’s program portfolio.
• Gather relevant and timely intelligence information necessary for grant acquisition; identify grant opportunities and relevant institutional guidance materials to share with relevant departments.
• Build staff and partner organization capabilities for successful grant acquisition and management.
• Lead the use of organizational system and tools (including Salesforce) to support the execution of the resource mobilization strategy.

Strategic partnerships, Networking and Relationship Building

• Maintain proactive, coordinated and strategic engagement with potential donors.
• Identify key stakeholders and networks relevant to priority pipeline opportunities for effective prepositioning and support the CO to engage in strategic partnerships with civil society, INGOs, UN and government entities as appropriate, to maximize the use of our resources for the implementation of quality programs.
• Ensure business development documentation and material are up to date and ready for sharing with potential donors.
• Develop a donor engagement strategy for key identified donors and stakeholders relevant to priority bids.
• Effectively communicate the organization’s strategies, cultivating and managing donor/partner relationships, and providing opportunities for cooperation, networking, alliance building, learning and knowledge management across ChildFund’ s work.
• Participant and represent ChildFund in donor forums and resource mobilisation networks and meetings.

Grants Management

• Lead the Country Office Grant Management efforts.
• Responsible for the CO institutional Grants Management capacity development
• Coordinate the drafting and submission of programmatic and financial reports in collaboration with the relevant Program and Finance staff; ensure best practice is communicated, followed, and shared in all aspects of grants management.
• Coordinate with all relevant departments to ensure the integration of Local Partners’ participation and accountability in effective and efficient grant project management;
• Ensure the LPs (Local Partners) Grants Management capacity through providing technical and capacity building support.
• Support management in maintaining efficient donor relationships; provide appropriate and timely feedback to ensure management is fully informed of grant project progress and success with all new and existing donors.
• Responsible for ensuring project implementation meets institutional donor requirements and in accordance with ChildFund, donor, country, and international standards; establish and maintain appropriate systems and procedures to ensure compliance with donor agreements and contracts.
• Monitor implementation of grant projects in collaboration with Finance and Program departments to ensure budgets are spent according to donor proposals and regulations and within the appropriate timeframe and advice management on required changes or actions.
• Manage the preparation and submission of timely and quality donors reports within guidelines, deadlines, contracts and other donor requirements.

 Proposal Development

• Ensure business processes are in place to ensure quality proposal development in compliance with donor requirements and ChildFund’s Business Development Policy, Procedures and Practices. Lead the proposal development team, conduct desk reviews to inform proposal strategy, Go/No-go decisions, problem analysis, partnering and staffing decisions.
• Dedicate 60% of time on proposal development and grant writing, consolidating content from the technical team and providing guidance and support to the technical teams in this process to ensure successful grant applications.
• Support in the final review and editing of proposals and packaging them in the required donor templates and formats.
•  In coordination with technical teams, develop evidence based ChildFund capability and experience (capacity statements, past performance references, reports and evaluations etc).
• Ensure adequate staffing and cost recovery is included in grant budgets and reviewed on a regular basis to ensure the right resources are available to deliver quality programs.
• Ensure the proper use of Internal system (Salesforce) to record funding opportunities from cultivation to award.

Knowledge Management, Learning and Sharing

• Develop and/or ensure that the teams develop learning and knowledge products that meet standards and enable organization-wide learning and sharing by documenting approaches, project and program designs and lessons, case studies and other knowledge products. Seek and leverage existing knowledge products in order to increase efficiency and effectiveness in grant acquisition.
• Develop and maintain knowledge management system for tracking opportunities from capture to award including maintaining a repository of proposal development templates, pre-award tools, program concepts, capacity statements, proposal templates, pricing tables, etc.
• Lead the management of the knowledge database to ensure information is shared among technical team, field program and other concerned staff, to capture new opportunities and track ongoing grants.
• Support global business development efforts as may be required.

Child Safeguarding

• Remain alert and responsive to any child safeguarding risks, acquire relevant knowledge and skills, which will enable you to promote strong safeguarding practices, understand the child safeguarding policy and procedures and conduct yourself in a manner consistent with Child fund’s Child Safeguarding Policy.

QUALIFICATIONS/EXPERIENCE 

• At least 10 years’ experience in business development and/or grant acquisition and management, preferably in an international development organization.
• Demonstrated experience in fundraising and donor’s expectation management.
• Familiarity with business environment with proven knowledge of commercial co-venture laws, IRS sponsorship regulations, and related business income tax issues, and other applicable legal and accounting rules.
• Proven ability to manage teams and work in a demanding environment.
• Excellent presentation, strategic communication and interpersonal skills.
• Strong computer skills, with familiarity in using Microsoft Office suite applications (particularly Word and PowerPoint).
• Ability to establish and maintain relationships.
• Organized, detail-oriented, team player, self-starter and results-oriented individual.
• Excellent writing and editing skills and fluency in both written and spoken English language.

Education

Master’s degree in public relations/business development or other relevant area. Experience in fundraising, grants management, investor relations, marketing or closely related discipline, or equivalent relevant work experience would be considered.

Support

The Grants Acquisition and Management Manager can draw on the support of Kenya Country and global team members in the execution of his/her responsibilities. The primary global team members for this position will be: Business Development Specialist, Grants Compliance Specialist, Multi-grant accountant, Program and Sponsorship Director, Program Quality Manager, Partnership Portfolio Manager, Sponsorship Manager, M&E KML Manager, Child Protection and Advocacy Manager, Food Security and livelihoods Specialist, Health Specialist and the DRR specialist.

ChildFund International is committed to safeguarding the interests, rights, and well-being of children with whom it is in contact and to conducting its programs and operations in a manner that is safe for children.