Jobs at Trade Mark East Africa

Roles and responsibilities
Strategic focus:

• Ensure all procurement cycle processes are carried out to achieve value for money, transparent and
• adhere to good procurement practice.
• Ensure all procurement decisions are each taken in line with TMEA governance structures and processes.
• Providing appropriate procurement advice, support, guidance and challenge, at all stages of project
• cycle, especially at initial design stage, business and procurement planning, including progressing pre–
• tender market engagement opportunities and also including contract management.
• Detailed familiarisation with all projects and mobilisation plans across relevant Country and Regional
• teams and their link to the Results Framework.
• Schedule, organise and remind attendees to discuss procurement plans and strategies on at least a
• monthly basis, store up to date respective procurement plans, develop a system of monitoring on–going
• and up–coming work and ensure that every process is up–to–date, and information is real–time in teams.
• Regularly review Regulations and Procurement Procedures Manuals and submit any
• changes/improvements for approval to the Procurement Manager.
• Lead on the reporting of KPIs to senior management and Board.
• Manage all supply side inte

Operational focus

• ractions during procurement cycle processes, including responding to
• tenderers queries in a professional and timely manner.
• Draft advertisements, pre–tender market engagement material, tender documents including but not
• limited to Expression of Interest (EOI), Request for Proposals (RFP), Invitation to Tender (ITT), timetable/s
• and contract management documentation, and when approved, place them in agreed publications,
• websites, as applicable.
• Lead and guide evaluation panels on evaluation process and evaluation criteria whilst ensuring fairness
• and consistency to desist from prejudice to suppliers.
• Draft evaluation reports on all submissions made at all tender processes for presentation to the Tender
• Committee (TC) and/or Head of Procurement.
• Communicate tender outcome notifications to all bidders and provide clear, objective, useful supplier
• feedback, in a professional and timely manner.
• Organise for pre–contract Due Diligence (DD) where it is required.
• Prepare draft contracts for signature, ensuring that supporting documentation, are approved at the
• appropriate level and consistently with accuracy.
• Monitor issuance of contracts and receipt of signed versions back from consultants whilst ensuring that
• no consultant/ suppliers are engaged without a fully signed contract.
• Ensure relevant key and supporting documentation relating to contracts is stored electronically and is
• easily retrieved especially by people outside the procurement team.
• Assist teams in undertaking contract management, including monitoring performance by consultants/
• companies, reviewing receipt of reports and assisting teams in quality control/ assurance.
• Ensure that all contract amendments are drafted on time once sound justification is done and comply
• with the procurement policy.
• Maintain and continually update relevant registers, for e.g., procurement tracker, procurement plans,
• adverts, quarterly risk registers etc.
• Lead on gathering the supporting information required to respond to various internal and external audits.
• Assist with training programmes and deliver content as necessary.

Stakeholder Management

• Develop and adopt a customer/programme-centric, problem-solving approach to protect and deliver the Results Framework.
• Develop and maintain strong relationships with all internal and external stakeholders, including TMEA
• colleagues, partners and donors and meet with them regularly with country and regional colleagues to
• provide relevant advice and guidance, specific to circumstances.

Corporate level responsibilities

• Apply the highest standards of controls and risk management practices and behaviours and embed a
• positive risk and control culture.
• Demonstrate prudence, sound judgement and appropriate and timely escalations in management of all
• types of risk (including fraud risk) applicable to my role.
• Understand and comply with the relevant end-to-end processes including applicable risks and controls.
• Seek to identify, understand, and escalate risk events/incidents/ issues on a timely basis focusing on
• fixing root-causes and taking ownership of identified mitigating actions.
• Complete all relevant mandatory trainings within the stipulated timelines.
• Ensure compliance with PCM guidelines throughout the project design and implementation cycle,
• including reporting and closure.
• Ensure compliance with grant management procedures and guidelines including appraisal, selection,
• implementation, reporting and closure.
• Contribute to the development/revision of tools and procedures to document and share knowledge,
• incentivise staff/teams and enforce compliance and standards.
• Participate in regular informal and formal reflection, knowledge sharing and learning events.
• Document lessons learned and best practices for knowledge sharing and learning.
• Promote and adhere to TMEA’s core values and ensure compliance with organisational policies and
• procedures.
• Maintain zero tolerance to bribery, fraud, and corruption, and ensure the immediate reporting of any
• corruption or suspect behaviour that threatens TMEA’s reputation.
• Adhere to the safeguarding policies and procedures and immediately report any safeguarding concerns.
• Any other related responsibilities that may be assigned by the line manager from time to time.

Academic and professional qualifications

• An undergraduate degree OR a post graduate degree from a recognised university.
• Membership of and certification by relevant professional body (such as CIPS or Equivalent).

Work experience

• For undergraduate degree holders, a minimum of five years relevant experience preferably in a busy
• medium sized organisation OR a postgraduate degree plus a minimum of three years’ relevant
• experience.
• Working knowledge of procurement best practice in the African region.

Technical skills and behavioural competencies

• Proficiency in French and English is a MUST (both spoken and written)
• Honesty and integrity
• Proactive, self–motivated and results focused
• Ability to work effectively with staff and external partners with gravitas and influence
• A good TMEA team player.
• Ability to make decisions in difficult operating environments
• Ability to handle multiple tasks
• Ability to handle multiple tasks and provide regular feedback on progress
• Ability to prioritise and pay attention to detail and manage time effectively
• Good planning, management and organising skills, ability to prioritise and pay attention to detail
• Good oral, written communication, and presentation skills.
• Proficiency in MS Office applications

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Roles and responsibilities
Monitoring and Reporting

• Support the updating of the overarching TMEA results framework (regional and country–level) to
• reflect the achievements of TMEA.
• Support the preparations for the Annual Review, ensuring output self–assessment forms are
• completed to a high quality by programme teams.
• Support programme/project leaders to develop comprehensive results chains and monitoring plans
• for the projects which they support.
• Ensure that data is available to regularly report on projects’ progress against the indicators
• contained in project monitoring plans.
• Provide first level quality assurance processes for project documentation in MIS including work
• plans, monitoring plans and risk plans.
• Support implementation teams to demonstrate progress through the review and quality assurance
• of regular project progress reports.
• Oversee the analysis, verification and management of data to report project/programme level
• results using MIS (and TRIMS when it goes live).
• Support the production of TMEA’s bi–annual corporate reports which update TMEA’s Board on the
• organisation’s progress against targets.
• Review project close–out reports and feedback to teams on areas for improvement.
• Data Collection
• Work with programme/project leaders to identify data needs and develop appropriate data
• collection and analysis, tools and processes for data collection, e.g. project baselines and endlines.
• Support programme/project leaders to develop and execute data collection and management
• plans, including support in drafting terms of reference and ensuring appropriate budget has been
• allocated.
• Support programme/project leaders to manage the data collection process including quality
• assurance of final deliverables.

Academic and professional qualifications

• A bachelor’s degree preferably in international development; social sciences; political science;
• economics; public or business administration/management OR
• A post-graduate degree preferably in international development; social sciences; political science;
• economics; public or business administration/management.
• Professional training in monitoring and evaluation is essential.

Work experience

• At least five years (or three years with a post-graduate degree) relevant experience in supporting
• development organisations in East Africa in the design and implementation of M&E systems. This could
• have been gained within a M&E unit or within wider programme management. The role holder will also
• be expected to demonstrate proficiency in:
• Designing monitoring plans, results chains and results frameworks.
• Project and programme reporting.
• Project management and administration.

Technical skills and behavioural competencies

• Demonstrated skills in quantitative and qualitative data collection, analysis and quality assurance.
• Knowledge of different MEL approaches and methods, their strengths and weaknesses.
• Excellent written and oral communication skills.
• Experience in data collection/survey administration, data analysis, and use of results
• management information systems to aid monitoring of projects.
• Excellent team–working and inter–personal skills with the ability to build good working
• relationships.
• Ability to work with minimum supervision.
• Strong planning and organising skills, ability to prioritise and pay attention to detail.
• Positive attitude with a drive to succeed and overcome setbacks.

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Roles and responsibilities
Corporate level responsibilities

• Apply the highest standards of controls and risk management practices and behaviours and embed a
• positive risk and control culture.
• Demonstrate prudence, sound judgement and appropriate and timely escalations to management of all
• types of risks (including fraud risk) applicable to the role.
• Understand and comply with the relevant end–to–end processes including applicable risk and controls.
• Seek to identify, understand and escalate risk events/incidents/ issues on a timely basis focusing on fixing
• root–causes and taking ownership of identified mitigating actions.
• Complete all relevant mandatory trainings within the stipulated timelines.
• Contribute to the development/revision of tools and procedures to document and share knowledge,
• incentivise staff/teams and enforce compliance and standards.
• Participate in regular informal and formal reflection, knowledge sharing and learning events.
• Document lessons learned and best practices for knowledge sharing and learning.
• Promote and adhere to TMEA’s core values and ensure compliance with organisations policies and
• procedures.
• Maintain zero tolerance to bribery, fraud and corruption, and ensure immediate reporting of any
• corruption or suspect behaviour that threatens TMEA’s reputation.
• Adhere to the safeguarding policies and procedures and immediately report any safeguarding concerns.
• Any other related responsibilities that may be assigned by the line manager from time to time.

Internal Audit Strategy Implementation

• Ensure all internal audit activities are carried out in accordance with set policies and procedures.
• Execute audits of internal controls and TMEA activities in accordance with audit programs.
• Uphold the highest professional standards and compliance with the guidelines of the Institute of Internal
• Auditors.

Conducting Audits

• Develop and maintain a thorough understanding of TMEA’s policies and procedures.
• Assist in the documentation of process flows and walk-through testing during audit engagements.
• With appropriate supervision, perform audit procedures that encompass governance, risk management and
• internal control assessments to ensure set deadlines are met.
• Assess and advise on the adequacy of the design and operational effectiveness of internal controls within
• the relevant policies and procedures and recommend improvements where necessary.
• Obtain, manage, and assess the reliability of audit evidence in addition to work papers and ensure
• electronic audit files are updated in accordance with the Institute of Internal Auditors’ Standards and the
• TMEA Internal Audit Manual.
• With appropriate supervision, carry out special audits, investigations or other related tasks as directed by the Internal Audit Manager (M1 and/or M2).

Fraud risk management

• Support the implementation of the Fraud policy.
• Conduct adhoc and investigative assignments where required in line with the stipulated methodology and timelines.

Reporting

• Manage auditee/client needs and expectations.
• Prepare formal, coherent, concise and timely written audit reports on the audit observations and practical recommendations for areas requiring improvement.
• Ensure that Team-Mate is updated with key risks and controls, risk assessments, work-papers, issues tracking updates and client feedback.

Administration

• Coach, supervise and appraise temporary staff/interns as and when the department requires their services.
• Coordinate departmental and client meetings and/or engagement sessions

Requirements

• Undergraduate degree plus five years’ relevant experience OR Postgraduate degree plus three years’
• relevant experience.
• Full membership of and certification by the Institute of Internal Audit (IIA) including but not limited to CIA, QIAL, CRMA, CCSA, BEAC etc. OR Full membership of and certification by a professional accounting body for example ACCA, CPA, CIMA, CA, etc.
• Information Systems auditing qualifications (CISA, CISM, or equivalent) are highly desirable.

Work experience

• For undergraduate degree holders, at least five years relevant experience OR at least three years of
• relevant work experience in a busy work environment for postgraduate degree holders.
• A successful track record in internal audit, programming and/or project management.

Technical skills and behavioural competencies

• Highly developed analytical skills.
• Demonstrates awareness of and applies IIA code of ethics.
• Good skills in written and verbal communication in English.
• Ability to work well in a team and a multicultural environment.
• The ability to handle competing priorities and a challenging workload.
• An understanding of the development sector.
• Willingness to continuously develop skills and knowledge to remain current with internal audit practice.
• Proficiency with computer applications.
• Critical thinking: Good problem solving and analytical skills.
• A self–motivated individual who requires minimal supervision.
• Sound understanding of monitoring and evaluation within programmes would be an added advantage.
• A personal commitment to, and a good understanding of, diversity and equality at the workplace.
• Ability to travel within the region (sometimes at short notice).

Risks associated with the position

• Physical risks associated with travel across Eastern, Horn and Southern Africa, as the role requires travel
• to various sites and locations.
• Health risk associated with travel during time of Covid –19
• Risks that may arise due to the nature of engagements such as investigations.

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Roles and responsibilities

• Preparation of periodic financial and management reports required for decision making.
• Assist in the timely preparation of quarterly financial reports for both management and the Board.
• Preparation of annual Statutory Financial Statements for all Country Programmes, including Consolidated
• Financial Statements.
• Provide required support during both internal and external audits, including audit schedules.
• Management of Project Assets register including the creation of project assets, periodic review and
• correction and preparation of project assets reports.
• Preparation of the overhead report in line with the approved methodology for overhead allocation.
• Preparation of corrective inter–projects/programmes allocation journals.
• Preparation of periodic financial information on the International Aid Transparency Initiative Reporting
• (IATI) website.
• Ensure timely information flow between Navision and the TMEA Management Information System (TMIS).
• Reviewing annual statutory returns to ensure they are aligned to the financial statements.
• Assists in coordinating preparation of detailed budgets for central and other non–programme costs and
• assists in consolidating programme and non–programme budgets into one corporate budget.
• Uploads budgets and budget revisions in the FMIS after AFRC clearance and Board approvals.
• Assists in the full implementation of the Indirect Cost policy and timesheets.
• Drive the continuous improvement and development of financial reports in the FMIS to address the
• financial information needs by the various stakeholders.
• Corporate level responsibilities
• Apply the highest standards of controls and risk management practices and behaviours and embed a
• positive risk and control culture.
• Demonstrate prudence, sound judgement and appropriate and timely escalations in management of all
• types of risk (including fraud risk) applicable to my role.
• Understand and comply with the relevant end–to–end processes including applicable risks and controls.
• Seek to identify, understand and escalate risk events/incidents/ issues on a timely basis focusing on fixing
• root–causes and taking ownership of identified mitigating actions.
• Complete all relevant mandatory trainings within the stipulated timeline.
• Participate in regular informal and formal reflection, knowledge sharing and learning events. Document
• lessons learned and best practices for knowledge sharing and learning.
• Promote and adhere to TMEA’s core values and ensure compliance with organisational policies and
• procedures.
• Maintain zero tolerance to bribery, fraud and corruption, and ensure the immediate reporting of any
• corruption or suspect behaviour that threatens TMEA’s reputation.
• Provide Corporate Resources support to the country office.

Academic and professional qualifications

• An undergraduate degree or postgraduate degree preferably a Bachelor of Commerce in accounting or
• finance; and
• Certified Public Accountant of Kenya (CPA–K) or equivalent professional accounting qualification.

Work experience

• For undergraduate degree holders, at least five years of progressive work experience and for a postgraduate
• degree, at least three years of relevant work experience in a busy accounts department.
• Hands–on experience in the use of relevant accounting and MS Office applications, preparation of financial
• statements and management reports.
• Knowledge of accounting, auditing, financial forecasting and budgeting principles and practices.

Technical skills and behavioral competencies

• Communicating effectively, both verbally and in writing.
• Good Planning and Organizational skills
• Highly analytical, organized, conscientious, with high attention to detail.
• Ability to work under pressure.

Risks associated with the position

• Risk of misstated financial reports leading to wrong decisions being made by the users of those reports

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Roles and responsibilities

Supporting Programme Delivery:

• Provide support to the country team in the strategic development of country programmes by providing input in strategy development, Project Appraisal Reports (PARs) and project formulation.

• Perform analytical, diagnostic and assessment of data requirements for the implementation of country specific projects and provide support in the management of data collection for baselines, reviews and evaluations.

• Provide support to Project Leaders with management of consultants, procurement documentation, generation of tender processes through the Contract Management System (CMS), and participating in bid evaluations.

• Provide support in updating documentation on the Management Information System (MIS), including work plans, monitoring plans, and risk plans.

• Provide support to country teams during quarterly and annual reporting through MIS and completion of Programme Progress Quarterly and Annual Progress Reports.

• Provide support to country teams in initiating project closeout procedures and ensuring project documentation on evaluations, research and lessons learned are up to date.

• Support Project Leaders with maintenance of accurate project documentation.

Monitoring and Evaluation:

• Manage and co-ordinate the Country programme’s Monitoring and Evaluation (M&E) requirements with the programme’s priority beneficiaries (government institutions, private sector and civil society organizations) in establishing M&E systems. These include development of baseline data, indicators of success, targets, results chains and monitoring plans.

• Liaise with implementing partners in the collection and submission of required reports and data on the progress of monitoring plans and activities.

• Provide oversight and support to the country team on M&E systems, plans and processes.
• Liaise closely with the Results team on implementation progress, preparation of periodic reports, review of new proposals and lessons learnt, to ensure consistency and complementary between country and regional programmes.

• Provide regular updates on progress of Kenya’s projects on the Results Management Information Systems (RMIS).

• Manage the country programme’s results framework and update it regularly.

Job description

Communications:

• Manage the Kenya programme’s corporate communications budget to ensure sound impact and Value for Money (VFM).
• Participate in developing content, and ensuring regular updates, on Kenya’s project activities, for the general TMEA website and the Kenya Country page.
• Liaise with the TMEA Communications team to develop “common-man stories” on TMEA Kenya projects and prepare/write press releases on key TMEA Kenya events and share these with the national and/or regional media sphere.
• Support the organization of TMEA Kenya supported events and coordinate reporting of these in the media and to other TMEA offices.
• Liaise with the Communications team to organize internal and external events and media trainings.
• Liaise with the Sustainable and Inclusive Trade (SIT) Unit to streamline climate change, gender inclusivity, and safeguards standards in programme/project management cycle.

Knowledge Management:

• Oversee the regular production of TMEA Kenya’s knowledge materials including publications, policy and research studies, economic research papers and briefs.
• Coordinate work with TMEA Kenya consultants on setting up a national knowledge sharing platform, possibly hosted/managed by TMEA Kenya, to ensure sharing of research papers between interested parties at national and regional levels.
• Create a library of all necessary information on national context, projects and implementation progress towards EAC integration to be managed by the Kenya programme.
• Organize regular learning events with partners.
• Develop strong relations with regional office and country programme to ensure coordinated

knowledge management.

Corporate Level Responsibilities:

• Apply the highest standards of controls and risk management practices and behaviours and embed a positive risk and control culture.
• Demonstrate prudence, sound judgement and appropriate and timely escalations in management of all types of risk (including fraud risk) applicable to the programme officer’s role.
• Understand and comply with the relevant end-to-end processes including applicable risks and controls.
• Seek to identify, understand and escalate risk events/incidents/ issues on a timely basis focusing on fixing root-causes and taking ownership of identified mitigating actions.
• Complete all relevant mandatory trainings within the stipulated timelines.
• Participate in regular informal and formal reflection, knowledge sharing and learning events.
• Document lessons learned and best practices for knowledge sharing and learning.

Promote and adhere to TMEA’s core values and ensure compliance with organisational policies and procedures.Maintain zero tolerance to bribery, fraud and corruption, and ensure the immediate reporting of any corruption or suspect behaviour that threatens TMEA’s reputation

Academic and professional qualifications
• Undergraduate degree in social sciences, business administration, development studies or related field OR
a master’s degree in a related field.
• Professional qualifications in project management, M&E or communications will be an added advantage.

Work experience

• At least five years’ experience for undergraduate degree holders OR at least three years’ experience for
• postgraduate degree holders in managing and coordinating projects, including monitoring and evaluation, knowledge management and communications activities for donor funded programmes