Jobs at International Foundation for Electoral Systems (IFES)

Primary Function/Purpose

• IFES is seeking a local national Senior Project Officer (SPO) to support the USAID-funded Strengthening Kenya’s Electoral Integrity (SKEI) Activity in Kenya. Under the direction and supervision of the Country Director, the SPO will provide technical and operational support to the IFES Kenya office. The SPO will be responsible for the development and timely execution of high-quality activities and deliverables.

Major Duties And Responsibilities

• Provide general programmatic and logistical support, as well as report writing, under the direction of the Country Director (in English and Swahili).
• Liaise with international and national electoral stakeholders, maintain, and nourish key relationships.
• Support implementation of activities as directed by the Country Director, based on approved workplan(s), budgets, and other relevant frameworks.
• Provide input into the annual workplan drafting process, as necessary.
• Coordinate with IFES’ CEPPS partners and other USAID implementing partners and participate in roundtables or other events per Country Director’s guidance.
• Contribute to regular programmatic reports to donors and IFES HQ, including monthly and quarterly performance reports, policy briefs, technical documents, and papers, as necessary.
• Contribute regularly to monitoring, evaluation, and learning data collection as well as Collaborating, Learning, and Adapting (CLA) discussions and efforts.
• Organize IFES programs and activities such as events, capacity building, workshops, and trainings by undertaking activity planning and facilitation, presenting sessions, arranging accommodation and venues in conjunction with the Finance and Administration Officer, and general activity organization and administration.
• Support drafting of requests for proposals, scopes of work necessary for programmatic activities, participate in evaluations for purposes of selecting vendors and/or sub awardees, as applicable.
• Maintain crucial project documents which track project progress, file all project documents in an appropriate database, ensure that all documents are accurate and have been accepted by the Country Director.
• Identify any potential issues or risks that could affect the progression of the project or operations within IFES Kenya, communicate these items with the Country Director, and work to identify potential solutions.
• Closely monitor the project schedule, monitor deadlines for each project task, raise potential delays with the Country Director.
• Ensure branding, marking, and reporting expectations are well planned and met.
• Other duties as assigned.

Skills And Specifications

• The ability to remain highly organized while handling multiple tasks under tight deadlines.
• The ability to complete tasks with limited supervision.
• Excellent attention to detail.
• Excellent communication skills in order to be able to work with IFES program and administrative staff to identify and resolve issues.
• Willingness to adhere to all principles of confidentiality.
• Must value operating in a collaborative and cooperative environment.
• Ability to show initiative, good judgment, and resourcefulness.
• Team player eager to take on a variety of responsibilities.
• Ability to handle sensitive issues and address inclusion matters with integrity.
• Passion for the IFES mission.

EDUCATION

• Bachelor’s degree in international relations, Political Science, Governance, Public Administration, Communication, Sociology, or similar qualification required.

Experience

• Minimum of 6 years of relevant work experience or 4 years of relevant work experience with a specialized degree.
• Experience working with USAID-supported projects/NGOs on implementation of international technical assistance programs required.
• Demonstrated professional experience and knowledge in election administration strongly preferred.
• Sound experience in program and activity management including organizing events, workshops and trainings and activity facilitation, development, and presentation of training sessions.
• Proficiency in Word, Power point, Outlook and Excel required.

Technical Skills

• Training/facilitation skills is an advantage.
• Proven competency on monitoring, evaluation, and learning required.
• Strong attention to detail and ability to prioritize tasks and meet deadlines required.
• Knowledge of Kenyan politics, administrations, civil society, and culture required.
• Strong communicator, both verbally and in writing.
• Ability to show good judgement, resourcefulness, and initiative.
• Flexibility and creativity a plus.
• Ability to handle sensitive issues and address complex matters with integrity.
• Collaborative, team-oriented individual comfortable operating in a multicultural environment.

LANGUAGE SKILLS: Spoken and written fluency in English and Swahili is required.

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PRIMARY FUNCTION/PURPOSE:   

• IFES is seeking a Finance and Administration Officer to support the USAID-funded Strengthening Kenya’s Electoral Integrity (SKEI) Activity in Kenya. The Finance and Administration Officer will be responsible for handling financial transactions, expense tracking and record keeping, day-to-day office administration, logistics and event planning, management of local contracts and purchase orders, and other general support to program activities. The Finance & Administrative Officer will also be responsible for ensuring the project’s compliance with both IFES and donor policies, procedures, rules and regulations as well as applicable Kenyan laws.

MAJOR DUTIES AND RESPONSIBILITIES: 

FINANCE:

• Lead financial management, accounting, procurement, human resource management and administration. This includes systems implementation, budgeting, expenditure tracking, and financial reporting.
• Manage project finance and operations, including general administrative processes, accounting, and logistics.
• Establish and maintain sound and transparent accounting and fiscal control procedures.
• Ensure compliance of financial and operations systems with IFES policies and procedures, USAID rules and regulations, and Government of Kenya laws.
• Manage cash flows in petty cash and local bank accounts and ensure adequate cash levels are maintained every month.
• Prepare monthly financial reports with supporting documentation for all accounts, to be sent to IFES Headquarters as required.
• Prepare local procurement packages and ensure procurements and expenditures are in accordance with donor and IFES policies and regulations.
• Prepare vouchers and checks for all project expenditures into QuickBooks accounting system.
• Collect office bills and make payments for regular office expenditures via IFES’ payment processing system.
• Prepare end of month bank reconciliation and process monthly payroll including withholding and payment of the necessary taxes e.g., WHT, VAT to the Kenya authorities.
• Liaise between IFES’ headquarters and Kenya country office on matters of finance and procurement as well as administrative matters.
• Process VAT exemptions for applicable payments.
• Support preparation of annual and quarterly financial and accrual reports for donors.
• Liaise with internal and external auditors in the review of project financial management.
• Prepare monthly cash needs requests, including requests for activity forecasts from program team and others.
• Complete banking errands such as transfers and collecting bank statements and cash withdrawals.
• Serve as petty cashier.
• Provide administrative, financial, and logistical support to activity implementation such as events workshops and trainings.
• Tracking local employees’ vacation, severance calculations (when applicable) and sick leave accruals and usages.

ADMINSITRATION:

• Day-to-day management of general office administration duties; filing of office documents, ordering and maintaining office supplies/stationery, maintenance of office equipment e.g., photocopier, printer, etc.
• Maintain and ensure staff medical insurance is operational and help settle any disputes that may arise (when applicable).
• Ensure records management and tracking inventory of IFES’ property is up to date and in good order.
• Responsible for the day-to-day management of all suppliers/vendors and managing all local contracts/leases. 
• Maintain office lease, insurance, and ensuring renewals are done on time, while also ensuring losses are reported on time. 
• Other duties as assigned.

POSITION REQUIREMENT:

EDUCATION: Minimum of bachelor’s degree in finance, accounting, business administration or another relevant degree is required; master’s degree preferred.

EXPERIENCE:

• Minimum of 4 years’ experience in providing financial, procurement, human resources management and administrative support with an international or a Kenyan Non-Government Organization, or similar.
• Experience with USAID financial policies and procedures is required; experience with other donor policies and procedures is preferable.
• High levels of proficiency with QuickBooks or other similar software, and the standard applications in MS Office.
• Knowledge of Generally Accepted Accounting Principles (GAAP), budgeting and fiscal control principles.

OTHER SKILLS:

• Ability to maintain and apply strong internal controls for finance and procurements.
• Ability to remain organized while handling multiple tasks under tight deadlines.
• Ability to complete tasks with limited supervision.
• Excellent reporting and document handling skills.
• Must value operating in a collaborative, cooperative, multicultural environment. 
• Ability to show initiative, good judgment, and resourcefulness. 
• Ability to handle sensitive issues and address inclusion matters with integrity.
• Good oral and written communication skills.

LANGUAGE SKILLS:  Proficiency in spoken and written English and Swahili are required.