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  • Posted: Apr 6, 2021
    Deadline: Apr 11, 2021
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  • World Vision is an international Christian relief, development and advocacy organisation working in almost 100 countries world-wide to create lasting change in the lives of children, families and communities to overcome poverty and injustice.
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    Grant Administrative Support Officer - Tumikia Mtoto Project

    Reporting to : Finance and Administration Manager

    Work Location : Nairobi/Kiambu

    Purpose of position

    To provide administrative support to the Tumikia mtoto project and ensure efficient and effective running of the project while while ensuring compliance with donor regulations (USAID) and World Vision Kenya policies.

    Major Responsibilities

    Project Administrative Support 60%

    • Provide administrative support to the Tumikia Mtoto project for efficient program implementation.
    • Support effective and timely management of donor/consortium requests, queries and related needs
    • Contribute to the processes of enhancing linkages with other partners
    • Ensure effective coordination of processes of reporting and monitoring with other consortium partners.
    • In collaboration with various project staff, ensure that program status and progress reports are developed, shared and well maintained in repository
    • Develop and Maintain a project records management system to ensure all program data is available for easy access and retrieval of information.
    • Develops and maintains an efficient physical and electronic filing system for the team
    • In liaison with the Grants and Compliance Manager, support in the tracking and maintenance of sub awards contracts and correspondences
    • Facilitate the creation of mailing lists for the consortium team members for effective communication.
    • Organizes regular team meetings and conference calls/video-conferences, including the preparation and distribution of documents and providing the necessary technical devices.
    • Provide administrative support in the coordination of the program process by tracking completion for the programs, scheduling interviews as necessary and e-filing the final document
    • Support project staff with People and Culture related processes including facilitating project staff orientation, contract renewals, performance agreements, appraisals among others.
    • Follow up with service providers to ensure office cleaning and hospitality services are provided as agreed.
    • Ensure that the office space is conducive for staff performance in compliance with the OSHA requirements
    • Ensure enough supplies and utilities for smooth running of the office.
    • In liaison with the accountant, support in the management of assets and inventory
    • Takes minutes of regular team meetings and other meetings as required

    Workshops and Events 20%

    • Liaises with members and partners to coordinate logistical arrangements for workshops and events;
    • Liaises with Project team and other agencies regarding venue, travel, hotels, and with catering Services staff for provision, room organization and logistics;
    • Liaises with and assists project recipients and consultants as required to ensure smooth functioning of activities;
    • Coordinates and disseminates all internal and external material, including publicity and background documents and coordinates appropriate mailings or distribution;
    • Prepares training kits or information packages and sends material to participants in a timely manner
    • Coordinates registration process and acts as contact person for the participants.

    Logistical Support 10%

    • Coordinate staff movements & travel logistics and itinerary for efficiency
    • Facilitate delivery of parcels/ mails
    • In collaboration with Administration department liaise with service providers to ensure quality services
    • Liaise with the travel agents to obtain supporting travel documents

    Other 5%

    • Perform any other duties as may be assigned by the supervisor or designee from time to time
    • Attend and lead daily devotions.

    Knowledge, Skills and Abilities

    • Bachelor degree in Business Administration, Social Sciences or related field from a recognized university.
    • At least 4 years’ experience in project administration
    • Experience working in an INGO
    • Knowledge and experience in USAID guidelines
    • Good interpersonal, organizational, and customer care skills
    • Experience in Logistics Management is desirable
    • Proficiency in Computer especially in Microsoft Office Suite and data analysis programs such as PP, Excel & Word

    go to method of application »

    Accounts Finance Manager

    The Role:

    To work closely with the Finance & Support Services Director and management team to maintain oversight on financial planning and decision making, to produce quality management reports; and play an active role in internal and external audits.

    The position holder will provide day-to-day supervision of the Accounting department with a view to ensuring financial stewardship, accountability, reliability and accuracy of financial reporting and information. Ensure that accurate financial reports are done in a timely manner and presented to relevant parties per World Vision calendar.

    In addition, he/she will oversee Financial Risk Management, National office Budget Management, Cash Management, Payroll Management, and implementation of financial policies to ensure effective resource acquisition, utilization and safeguarding of Regional Office assets.

    Key Responsibilities:

    • General office accounting and Financial Risk Management.
    • Effective running of World Vision Financial Reporting Systems and processes.
    • Cash & Treasury Management.
    • External and Internal Audits Management.
    • Payroll Management including statutory deductions remittance compliance.
    • Successful Office cost Management and control.
    • Records Management.
    • Procurement support.
    • Finance staff supervision, mentoring & capacity building.

    Essential:

    • Holder of a bachelor’s degree in business related field (Commerce, Accounting, Finance, Arts) or other relevant field.
    • Accounting professional qualification- Chartered/Certified Accountant (CIMA, CPA, ACCA) or other comparable/equivalent qualification
    • Proficiency in Computer applications (Excel, Sun systems, Word etc.)
    • Grants Management Knowledge is an added advantage.
    • A minimum of eight years’ experience in a busy international, multicultural Non-Government Organization
    • In-depth understanding of financial reports especially Balance Sheets & Income Statements.
    • Experience in Management Accounts preparations.
    • Good Analytical skills.
    • People management skills.
    • Fragile context experience is an added advantage.

    Working Environment:

    The position is office-based in Nairobi with frequent travel required.

    World Vision adheres to strict child and adult safeguarding principles. All selected candidates will therefore undergo rigorous reference and background checks, which will include criminal background checks. They will be expected to adhere to these standards and principles. Academic certificates will be verified with the issuing institution.

    go to method of application »

    Compliance and Risk Management Officer - Tumikia Mtoto Project

    Reporting to : Grants Compliance Manager

    Work Location : Nairobi/Kiambu

    Purpose of position

    Ensure that all Tumikia mtoto project risks are identified, analysed and sufficient risk mitigation measures are in place and that all project activities by staff and all implementing partners are in compliance with the donor regulations and World Vision policies and guidelines.

    Major Responsibilities

    Grant management Compliance 20%

    • Support program and support teams to be fully informed of relevant donor compliance regulations and WVK procedures to support on-track, on time and on budget implementation
    • Coordinate regular grant monitoring through facilitation and support of regular and timely grant review meetings
    • Maintain a broad and deep understanding of relevant donor policies, regulations and procedures
    • In liaison with the supervisor and the relevant project staff, conduct periodic risk assessments and prepare the respective risk profiles that facilitate monitoring of the risk component in the project
    • Proactively identify compliance risks and advise on necessary actions including setting up grant risk register
    • Provide ongoing user support to ensure the project is operating in compliance with applicable industry best practices and global regulatory guidelines
    • Support programme and grants staff in grant revisions, modifications, no-cost extensions, or budget realignments

    Risk Identification, Analysis and management 35%

    • Undertake a project risk audit to ensure that all project risks have been identified and sufficient risk mitigation measures put in place to address them.
    • Establish and maintain project risk register with accurate and updated information and recording the same on Riskonnect
    • Provide expert support to ensure risk prevention measures are fit for purpose.
    • Provide training to staff on key control and compliance risk prevention measures
    • Provide support on internal control/ mitigation design for staff and implementing partners
    • Participate in the development, dissemination and monitoring implementation of systems, standards, policies and procedures for the identification, collection and analysis of risk related information
    • Review audit queries and recommendations and ensure sufficient internal controls/risk mitigation measures are put in place.

    LIP/Sub grantee Management 30%

    • In liaison with the Grants and Compliance Manager, support in conducting due diligence for new sub-awardees to ascertain strength and gaps of partner’s systems and inform capacity building initiatives
    • Ensure partners assessment process is well documented
    • Support in drafting partner agreements and discuss with the program team and partners.
    • Review partner agreements to ensure- donor compliance and budget accuracy.
    • Participate in the partner progress review meetings to understand partner spend/ forecasting issues
    • Visit /conduct reviews for all partners to assess program progress
    • Support discussions with partners on any amendments to implementation plans

    Capacity building10%

    • Drawing from the partner due diligence ensure there are partner technical capacity assessment in place and implemented accordingly
    • Participate and/or facilitate capacity building for all staff, grantees and partners aimed at strengthening risk management and compliance in the project
    • Maintenance of risk management policies and documentation, and other activities focusing on the advancement of risk accountability and culture
    • Support the convening periodically of the Risk meetings to discuss the project’s risk profile with relevant project staff
    • Train staff/partners on FRAUD prevention training

    Other 5%

    • Perform any other duties as may be assigned by the supervisor or designee from time to time
    • Attend and lead daily devotions.

    Knowledge, Skills and Abilities

    • A University degree in Commerce, Accounting or Business Administration (Finance or Accounting option) from a recognised university.
    • Professional qualifications in risk management or finance
    • Must be a member of a finance or risk related professional body
    • Minimum 5 years of relevant experience at least 3 years spent working in NGO risk and compliance management.
    • Knowledge on grant requirements of major donors such as USAID, EC/ECHO, DFID and the UN agencies
    • Experience in fraud awareness and case investigation management
    • Broad spectrum programme experience, with strong analytical skills
    • Strong relationship builder with a proven track record in forming good business partnerships and utilising collaborative approaches
    • Excellent communication skills, initiative, the ability to meet tight deadlines and work independently is essential
    • An unquestionably high level of integrity and ethics
    • Experience of working effectively, independently and with minimal supervision

    go to method of application »

    Data Management Officer - Tumikia Mtoto Project

    Reporting to : Data Manager

    Work Location : Nairobi/Kiambu

    Purpose of position

    Responsible for the organization, maintenance, updating of OVC and DREAMS databases and management information systems including CPIMS, DATIM, and other database systems at World Vision, Director of Children’s Services (DCS) and LIP level and generation of report to inform decision making.

    Major Responsibilities

    Data management (Data collection, Validation, analysis, aggregation and interpretation) 40%

    • Support data collection and collation activities for the Project.
    • Ensure that all Tumikia Mtoto Databases and information systems are updated on a timely basis with quality data.
    • Run relevant reports from the different databases and systems and provide indicator reports for project use.
    • Conduct data analysis using appropriate statistical packages (SPSS, STATA, Advanced excel among others) and consolidate data factsheets for use during learning forums, reporting and management decision making.
    • Ensure verification, validation, review of results reported and presentation of findings
    • Support the filling and storage of data in recommended document libraries/platforms (both online and physical as required)
    • Support the use of technology for monitoring, evaluation, accountability and learning including gathering of GIS coordinates for project site locations and development of service maps.

    Project Monitoring Evaluation & Learning Systems Set up 25%

    • Support in the development of the MEL plan in liaison with the Data Manager and MEL team.
    • Support in the implementation of a data management plan to ensure optimal project data quality, authenticity and accuracy including periodic data quality assessments, data cleaning and verification before reporting to the donor.
    • In collaboration with the technical team help to develop data collection tools/ templates and other monitoring tools
    • Support the digitization of all data collection tools and questionnaires during periodic surveys.
    • Develop a system (both manual and digital) to track and manage community defined indicators and feedback received from the community feedback and accountability mechanisms
    • Support in the review and implementation of data management systems including data security, analysis plan, dissemination aids, templates and SOPs.
    • Support the establishment and operationalization of a digital data management system and beneficiary tracking and graduation system and databases for OVC and AGYW as appropriate
    • Participate in the roll out and ensure proper functioning of the CPIMS, DATIM, the DREAMs Database and other project data solutions.
    • Identify any system issues, support trouble shooting and maintenance of the systems.

    Capacity building10%

    • Lead review, and strengthen capacity of DCS, and LIPs to effectively collect, store, retrieve, use, and transmit data to inform program decisions.
    • Support in the development of capacity building plans for staff and partners.
    • Support in the capacity building of project staff and partners on database use, data management, analysis, and reporting.
    • Facilitate data validation in technical working groups and during learning and reflection forums
    • Support partner/stakeholder data and information sharing and dissemination protocols for authorized data as stipulated in partnership agreements
    • Facilitate the use of project data by partners, staff, and other stakeholders to inform decision-making and to identify lessons learned and promising practices

    Collaboration and Partner engagements 5%

    • Participate and represent Tumikia Mtoto project in data management technical working groups, including CPIMS technical working group as it may be delegated by the Data Manager.

    Other 5%

    • Perform any other duties as may be assigned by the supervisor or designee from time to time
    • Attend and lead daily devotions.

    Knowledge, Skills and Abilities

    • At least Bachelor’s degree in Demography, Statistics, Data management, Computer Science/Information technology, Information Systems Management, or related field; a relevant master’s degree would be an added advantage
    • Five years of relevant professional experience in project-level data management, including development of data flow maps, data collection tools, reporting forms, and project databases.
    • Minimum five years practical experience in M&E system coordination/ implementation in a large international non-governmental organization or other international relief/development body.
    • Experience in working on donor funded programs and MEAL experience in “OVC/DREAMS” with USAID and other multilateral donor funded projects is an added advantage
    • Knowledge of technical principles, concepts and current approaches in MEAL.
    • Excellent knowledge of SPSS and EPI Info. and/or other statistical analysis package (SAS, STATA, R)
    • Excellent understanding of database design and development, database programming (in Access, SQL).
    • Experience in DATIM, OLMIS, DHIS & CPIMS, including knowledge of OVC MER indicators and data collection tools is mandatory.
    • Experience in using mobile-data collection and management software (e.g. ODK, Commcare, I-form builder, Kobo, RR collect).
    • Knowledge of data visualization and business information software such as Tableau and Power BI will be an added advantage.
    • Excellent analytic and computer skills; skilled in MS Office Suite including Word, Excel, Outlook, PowerPoint and Access; and high-level IT skills including computer programming
    • Skills in developing project M&E databases desired.
    • Ability to work with large datasets.
    • Ability to work and deliver under intense pressure

    Method of Application

    Note: Never pay for any training, certificate, assessment, or testing to the recruiter.

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