Jobs at Universities Fund (UF)

Qualifications, Skills and Experience Required:

Academic Qualifications

• Bachelor’s Degree in social sciences or its equivalent from a recognized university 

Professional Qualifications / Membership to professional bodies

1. Membership to a relevant professional body in good standing where applicable. 
2. A supervisory course lasting not less than two (2) weeks from a recognized institution.

Previous relevant work experience required.

• Minimum of 4 years relevant work experience

Functional Skills:

1. IT proficiency 
2. Managerial and Administrative 
3. Customer Care 
4. Report writing 
5. Basic financial knowledge
6. Communication

Behavioral Competencies/ Attributes:

1.  Ability to work independently
2. Flexible 
3. Emotional Intelligence
4. Effective Interpersonal  
5. Team player 
6. Personable
7. Fulfil the requirements of Chapter 6 of the Constitution of Kenya, 2010

Responsibilities:

The job holder is responsible for planning, coordinating, and managing activities for the Chief Executive Officer (CEO), and handling communication by linking the Chief Executive Officer with stakeholders, as well as to the Board of Directors and senior management team for a solid collaboration to enhance the Chief Executive Officer’s effort in realization of the mandate of the institution.

Key Responsibilities / Duties / Tasks

Managerial / Supervisory Responsibilities

1. Co-ordinating the preparation of reports, briefs and other documents required by the Chief Executive Officer to articulate higher education financing matters;
2. Supporting the Chief Executive Officer as he leads and implements Government Directives, Compliance requirements and the institution’s Board resolutions, and as he spearheads implementation of the institution’s Strategic Plan;
3. Planning, managing and coordinating Chief Executive Officer’s calendar while prioritizing engagements and with a deliberate intent for all activities to be executed with positive achievement
4. Receiving board committees reports and compiling them for Chief Executive Officer’s review to allow for timely release of full board reports to Directors and ultimately efficient Board meetings;
5. Coordinating Senior Management Meetings – taking minutes at the meetings, collating departmental reports and making follow-up on implementation of Senior Management resolutions;

Operational Responsibilities / Tasks

1. Ensuring sustained positive communication between the Chief Executive Officer and funders to support continued partnership and to assist to onboard new collaborations;
2. Coordinating local and international travel for Board Members/Chief Executive Officer and delegates by securing travel clearances from relevant authorities, passports (in case of renewals), visas, air tickets, facilitation and confirmation of the appointments and meetings being attended;
3. Planning and synchronizing itineraries to achieve best routing on travel, ensure value on tickets, punctuality for meetings and maximize on engagements to be undertaken during diaspora/field visits;
4. Implementing and monitoring the budget for office of the Chief Executive Officer and Board to maintain prudent utilization and achievement of intended goals and hence serves as member of the institution’s Budget Implementation Committee;
5. Approving of applications for expenditures from the office budget and overseeing surrenders to maintain accountability of resources received;
6. Implementing Board Members annual activities that include board capacity building, (identifying and sourcing for training after board evaluations), benchmarking and resource mobilization engagements as well as Board and SMT workshops;
7. Coordinating activities leading to successful Board Meetings, circulation of meeting materials, confirmation of attendance and overseeing the preparation of facilitation to ensure meetings happen as scheduled and efficiently;
8. Providing requisite support to Corporate Communications department during the institution’s events by handling protocol for the success of the events; 
9. Reviewing documents for Chief Executive Officer’s signature to ensure that they are error free and to free him from the burden of proof reading and correcting documents;
10. Filtering and re-routing routine matters that can be handled at other levels to allow Chief Executive Officer sufficient concentration to strategic matters and avoid delay on actioning matters.

Financial Responsibility

1. Responsible for development and utilization of the annual budget of office of the Chief Executive and Board of Directors’ budget;
2. Overseeing the implementation of the approved procurement plan for realization of utilization of finances at the appropriate period in line with procurement plan and for budget management;
3. Overseeing requisitioning and approving the budgeted expenditures;
4. Planning and accurately designing travel itineraries and seeking flight bookings early to benefit from cheap tickets before peak period and to avoid costs of change on tickets; 
5. Facilitating diaspora and local appointments to support missions aimed at resource mobilization and loan recoveries.

Responsibility for physical assets around the area of work:

• Responsible for physical assets assigned to the office of Chief Executive Officer, Chairman, front office and Boardroom.

Problem Solving;

The job holder will be required to solve the following type of problems:

1. Administrative problems in the office of the CEO;

Communication

The job holder will need to understand the following information to discharge his/her mandate:

1. Detailed verbal and written instructions or requests from the CEO;
2. Drafting of internal or external communication, for the Office of the CEO;

Decision Making/ Job Influence:

1. Making operational decisions using standard operational procedures;
2. Making financial decisions on daily office matters that impact on the  budget of the office of the Chief Executive and Board.

Working Conditions:

Works in an office environment with long hours of sitting;

• Duties involve occasional travel;
• Duties require working extra hours and sometimes during weekends;
• As first contact the holder is at times exposed to dissatisfied clients and runs the risk of hostility by the later clients

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Qualifications, Skills and Experience Required:

Academic Qualifications

• Kenya certificate of secondary education minimum of D+ or its equivalent.

Professional Qualifications / Membership to professional bodies

1. Have valid Driving License (Class B,C,E).
2. Valid driving license free from any current endorsements and valid for any of the classes of vehicles which the Officer is required to drive;
3. Defensive driving certificate from Automobile Association (AA) of Kenya or its equivalent qualification from a recognized Institution;
4. Passed the Suitability Test for Drivers Grade I from the Ministry of Roads and Public Works;
5. A course in First Aid lasting not less than one (1) week from St. John Ambulance or Kenya Institute of Highway and Building Technology (KIHBT) or any other recognized institution;

Any other qualifications that may be adjudged as equivalent by the Institution

Previous relevant work experience required.

• At least 9 years’ relevant driving experience;
• Conversant with use of GPS maps.

Responsibilities:

The job holder is responsible for driving official institutional vehicle assigned to the Chief Executive Officer to facilitate business of the institution.

Operational Responsibilities / Tasks

1. Driving institution’s assigned motor vehicles 
2. Ensuring the safety of staff and other road users by obeying traffic rules 
3. Adhering to work schedules and timelines for efficient service delivery.
4. Liaising with transport service providers e.g. motor vehicle dealers, fuel providers and specified garages to enhance motor vehicle service. 
5. Providing regular updates on motor vehicle condition.
6. Ensuring compliance with transport legal requirements through adherence to the transport regulations and guidelines for compliance and cost management;
7. Collaborating with traffic enforcement agencies (Government Vehicle Check Unit and National Transport & Safety Authority) to enhance road safety;
8. Ensuring timely motor vehicle servicing and maintenance to enhance cost efficiency;
9. Conducting day today routine check of the assigned motor vehicle to ensure the vehicle is in sound mechanical condition.
10. Maintaining cleanliness of motor vehicles for comfort of passengers and to reduce depreciation
11. Timely reporting of all accidents and incidents to facilitate necessary decision and action; 
12. Ensuring security of the assigned vehicle to reduce losses and damage;
13. Maintaining accurate transport related documents which include work tickets, fuel receipts, fuel cards and authorization letters to ensure compliance with transport requirements;
14. Adhering to the approved guidelines of the Institution’s vehicles to ensure effective use; and
15. Reporting on vehicle insurance expiry to facilitate timely renewals;
16. Ensuring the vehicle has safety, first aid a kit and other items that include spare business cards, pens and note-book, drinking water and other appropriate utilities;
17. Managing the Chief Executive Officer’s movements by familiarizing himself with all routes to be able to get the Chief Executive from one point to another in a secure and convenient manner traffic congestion, roads under construction and other movement inhibiting factors notwithstanding;
18. Maintaining confidentiality at all times under whatever circumstances;
19. Maintaining etiquette at all times.

Financial Responsibility:

1. Responsible for monitoring of fuel utilization and fuel cards of the assigned vehicle. 
2. Minimizing vehicle running costs through safe driving

Responsibility for physical assets around the area of work:

1. Responsible for the assigned Institution vehicles.
2. Responsible for motor vehicle documents and fuel card.

Communication

The job holder will need to understand the following information to discharge his/her mandate:

1. Verbal and written instructions or requests from the CEO;
2. Written email instructions from the CEO.

Decision Making/ Job Influence:

Makes decisions using standard operating procedures;
Functional Skills:

1. Proficiency Driving 
2. Basic motor vehicle maintenance 
3. knowledge of traffic rules and guidelines 
4. Knowledge of protocols
5. Defensive driving
6. Communication skills

Behavioral Competencies/ Attributes:

1. Interpersonal skills,
2. Fulfil the requirements of Chapter 6 of the Constitution of Kenya.
3. Good grooming
4. Time management
5. Organizational skills

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Qualifications, Skills and Experience Required:

Academic Qualifications

1. Have a Bachelor of Law (LL.B) degree or equivalent qualification from a recognized institution;
2. Masters of Law (LL.B) degree or equivalent qualification from a recognized institution is an added advantage;
3.  Post graduate diploma from Kenya School of Law or its equivalent;

Professional Qualifications / Membership to professional bodies

1. Admission as an Advocate of the High Court of Kenya;
2. Valid Practicing Certificate;
3. A member in good standing of the Law Society of Kenya (LSK);
4. Certified Secretary;
5. A member in good standing of the Institute of Certified Secretaries (ICS);
6. Relevant management programme lasting not less than two (2) weeks from a recognized institution;

Previous relevant work experience required

• At least Eight (8) years relevant work experience Public Service or Private Sector, three (3) of which must be in a management position.

Functional Skills:

• Good communication skills
• Proposal development skills
• Proficiency in computer applications

Behavioral Competencies/ Attributes:

1. Proactive
2. Transformative
3. Active listening
4. Trustworthiness
5. Emotional Intelligence
6. Interpersonal
7. Meet the requirements of Chapter 6 of the Constitution of Kenya, 2010

Responsibilities:

An officer at this level will answer to the Corporation Secretary and Deputy Director Legal Services and will be responsible for facilitating secretarial services to the Board and in offering legal opinions and legal advice to the Director/CEO, legal services and effective management of the Legal division.

Contractual Responsibilities

• Formulating policies, standards and guidelines on and contracts for systematic discharge of contractual obligations;
• Drawing, vetting, reviewing and enforcing contracts, MoUs, and Service Level Agreements for clarity of obligations of the parties;
• Monitoring and executing contractual obligation for compliance and protection of institutional reputation;
• Managing the legal and contracts management module within the ICT System for integrated, faster and efficient delivery of service;
• Monitoring service level agreements both internally and externally for clarity on administrative requirements on implementation for early identification of non-performance and prompt remedial action;
• Managing insurance placement, claims and sensitization of staff on their obligations; (preparing terms, liaising with underwriters   on insurance matters).
• Board Secretarial Service (Governance)

Formulating and reviewing Board policies, standards and guidelines for efficient governance

• Formulating and reviewing Board charter, committees’ terms of reference and other tools of the Board (Code of conduct and ethics, work plans, capacity development plans)
• Ensuring that principles of good corporate governance are adhered to for accountability and efficient service delivery;
• Monitoring implementation of the governance audit recommendations;
• Participating in sourcing for recognized governance audit and legal audit service providers to assist the procurement process in identifying the desired service provider
• Managing administrative and logistical issues in Corporate Secretarial services
• Preparing quarterly reports to the Board for consideration and decision making;
• Supervising preparation of Board Papers to attain the required quality;
• Ensuring that Board Papers are released to Board Members within the stipulated timelines;

Litigation and Prosecution

• Executing litigation, prosecution and ADR strategies and processes for efficient services;
• Implementing policies, rules and regulations;
• Maintaining communication with the Office of the Director of Public Prosecutions and external lawyers on legal matters on litigation and prosecution for guidance and direction;
• Preparing reports on litigation status of civil and criminal prosecutions for planning and decision making’
• Managing investigations on legal issues for collection of evidence for decision informed making;

Operational Responsibilities / Tasks

Contractual Obligation Responsibilities

• Executing contract management processes and procedures (drafting, amending/reviewing, vetting and enforcing all contracts, MoUs and Service Level agreements).
• Developing and maintaining contract register for ease of reference and proactive ascertaining of expiry dates for initiation of prompt procurement process;
• Carrying out contractual negotiations to achieve amicable understanding and seamless execution;
• Preparing reports on the status of contract processes and procedures to inform respective departments on the status of implementation;
• Monitoring contract performance to ascertain conformity and compliance with parties’ obligations;
• Liaising with external lawyers on matters relating to contracts for proactive service delivery;
• Liaising with departments for technical details on the contract to ensure that the departmental input is provided for;
• Preparing and maintaining insurance placement and claims registers for ascertaining efficiency on timelines in settlement, trends in   loss or destruction of assets for decision making;
• Implementing realization of securities and collateral for protection of the fund;
• Providing legal opinions on legal issues for guidance and understanding/ management of legal risks;
• Executing staff loans legal processes (advising on conveyancing processes in liaison with financial institutions);
• Board Secretarial Service (Governance)

Liaising with relevant bodies dealing with governance issues to create harmony in execution of governance guidelines and processes;

• Sensitizing liaison persons in departments on governance audit implementation requirements
• Monitoring implementation of governance and legal audits findings and recommendations;
• Implementation of Board policies for seamless Board functioning;
• Preparing and coordinating release of meeting notices and agenda for sufficient notice giving;
• Supervising preparation and dispatch of Board papers for pre- reading for informed decision making;
• Ensuring that the conflict-of-interest register is fully updated.
• Managing the e-board system for paperless and efficient functioning of the Board;
• Preparing and updating matrices on release of notices and agenda and status of Board decisions implementations for reference and decision making;
• Managing all logistics relating to Board services for effective Board facilitation;
• Managing correspondence relating to Board Services for timely responses
• Litigation and Prosecution

Preparing and perusing court pleadings and identifying issues for determination;

• Preparing, reviewing and analyzing summons, charge sheets, plaints, defenses, to ascertain legality and defects;
• Drafting affidavits and instructions relating to litigation, prosecution and ADR to support and strengthen cases;
• Maintaining current communication with parties in each case for information;
• Representing the institution in courts, tribunals and quasi-judicial bodies for business know how approach and cost containment;
• Ensuring prompt filing of pleadings in court to avoid being time barred as regulated by court rules and procedures;
• Ensuring prompt service of the pleadings on concerned parties to facilitate their response and speedy resolution;
• Initiating out of court settlement discussions for amicable resolution of dispute;
• Maintaining court cases register for tracking status of each case for decision making;
• Enforcing litigation, prosecution and ADR processes for efficient dispute resolutions;
• Preparing witness statements to support prosecution and defense of cases;
• lReceiving and court pleadings and all correspondence relating to litigation, prosecution and ADR and ensuring that they appropriately filed and responded to;
• Participating in formulation and review of legal policies and procedures to align them with the mandate of the institution and emerging issues;
• Adhering to performance management requirements for productivity;
• Initiating proposals for enactment/review of relevant legal and regulatory frameworks for alignment to the mandate, vision and mission of the Institution;
• Holding pre- hearing conferences with witnesses in readiness for court and quasi-judicial hearing;
• Ensuring compliance with departmental Quality Management System (QMS) procedures;
• Participating in development of departmental budget;
• Drafting briefing material and maintaining contact with external providers of legal;
• Checking, confirming and availing the court cause list for confirmation of listing
• Ensuring that witnesses and exhibits are available when required for proving the case.

Financial Responsibility:

1. Developing departmental budgets.
2. Monitoring implementation of the budget;

Responsibility for physical assets around the area of work

Responsible for maintenance of assets assigned to the department

Problem Solving:

The job holder will be required to solve the following type of problems:

1. Complex and open ended
2. legal and policy problems in the Universities Fund and its external
3. operations;
4. Problems are broad and
5. complex, involving more than one area of the Government. Solutions will often
6. be arrived at through the stakeholder involvement, involve significant legal
7. risk and require Board approval.
8. Problems are strategic,
9. affecting more than one area of the Government. Consultations will be required.
10. Solutions will involve significant strategic and legal risk, and be decided by
11. the Board.
12. Problems are highly complex, requiring significant research and creative thinking. Consultations will be required. Solutions could contribute to the body of research / knowledge in this area.

Communication

The job holder will need to understand the following information to discharge his/her mandate:

1. Detailed verbal instructions or requests from universities, students, the Ministry of Education on matters of university education financing;
2. Participating in the
3. development of Laws, regulations and Universities Fund internal policy
4. documents as well as external policies that affect the operations of the Fund;
5. In depth legal reports,
6. proposals or briefs affecting the universities, the Ministry of Education and
7. the Auditor General’s Office.

Decision Making/ Job Influence:

Makes strategic decisions on:

1. Legal matters that have impact internally and externally;
2. Amendment of governing legal and other relevant frameworks;
3. Contractual obligations on review of terms and termination and termination of contracts;
4. Terms of engagement of external lawyers;
5. Termination/withdrawal of cases from Court.
6. Makes operational decisions on
7. Litigation and prosecution (instituting and defending cases in court);
8. Invoking ADR mechanism for dispute resolution;
9. Provides governance and legal advisory to the Board and Management;
10. Makes operational decisions on court cases and ADR management
11. Planning and assigning work to direct reports;
12. Makes decisions on which evidence to admit for presentation to court;
13. Monitoring and evaluating work performance of direct reports;

Working Conditions:

1. Works in an office environment;
2. Travels out of the workstation across the country to attend court on litigation and ADR engagements, negotiations with strategic partners on guiding partnership legal instruments (Service contracts and MoUs);
3. Occasional international assignments;
4. Works under exposure to hostile parties in contentious legal matters;

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Qualifications, Skills and Experience Required:

Academic Qualifications

• Have a Bachelor of Law (LL.B) degree or equivalent qualification from a recognized institution;
• Post graduate diploma from Kenya School of Law or its equivalent;

Professional Qualifications / Membership to professional bodies

• Admission as an Advocate of the High Court of Kenya;
• Valid Practicing Certificate;
• A member in good standing of the Law Society of Kenya (LSK);
• Relevant management programme lasting not less than two (2) weeks from a recognized institution;

Previous relevant work experience required

• At least four (4) years relevant work experience in public service or private sector

Functional Skills:

1. Good communication skills
2. Proposal development skills
3. Proficiency in computer applications

Behavioral Competencies/ Attributes:

1. Proactive
2. Transformative
3. Active listening
4. Trustworthiness
5. Emotional Intelligence
6. Meet the requirements of Chapter 6 of the Constitution of Kenya, 2010

Responsibilities:

• An officer at this level will answer to the Principal Secretary and will be responsible for litigation and prosecution services, contractual services and Board services.

Managerial / Supervisory Responsibilities

• Litigation and Prosecutions
• Formulating legal policies, standards, guidelines and procedures on litigation, delegated criminal prosecution and Alternative Dispute Resolution for efficient prosecutions;
• Strengthening policy and law frameworks for prosecution and litigation for efficient service delivery;
• Formulating litigation, prosecution and ADR strategies for systematic approach to prosecutions, litigation and ADR;
• Coordinating investigations and supervising civil investigations for efficient evidence gathering;
• Coordinating administration and supervision of delegated prosecutorial powers
• Coordinating instituting and undertaking prosecution of criminal and civil matters;
• Monitoring compliance with policies, standards and procedures to avoid sanctions and litigations;
• Formulating mitigation strategies to contain identified legal risks to forestall possible instituting of criminal or civil cases against the Institutions;
• Providing statutory interpretation briefs and legal opinions on litigation, prosecution and ADR matters for clarity and ease of implementation;
• Overseeing adherence to departmental Quality Management System (QMS) for efficient operations and service delivery;
• Providing legal education and awareness programmes/clinics to staff on relevant legal frameworks for understanding, compliance and containment of misinformation and legal risks;
• Monitoring compliance to legal, statutory, administrative and regulatory frameworks to minimize legal risks exposure;
• Managing risks in line with Enterprise Risk Management Framework for efficient risk management for informed decision making;
• Participating in the implementation of the performance management system enhanced productivity.
• Developing the legal universe for structured reference on legal compliance;

Contractual Responsibilities

• Formulating policies, standards and guidelines on and contracts for systematic discharge of contractual obligations;
• Monitoring and executing contractual obligation for compliance and protection of institutional reputation;
• Managing the legal and contracts management module within the ICT System for integrated, faster and efficient delivery of service;
• Managing insurance placement, claims and sensitization of staff on their obligations; (preparing terms, liaising with underwriters   on insurance matters).

Board Services Responsibilities

• Formulating and reviewing Board policies, standards and guidelines for efficient governance
• Formulating and reviewing Board charter, committees’ terms of reference and other tools of the Board (Code of conduct and ethics, work plans, capacity development plans)
• Ensuring that principles of good corporate governance are adhered to for accountability and efficient service delivery;
• Supervising preparation of Board Papers to attain the required quality;
• Ensuring that Board Papers are released to Board Members within the stipulated timelines;

Operational Responsibilities / Tasks

• Litigation and Prosecutions
• Managing Litigation/other quasi-judicial processes for efficient dispute resolution;
• Undertaking Legal Research for alignment of litigation, prosecution and ADR functions to emerging issues;
• Conducting negotiations as appropriate for amicable understanding and resolution of contentious litigation and prosecution matters;
• Representing the institution in courts and quasi- judicial bodies to exact business know position and cost management;
• Preparing written and oral submissions for filing and presentation in court to highlight the key legal principles involved in the case;
• Monitoring compliance with court decisions to avoid contempt of court proceedings and sanctions;
• Conducting overall review and implementation of legal policies to keep abreast with emerging issues;
• Briefing and debriefing external lawyers to provide strategies for management of the cases and cost containment;
• Carrying out legal surveys on identified subject matters for in- depth analysis and for decision making.
• Coordinating preparation of legal advisories to various departments for informed decision making;
• Planning and developing departmental annual budget for structured financial management.
• Planning and budgeting for the Department’s annual financial requirements;
• Mentoring and coaching direct reports for succession planning and knowledge management;

Contractual Obligation Responsibilities

• Executing contract management processes and procedures (drafting, amending/reviewing, vetting and enforcing all contracts, MoUs and Service Level agreements).
• Developing and maintaining contract register for ease of reference and proactive ascertaining of expiry dates for initiation of prompt procurement process;
• Carrying out contractual negotiations to achieve amicable understanding and seamless execution;
• Preparing reports on the status of contract processes and procedures to inform respective departments on the status of implementation;
• Monitoring contract performance to ascertain conformity and compliance with parties’ obligations;
• Liaising with external lawyers on matters relating to contracts for proactive service delivery;
• Liaising with departments for technical details on the contract to ensure that the departmental input is provided for;
• Preparing and maintaining insurance placement and claims registers for ascertaining efficiency on timelines in settlement, trends in   loss or destruction of assets for decision making;
• Implementing realization of securities and collateral for protection of the fund;
• Providing legal opinions on legal issues for guidance and understanding/ management of legal risks;
• Executing staff loans legal processes (advising on conveyancing processes in liaison with financial institutions);

Board Services Responsibilities

• Liaising with relevant bodies dealing with governance issues to create harmony in execution of governance guidelines and processes;
• Sensitizing liaison persons in departments on governance audit implementation requirements
• Monitoring implementation of governance and legal audits findings and recommendations;
• Implementation of Board policies for seamless Board functioning;
• Preparing and coordinating release of meeting notices and agenda for sufficient notice giving;
• Supervising preparation and dispatch of Board papers for pre- reading for informed decision making;
• Ensuring that the conflict-of-interest register is fully updated.
• Preparing and updating matrices on release of notices and agenda and status of Board decisions implementations for reference and decision making;
• Managing all logistics relating to Board services for effective Board facilitation;

Financial Responsibility:

1. Developing departmental budgets
2. Monitoring implementation of the budget;

Responsibility for physical assets around the area of work:

Responsible for maintenance of assets assigned to the department

Problem Solving:

 The job holder will be required to solve the following type of problems:

1. Complex and open ended
2. legal and policy problems in the Universities Fund and its external operations;
3. Problems are broad and complex, involving more than one area of the Government. Solutions will often
4. be arrived at through the stakeholder involvement, involve significant legal
5. risk and require Board approval.
6. Problems are strategic,
7. affecting more than one area of the Government. Consultations will be required.
8. Solutions will involve significant strategic and legal risk, and be decided by
9. the Board Problems are highly complex, requiring significant research and creative thinking. Consultations will be required. Solutions could contribute to the body of research / knowledge in this area.

Communication

The job holder will need to understand the following information to discharge his/her mandate:

1. Detailed verbal instructions or requests from universities, students, the Ministry of Education on matters of university education financing;
2. Participating in the
3. development of Laws, regulations and Universities Fund internal policy
4. documents as well as external policies that affect the operations of the Fund;
5. In depth legal reports,
6. proposals or briefs affecting the universities, the Ministry of Education and
7. the Auditor General’s Office; 
8. Reports and briefs on legal proceedings that involve the Universities Fund.

Decision Making/ Job Influence:

• Makes operational decisions on court cases and ADR management
• Planning and assigning work to direct reports;
• Makes decisions on which evidence to admit for presentation to court;
• Monitoring and evaluating work performance of direct reports;

Working Conditions:

Works predominantly in office with visits to various courts around the country for court hearings, services contract negotiations with strategic partners and ADR resolutions;

• Works under exposure to hostile parties in contentious legal matters;

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Qualifications, Skills and Experience Required:

Academic qualifications

• Bachelor’s Degree in Finance, Economics, Statistics, Accounting, Commerce, Project Management or any related discipline;
• Master’s Degree in Finance, Economics, Statistics, Accounting, Commerce, Project Management or any related discipline;
• Professional Qualifications / Membership to professional bodies
• Management course lasting not less four (4) weeks
• Professional qualification and membership with relevant body where applicable

Previous relevant work experience required.

• At least ten (10) years’ work experience in related duties three (3) of which must have been at a management position.

Functional Skills:

• Communication skills
• Credit management skills
• Customer Relationship Management
• Strategic Stakeholders Engagement
• Performance Management
• IT proficiency
• Presentation skills
• Analytical skills
• Negotiation skills

Behavioral Competencies/ Attributes:

• Leadership skills
• Interpersonal &
• Problem solving and decision-making skills
• Innovative
• Emotional Intelligence
• Fulfil the requirements of Chapter 6 of the Constitution of Kenya, 2010

Responsibilities:

The job holder is responsible for coordinating development and implementation of policies that ensure fair, transparent and equitable sharing of resources to universities in accordance with the established criteria. The jobholder is also responsible for coordinating for implementation of the short and long term action plans and the day to day operations of the department. He/She is also responsible for coordinating timely and equitable annual processing and disbursement of funds to public universities and conditional grants of over Kshs. 47Billion. Coordinating technical and strategic reporting through strategic stakeholder engagement, business intelligence, quality assurance for informed decision making, while ensuring business growth in alignment to the institution’s strategic objectives.

Managerial / Supervisory Responsibilities

1. Coordinating development and implementation of Grant Management related policies, regulations, guidelines and strategies.
2. Motivating the departmental human resource to enhance productivity and achievement of the departmental targets;
3. Coordinating formulation, implementation and monitoring of departmental action plan, policies, and systems by ensuring it is aligned to the institution’s overall Strategic Plan;
4. Coordinating evaluation and review of the department’s annual performance to ensure alignment to the institution’s strategic plan;
5. Coordinating timely and equitable processing and disbursement of funds to public Universities and conditional grants and loans to private universities to over 330,814 students annually;
6. Engage in preparation and implementation of the department’s budget to ensure implementation of the budget provisions;
7. Reviewing indents for making Calls for grant proposals;
8. Coordinating the screening and reviewing of grant proposals for eligibility;
9. Coordinating development and maintenance of an interactive database of grants;
10. Coordinating the Monitoring and Evaluation of grants disbursed;
11.  Ensuring compliance with requirements of grant award contract;
12.  Advise management on policies, regulations and guidelines on grants management;
13.  Assist in Developing Agenda on Grants management;
14.  Coordinating Implementation of the Trustees decisions on Research Grant Management;
15.  Supervising the field research evaluation activities;
16. Assisting in identifying stakeholders for consultations and engagement.

Operational Responsibilities / Tasks

1. Coordinating the review and implementation of quality operations standards, risk management and compliance in every delivery channel through adherence to set policies and procedures and holistic corporate governance;
2. Coordinating the flawless process of making calls, screening and review of grant proposals;
3. Coordinating the development and maintenance of an interactive database on grants;
4. Coordinating the establishment of the minimum discipline differentiated remuneration for academic staff of universities, which shall be fair and globally competitive, and advise the government accordingly;
5. Coordinating the implementation of departmental annual action plan to ensure alignment to the institution’s strategic plan;
6. Coordination of identification and resolution of all internal and external audit issues for compliance to set procedures and guidelines; 
7. Coordinating implementation of departmental data integrity, quality and reliability for informed and timely decision making;
8. Coordinating timely and accurate responses to external correspondences to enhance service delivery;
9. Coordinating the development of a transparent and fair criteria for allocation of funds to universities;
10. Coordinating the preparation of the management paper on recommendations for grants, bursaries, scholarships;
11. Coordinating research in consultation with the public universities to establish the relevance of the factors that inform the differentiated unit cost for the programmes offered;
12. Coordinating research in consultation with the public universities to establish the relevance of the discipline differentiated remuneration for academic staff of universities;
13. Periodically reviewing and re-evaluating the adequacy and effectiveness of departmental policies and procedures;
14. Ensuring formulation of inter-departmental SLAs to enhance service delivery.
15. Identification of skills gap among the grants management staff and recommend for capacity building; and 
16. Participating in departmental and Management meetings to drive the department’s agenda.

Financial Responsibility

1. Implementing the approved annual public universities disbursement and conditional grants to private universities   of over Kshs.47 Billion;
2.  Implementing and monitoring the approved departmental budget, procurement plan and work plan;

Responsibility for Physical Assets

• Responsible for physical assets assigned by the institution to the Department   more than Kshs.10Million;
• Provide oversight for all the departmental physical assets;

Problem Solving;

The job holder will be required to solve the following type of problems

1. Complex and open ended problems in all the universities and relevant government and donor agencies.
2. Problems are broad and complex, involving more than one area of the Government. Solutions will often be arrived at through the stewardship of a project team, involve significant financial risk and require Director/CEO’s approval.
3. Problems are strategic, affecting universities, relevant government and donor agencies. Consultations will be required. Solutions will involve significant financial risk of over/under financing.

Communication

The job holder will need to understand the following communication to discharge his/her mandate:

1. Detailed verbal and written instructions or requests from universities, students, the Ministry of Education on matters of university education financing;
2. Detailed donor reports;
3. Writing Universities Fund internal policy documents as well as university funding policies;
4. Financial reports, in-depth technical reports, proposals or project briefs affecting the universities, the Ministry of Education and Ministry of Planning and National Treasury;
5. Complex commissioned reports, proposals or project briefs affecting the universities, the Ministry of Education and Ministry of Planning and National Treasury;
6. High level proposals on Government strategic direction on financing of Universities;
7. High level written proposals or presentations to the CEO;
8. Written proposals or presentations aimed at changing practices within or across unit/directorate/institution/arm of Government;
9. Negotiations with donors.

Decision Making / Job Influence

1. Makes strategic decisions that influence the direction of Universities Funding with long-term effects;
2. Makes operational decisions that direct day to day operations of the division;
3. Establishes and manages linkages, collaborations and interactions with various arms of government such as parliament, ministries, county and constituency heads, development partners and other stakeholders on matters higher education financing;
4. Allocation of work to staff of the department; and
5. The individual holder will regularly negotiate and persuasive with internal and external donors

Working Conditions

• Predominantly in an office environment with regular field work at the Universities.
• Interruptions by stakeholders such as Universities’ Student Unions, Universities Staff Unions Such as UASU, KUSU and KUDHEA,

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Qualifications, Skills and Experience Required:

Academic qualifications

1. A Bachelor’s degree in Finance, Economics, Statistics, Accounting, Law, Commerce, Project Management, social sciences or any related discipline;
2. A Master’s degree in Finance, Economics, Statistics, Accounting, Commerce, Project Management or any related discipline is an added advantage;

Professional Qualifications / Membership to professional bodies

1. Management course lasting not less four (4) weeks is an added advantage
2. Professional qualification and membership with relevant body where applicable

Previous relevant work experience required.

1. At least ten (8) years’ work experience in related duties; 
2. Three (3) of which must have been at a management position.

Functional Skills:

• Communication skills
• Credit management skills
• Customer Relationship Management
• Strategic Stakeholders Engagement
• Performance Management
• IT proficiency
• Presentation skills
• Analytical skills
• Negotiation skills

Responsibilities:

The job holder is responsible for coordinating timely and equitable annual processing and disbursement of funds to public universities and conditional grants of over Kshs. 47 Billion. Coordinating technical and strategic reporting through strategic stakeholder engagement, business intelligence, quality assurance for informed decision making, while ensuring business growth in alignment to the institution’s strategic objectives.

Managerial / Supervisory Responsibilities

1. Supervising the screening and reviewing of grant proposals of over Kshs 47 Billion for eligibility;
2. Supervising the development of response to the grant’s applicants of over Kshs 47 billion;
3. Ensuring validation of data for grant awards;
4. Supervising the of reviewing draft letters of awards and contracts for grants;
5. Following up on approved grants to ensure they are disbursed;
6. Supervising the development and maintaining of an interactive database of grants;
7. Supervising monitoring and evaluation of grants disbursed;
8. Engage in preparation and implementation of the department’s budget to ensure implementation of the budget provision;
9. Reviewing indents for making calls for grant proposals;
10. Supervising screening and reviewing of grant proposals for eligibility;
11. Supervising development and maintenance of an interactive database of grants;
12. Coordinating the monitoring and evaluation of grants disbursed;
13. Ensuring compliance with requirements of grant award contract;
14. Supervising the developing of the agenda on grants management;
15. Implementation of the trustees decisions on research Grant Management;
16. Supervising the field research evaluation activities;
17. Participating in identifying stakeholders for consultations and engagement;

Operational Responsibilities / Tasks

1. Preparing indents for calls,
2. Reviewing and implementing of quality operations standards, risk management and compliance in every delivery channel through adherence to set policies and procedures and holistic corporate governance;
3. Developing and maintaining a database of reviewers;
4. Developing performance targets for the division;
5. Preparing the budget and work plan for the division.
6. Implementation technical and strategic initiatives through business intelligence reporting, quality assurance and big data analytics for informed decision making;
7. Establishment of the minimum discipline differentiated remuneration for academic staff of universities, which shall be fair and globally competitive, and advise the government accordingly;
8. Implementation of departmental annual action plan to ensure alignment to the institution’s strategic plan;
9. Identifying and resolving of all internal and external audit issues for compliance to set procedures and guidelines;
10. Implementation of departmental data integrity, quality and reliability for informed and timely decision making;
11. Preparing timely and accurate responses to external correspondences to enhance service delivery;
12. Developing a transparent and fair criteria for allocation of funds to universities;
13. Preparing of the management paper on recommendations for grants, bursaries, scholarships;
14. Conducting research in consultation with the public universities to establish the relevance of the factors that inform the differentiated unit cost for the programmes offered;
15. Conducting research in consultation with the public universities to establish the relevance of the discipline differentiated remuneration for academic staff of universities;
16. Periodically reviewing and re-evaluating the adequacy and effectiveness of departmental policies and procedures;
17. Formulating of inter-departmental SLAs to enhance service delivery; and
18. Participating in departmental and Management meetings to drive the department’s agenda.

Financial Responsibility

• Implementing the approved annual public universities disbursement and conditional grants to private universities   of over Kshs.47 Billion;
• Implementing and monitoring the approved divisional budget, procurement plan and work plan;

 Responsibility for Physical Assets

1. Responsible for physical assets assigned by the institution;
2. Coordinate the oversight for all the physical assets;

 Problem Solving; 

The job holder will be required to solve the following type of problems;

1. Complex and open-ended problems in all the universities and other areas of the Government on the funding of universities.
2. Solutions will often be arrived at through the stewardship of a project team, involve significant research.
3. Problems are complex, requiring significant research and creative thinking. Consultations will be required.

Communication

The job holder will need to understand the following information to discharge his/her mandate:

1. Detailed written/email instructions or requests from universities, students, the Ministry of Education on matters of university education financing;
2. Detailed donor reports;
3. Writing Universities Fund internal policy documents as well as university funding policies;
4. Financial reports, in-depth technical reports, proposals or project briefs affecting the universities, the Ministry of Education and National Treasury;
5. High level proposals on the Universities Fund’s strategic direction on financing of universities;
6. High level written proposals or presentations to the Assistant Director Grants Management;
7. Written proposals or presentations aimed at changing practices within or across division;

Decision Making/ Job Influence: 

1. Contributes to strategic decisions that influence the direction of Universities Funding with long-term effects;
2. Manages linkages, collaborations and interactions with various arms of government such as parliament, ministries, county and constituency heads, development partners and other stakeholders on matters higher education financing;
3. Allocation of work to staff of the division

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Qualifications, Skills and Experience Required:

Academic qualifications

1. A Bachelors’ degree in Finance, Economics, Statistics, Accounting, Law, Commerce, Project Management or any related discipline
2. Supervisory course not lasting less than two (2) weeks is an added advantage

Professional Qualifications / Membership to professional bodies

• Management course lasting not less four (4) weeks is an added advantage
• Demonstrated results in work performance
• Previous relevant work experience required.
• At least ten (4) years’ work experience in related duties in the public or private sector.

Functional Skills:

• Communication skills
• Credit management skills
• Customer Relationship Management
• IT proficiency
• Presentation skills
• Analytical skills

Behavioral Competencies/ Attribute

• Leadership skills
• Interpersonal &
• Problem solving and decision-making skills
• Innovative
• Emotional Intelligence
• Fulfil the requirements of Chapter 6 of the Constitution of Kenya, 2010

Responsibilities:

• The job holder works in either grants administration division or grants monitoring and Evaluation Divisions

Operational Responsibilities / Tasks

1. Preparing indents for and making grant calls; 
2. Sorting out the grant proposals for screening for eligibility
3. Reviewing eligible grant applications; 
4. Reviewing compliance with the requirements of the grant award contracts; 
5. Updating the database on all grants of the Fund;  
6. Developing tools for grants Monitoring, Evaluation and Reporting frameworks
7. Monitoring and Evaluation of grants disbursed by the Fund
8. Developing the grant impact assessment reports
9. Developing work plans for the section

Financial Responsibility

• Implementing and monitoring the approved departmental budget, procurement plan and work plan;
• Responsibility for Physical Assets
• Responsible for physical assets assigned by the institution to the individual;
• Coordinate the oversight for all the physical assets;

Problem Solving; 

The job holder will be required to solve the following type of problems

1. Technical problems in all the universities funding;
2. Problems are technical, requiring significant research and creative thinking. Consultations will be required.

Communication

The job holder will need to understand the following information to discharge his/her mandate:

1. Detailed verbal instructions or requests from universities, students, the Ministry of Education on matters of university education financing;
2. Writing Universities Fund internal policy documents as well as university funding policies;
3. Drafting of internal or external newsletters, general articles or content for newspapers, journals, magazines or internet sites
4. Drawing up communication to universities

Decision Making/ Job Influence:

• Establishes and manages linkages, collaborations and interactions with various departments and external clients

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Qualifications, Skills and Experience Required:

Academic Qualifications

• Bachelor's Degree in any of the following fields Communications, Marketing, Public Relations, Business Development, Development Studies, Economics, International Relations, Education, Public Administration and Business Administration or equivalent qualifications from a recognized institution;
• Master’s Degree in any of the following fields Communications, Marketing, Public Relations, Business Development, Development Studies, Economics, International Relations, Public Administration and Business Administration or equivalent qualifications from a recognized institution;

Professional Qualifications / Membership to professional bodies

1. Professional Qualification and Membership in good standing where applicable; and
2. A Management Course lasting not less than Four (4) weeks from a recognized institution

Previous relevant work experience required

• At least Ten (10) years’ work experience in Resource Mobilization in public service or private sector, three (3) of which must be in a management position.

Functional Skills:

• Good communication skills
• Proposal development skills
• Proficiency in computer applications

Behavioral Competencies/ Attributes:

• Proactive
• Transformative
• Active listening
• Trustworthiness
• Emotional Intelligence
• Interpersonal
• Meet the requirements of Chapter 6 of the Constitution of Kenya, 2010

Responsibilities:

Resource Mobilization Officers are responsible for initiating development of policies and strategies that enhance resource mobilization and create strategic partnerships.

Managerial / Supervisory Responsibilities

1. Reviewing and analyzing information and preparing reports and documents on activities related to funding partners and fund raising;
2. Developing the agenda on resource mobilization;
3. Preparing reports to donors and relevant agencies;
4. Participating in drafting and revision of agreements with donors;
5. Identifying and mapping of potential and emerging sources of funding and assessing their current usage and potential for the future;
6. Coordinating the development of proposals for funding
7. Identifying key strategic partners and maintaining a Database thereof
8. Evaluating Performance of staff in the Unit.
9. Supervising, mentoring and coaching staff.
10. Overseeing funding partnerships and dialogue with Central and devolved units of Government, Corporates, multilateral development partners and individual philanthropists, to supplement the National Revolving Fund annually;
11. Providing leadership in the formulation of resource mobilization strategies and annual work plans aimed at mobilizing funds to grow the external funds to Kshs. 23 Billion to supplement Government funding of Kshs. 47 Billion to universities;
12. Overseeing effective management of externally mobilized funds, in line with service contracts signed with corporates, foundations, county governments, constituencies and government agencies to enable achievement of agreed objectives;
13. Oversighting the provision of accurate and timely accountability reports to funders on the respective fund performance to enhance transparency and accountability to achieve 100% retention of funding partners;
14. Spearheading sustainability of fund objectives through the nurturing of relationships with existing fund partners and driving negotiation processes for repeat funding towards building external funds;
15. Spearheading environmental scanning for opportunities on resource mobilization such as Government and priority areas and mapping potential funding partners;
16. Overseeing formulations and implementation of strategies for mobilizing resources of from the diaspora to enable the institution to achieve its mandate of offering loans and scholarship to deserving fund applicants;
17. providing leadership in the development of recommendations to the CEO on short term, medium term and long-term strategies aimed at enabling the institution to achieve its external resource mobilization objectives;
18. Engaging and networking with top leadership of development finance institutions, Central and Devolved government, and private corporations such as CEOs, Governors to secure future funding streams;
19. Driving business growth by implementing innovative business development strategies to mitigate against the risk of funder fatigue to enhance sustainable external resources;
20. Advocating for participation of all staff and Board members in resource mobilization activities through regular training sessions and sensitization through available channels;
21. Driving the development of sector specific funds that meet the country’s development agenda and meet the economy’s skill gap.

Operational Responsibilities / Tasks

Financial Responsibility:

• Responsible for the approval and execution of departmental annual budget;
• Responsible for the realization of external resource targets of Kshs. 23 Billion for the department;
• Ensuring effective utilization of mobilized funds from fund partners as per donor contracts;
• Driving growth of mobilized funds to Kshs. 23 Billion.
• Responsibility for physical assets around the area of work:
• Responsible for all the physical assets assigned to the department by the institution, these include laptops and furniture.
• Problem Solving

The job holder will be required to solve the following type of problems:

• Complex and open resource mobilization policy problems in the Universities Fund and its external operations;
• Problems are broad and complex, involving more than one area of the Government. Solutions will often be arrived at through the stakeholder involvement, involve significant financial risk and require Board approval.
• Problems are highly complex, requiring significant research and creative thinking. Consultations will be required. Solutions could contribute to the body of research / knowledge in this area.

Communication

• The job holder will need to understand the following information to discharge his/her mandate:

Decision Making/ Job Influence:

• Making strategic decisions on the departmental policies, scope, and direction to provide clarity and focus in mobilizing the fund to Kshs. 23 Billion;
• Making operational decisions concerned with making better use of available resources and implementing activities within the annual departmental budget to achieve set objectives;
• The job holder engages in key decision holders in Government, Bilateral and Multilateral partner institutions and in the private sector such as senior executives and heads of directorates in negotiating for new fund partnerships and repeat funding.

Working Conditions:

The role involves 80% office work and 20% travel time locally and internationally on resource mobilization and fund partners’ relationship management.

1. Providing leadership in the formulation and implementation of an annual departmental work plan in adherence to the approved budget annually to achieve set objectives.
2. Quality assurance of the proposals, partnership contracts and relevant documentations for fundraising and partnerships engagements to ensure proper articulation on the Fund’s strategic position as a fund manager and partner in the education sector;
3. Advising existing funders and sponsors on sustainable students financing solutions that include joint resource mobilization, revolving loan funds, scholarships, bursaries, and training equipment financing;
4. Overseeing development of innovative financing products by driving discussions with key decision makers to diversify the institution’s portfolio of financing products to suit different potential partners and meet the current and future demands and;
5. Overseeing development and smooth functioning of a fund self-service portal to facilitate efficient and effective delivery of services to funders;
6. Detailed verbal /written /email instructions or requests from universities, students, the Ministry of Education on matters of university education financing;
7. Participating in the development of Universities Fund internal policy documents as well as external policies that affect the financial sustainability of the Fund;
8. In depth reports, proposals or briefs on funding the universities, the Ministry of Education, National Treasury, National Government, County Governments and the International community; 
9. Reports and briefs on financial projects and partnerships that involve the Universities Fund.

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Qualifications, Skills and Experience Required:

Academic Qualifications

• Bachelor's Degree in any of the following fields Communications, Marketing, Public Relations, Business Development, Development Studies, Economics, International Relations, Education, Public Administration and Business Administration or equivalent qualifications from a recognized institution;

Professional Qualifications / Membership to professional bodies

• Professional Qualification and Membership in good standing where applicable

Previous relevant work experience required

Functional Skills:

• Marketing
• Communication
• Customer Relationship Management
• IT proficiency
• Leadership skills
• Negotiation skills

Behavioral Competencies/ Attributes:

• Emotionally intelligence
• Creativity and innovation
• Ability to work under pressure
• Networking skills
• Good written and presentations skills
• Fulfil the requirements of Chapter 6 of the Constitution of Kenya, 2010

Responsibilities:

• Resource Mobilization Officers are responsible for initiating development of policies and strategies that enhance resource mobilization and create strategic partnerships.

Managerial / Supervisory Responsibilities

• Providing recommendations to the Senior Officer External Resources on short term, medium term and long-term strategies aimed at enabling the department to achieve its objectives;

Operational Responsibilities / Tasks

1. Preparing quality proposals, concept papers and presentations that properly articulate on Universities Fund strategic position as a fund manager and partner in the education sector to achieve fundraising objectives;
2. Conducting environmental scanning to generate donor intelligence aimed at identifying opportunities on resource mobilization such as Government and donor priority areas and identifying and mapping current and potential funding partners;
3. Preparing partner contracts and agreements in line with partner agreements and review in line current practices and in compliance to current laws, regulations, and general good practice;
4. Participating in partnership discussions with local actors, private sector, government units and development partners to leverage on funding;
5. Operationalizing fund partnership in line with agreed partner contracts through activities such designing of application forms and developing the award criteria;
6. Collecting data, information, market research, and analysis of donor trends to inform development or review of strategies and policies for recommendation to management;
7. Training and sensitize all staff on resource mobilization to ensure involvement of all staff in efforts aimed at mobilizing resources and initiating and retaining fund partnerships;
8. Participating in publicity events for fund products such as partner contract signings;
9. Advising potential donors and sponsors on sustainable universities financing solutions.
10. Providing innovative business development strategies to mitigate against donor fatigue, enhance sustainability of external resources and ensure business growth;
11. Monitoring compliance of fund operations to signed partnership contracts to achieve envisaged objectives and retention of fund partners;
12. Implementing strategies for mobilizing resources from the diaspora to supplement locally mobilized resource and enhance the institutions ability to achieve its mandate to fund Universities;
13. Providing recommendations to the Senior Officer on short term, medium term and long-term strategies aimed at enabling the department to achieve its external resource mobilization objectives;
14. Proposing innovative financing products such securities to the management diversify the institution’s portfolio of financing products to suit different potential partners and meet the current and future demands and;
15. Providing accurate productivity reports to the Senior Officer to show progress of achievement of targets;
16. Providing accurate and timely and accurate accountability reports to funders on the respective fund performance;
17. Participating in round table meetings with fund partners to build relationships, this is to secure availability of repeat funding;
18. Providing information to the risk champion on emerging risks and proposed mitigation measures for inclusion in the risk register and in line with the Enterprise Risk Management Framework;
19. Participating in the department’s Business Continuity Plan to ensure personnel and assets are protected and can function quickly in the event of a disaster;

Financial Responsibility:

1. Supervising the implementation of activities towards the execution of departmental annual budget;
2. Planning of activities aimed strategies towards the realization of external resource targets for the department;
3. Organizing the production and circulation of marketing and promotional activities in conjunction with the Corporate Communications and Customer Experience Department to ensure utilization of mobilized funds from fund partners as per donors’ contracts;
4. Donor mapping development towards the growth of mobilized funds to Kshs. 67Billion;
5. Initiating short-term placement of mobilized funds in under the supervision of the Principal Officer and in conjunction with the finance department to enhance the institutions ability to mitigate credit risk and ensure optimal returns;
6. Supervising strategies aimed at generating income of over 1% of fees earned in administering partner funds.

Responsibility for physical assets around the area of work:

• Responsible for all physical assets assigned by the institution.
• Problem Solving

 The job holder will be required to solve the following type of problems:

1. Complex and open resource mobilization policy problems in the Universities Fund and its external operations;
2. Problems are highly complex, requiring significant research and creative thinking. Consultations will be required. Solutions could contribute to the body of research / knowledge in this area.

Communication

The job holder will need to understand the following information to discharge his/her mandate:

1. Detailed verbal instructions or requests from universities, students, the Ministry of Education on matters of university education financing;
2. Participating in the development of Universities Fund internal policy documents as well as external policies that affect the financial sustainability of the Fund;
3. In depth reports, proposals or briefs on funding the universities, the Ministry of Education, National Treasury, National Government, County Governments and the International community; 
4. Reports and briefs on financial projects and partnerships that involve the Universities Fund.

Decision Making/ Job Influence:

1. Participating in identification of priority areas and funder mapping process in directing resource mobilization activities
2. The job holder interacts with contact persons in Government, Bilateral and Multilateral partner institutions and in the private sector during relationship management and negotiating for fund partnerships and repeat funding.

Working Conditions

• The role involves 60% office work and 40% travel time resource mobilization and fund partners’ relationship management.

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Qualifications, Skills and Experience Required:

Academic Qualifications

• Bachelor’s degree in any of the following disciplines: - Procurement and Supply Chain Management; Purchasing and Supplies Management. Supply Chain Management; Procurement and Contract Management; Logistics and Supply Chain Management; Procurement and Logistics Management or equivalent qualification from a recognized institution;
• Master’s degree in any of the following disciplines: - Procurement and Supply Chain Management; Purchasing and Supplies Management. Supply Chain Management; Procurement and Contract Management; Logistics and Supply Chain Management; Procurement and Logistics Management or equivalent qualification from a recognized institution.

Professional Qualifications / Membership to professional bodies

• CIPS Professional Qualification or its equivalent;
• Membership to KISM or CIPS;
• Holding a valid Supplies practitioners license Member.
• A Management Course lasting not less than two (2) weeks from a recognized institution.

Previous relevant work experience required.

• At least eight (8) years relevant working experience, three (3) of which must have been at Supervisory position

Functional Skills:

• Proficiency in ICT
• Negotiation
• Project implementation 
• Risk management
• Budgeting
• Analytical
• Report writing
• Coaching & Mentoring

Behavioral Competencies/ Attributes:

• Decision making skills
• Confidentiality
• Attention to detail
• Team player
• Ability to work under pressure
• Administrative skills
• Communication skills
• Emotional intelligence  
• Fulfills the requirements of Chapter 6 of the Constitution of Kenya, 2010

Responsibilities:

The job holder is responsible for coordinating the procurement and disposal strategy, planning, monitoring, and purchase execution management, contract management in compliance with Public Procurement and Asset Disposal Act 2015 and Regulations 2020 enabling five (5) user departments obtain goods, services and works to meet business objectivist through rolling out of a procurement plan of over Kshs.100Million.The job holder is also responsible for coordination and supervision of all stores functions ensuring right goods are delivered and stores are replenished on time.

Managerial / Supervisory Responsibilities

1. Formulating of procurement and logistics policies, strategies, procedures and systems that are in line with established public procurement laws and practices;
2. Coordinating full implementation and strict compliance of established procurement and logistics policies, strategies, procedures and systems;
3. Participate in development of Departments work plan
4. Identify training needs for the department staff
5. Oversee day -to -day management; control the operations within department, including deployment of staff and physical resources
6. Leading, inspiring, mentoring and coaching department staff;
7. Overseeing preparation of procurement plan of over Kshs.100 Million and disposal processes as per public procurement & Disposal act 2015 and regulations 2020;
8. Coordinating preparation of departmental budget of over 15Million and procurement plans to enhance smooth running of the department;
9. Coordinating development of procurement requirements with internal stakeholder from initial need identification to final goods or service delivery to meet stakeholder needs;
10. Ensuring implementation of risk management systems within the procurement department;
11. Coordinating preparation of statutory reports to facilitate submission to the Public Procurement Regulatory Authority (PPRA) EACC, Ministry of Planning and Treasury   within provided format and timelines;
12. Coordinates maintenance of supplier relationships and databases to ensure delivery of quality goods, works and services;
13. Coordinating the development of performance measures for the evaluation of performance of procurement staff against the Boards strategic plan;
14. Ensuring compliance with PPADA 2015 and best practices in procurement and supply chain management;
15. Participating in departmental and committee meetings as appropriate;
16. Coordinating the implementation of procurement contracts to ensure project closure;
17. Coordinating negotiations as prescribed in the PPADA 2015;
18. Spearheading Management of procurement compliance with the relevant ISO standards and procedures of the Board and
19. Ensuring no stock outs by establishment and maintenance of re-order levels while maintaining optimum stock.
20. Overseeing award of 30% of the procurement budget to the firms registered with Access to Government Procurement Opportunities;
21. Overseeing of implementation of Buy Kenya Brand Kenya Initiatives of sourcing of at least 40% of the procurement budget locally:
22. Overseeing preparation of procurement implementation reports for submission to the Board of Trustees committee;
23. Participate in the implementation of performance management in the department
24. Coordinate staff and ensures all activities in the procurement and logistics department run as scheduled by establishing process of setting targets within department and work towards achievement
25. Coordinate regular meetings with staff and user departments to discuss department’s performance and resolve any issues in procurement and logistics processes

Operational Responsibilities / Tasks

1. Ensuring market surveys are carried out and maintain   catalogs of prevailing market prices to inform placement of orders or adjudication by Accounting Officer;
2. Ensuring preparation of departmental and consolidated procurement and disposal plans as prescribed in PPADA 2015;
3. Ensuring registration, updating and maintenance of supplier data bases so as to distribute procurement opportunities to the suppliers fairly:
4. Managing evaluation of supplier’s performance to establish quality and reliable suppliers that meet the Boards quality standards and delivery schedules;
5. Coordinating communication with all department and end users on quality specifications of goods, works and services consumed by the Board;
6. Coordinating preparation, distribution and publishing of procurement and disposal opportunities;
7. Coordinating receipt and opening of tender documents as per Public Procurement and Disposal Act 2015 and regulations 2020;
8. Ensuring safe guarding of procurement and disposal documents and records as per outlined legal provisions;
9. Coordinating appointment of procurement, disposal and negotiation committees by the Accounting Officer
10. Coordinating evaluation of tenders within stipulated timelines as set out on the public procurement and Disposal Act 2015 and regulations 2020;
11. Coordinating issuance of LPO’s and expediting of the orders to meet the expected delivery times;
12. Ensuring preparation, distribution and publishing of notices of award and tender acceptances;
13. Ensuring implementation of Accounting Officers recommendations on procurement and disposal issues;
14. Ensuring provision of information as may be required for any petition or investigation to debar a tenderer or contractor or any investigation under review procedure to the Public Procurement Regulatory Authority and other relevant government agencies;
15. Ensuring preparation and monitoring of contracts by user departments to ensure implementation of contracts in accordance with the terms and conditions of contract to achieve value for money:
16. Ensuring preparation of variations, modifications to contract and subsequent approvals to enhance project implementation and closure;
17. Ensuring timely delivery of requested goods, works and services through expediting of orders and contract monitoring;
18. Coordinating inspection and acceptance of received goods, works and services;
19. Ensuring   supplier payments are processed within the stipulated credit periods to enhance good working relationships between the institution and the suppliers;
20. Coordinating the preparation and submission of requisite mandatory reports to Public Procurement Regulatory Authority;
21. Coordinating the development and execution of risk management strategy for all the risk factors affecting the procurement and
22. Strengthening of internal control systems through implementation of auditor’s recommendations.
23. Develop and communicate stores and inventory management policies, processes and procedures
24. Develop key performance indicators to measure effectiveness of procurement and logistics/stores operations

Financial Responsibility

1. Ensuring development of procurement budgets of over 15 Million per year;
2. Ensuring Consolidation of the institutional procurement plan of over Kshs.100Million;
3. Ensuring recouping of procurement petty cash of Kshs. 50,000;
4. Coordinating Preparation of   supplier payments as per LPO’s and contracts
5. Coordination of consolidation of procurement plan of over Kshs.100 Million.

Responsibility for physical assets around the area of work:

1. Responsible for physical assets assigned to the department of over Kshs.5 Million;
2. Coordinates initiation of creation of fixed asset in fixed asset register;
3. Coordinates procurement of new fixed assets.

Communication

The job holder will need to understand the following information to discharge his/her mandate:

1. Detailed written /email instructions or requests from departments, suppliers etc;
2. Procurement reports affecting the institution 
3. Negotiation with suppliers over price, contracts, or services
4. Drawing up and amending contracts/drafting of legal documents
5. Detailed verbal or written instructions or requests to employees of the institution or contractor

Decision Making/ Job Influence:

1. Makes strategic decisions that influence the procurements with short and long terms effects;
2. Makes operational decisions that direct day to day operations of the department 
3. Establishes and manages linkages, collaborations and interactions with various stakeholders on matters supply chain;
4. Sets the strategic direction of the Supply chain 
5. Allocation of work to staff;
6. The individual holder will regularly negotiate and persuade with external stakeholders

go to method of application »

Qualifications, Skills and Experience Required:

Academic Qualifications

• Bachelor’s degree in any of the following disciplines: - Procurement and Supply Chain Management; Purchasing and Supplies Management. Supply Chain Management; Procurement and Contract Management; Logistics and Supply Chain Management; Procurement and Logistics Management or equivalent qualification from a recognized institution.

Professional Qualifications / Membership to professional bodies

1. CIPS Professional Qualification or its equivalent Professional Qualification in Purchasing and Supplies Management
2. Membership to KISM or CIPS
3. Holding a valid Supplies practitioners license
4. Supervisory course not lasting less than two (2) weeks

Functional Skills:

• Proficiency in ICT
• Report writing skills
• Analytical skills
• Project implementation
• Negotiation
• Ability to interpret procurement laws
• Communication
• Conflict resolution
• Budgeting
• Procurement plan Consolidation skills
• Analytical skills

Behavioral Competencies/ Attributes:

• Decision making skills
• Integrity
• Confidentiality
• Attention to detail
• Team player
• Ability to work under pressure
• communication skills

Responsibilities:

The job holder is responsible for ensuring that the institution obtains value for money through procurement of goods, works and services at the right time, right quality, right price, and right quantity and competitively manages procurement, inspection and acceptance and asset disposal activities in accordance with PPADA 2015 and Regulations 2020.

Managerial / Supervisory Responsibilities:

1. Ensuring a) operationalization and implementation of all procurement laws, regulations and guidelines applicable in the tendering process as per Public Procurement & Disposal Act 2015 (PPDA 2015) and regulations 2020;
2. Interpreting and advising on procurement policies and ensuring that sound procurement processes are applied in all procurement transactions of the institution;
3. Managing evaluation of tender documents and presentation of the evaluation reports to Principal Supply Chain Management Officer for further processing;
4. Be accountable for the effectiveness of contract management data management and control systems.
5. Development of procurement requirements with internal stakeholder from initial need identification to final goods or service delivery to meet stakeholder needs;
6. Preparation of draft profession opinions and presentation to the Manager Procurement & Logistics for review and further action;
7. Extracting maximum value from the contract governance arrangements through performance management of the supplier.
8. Preparation of the Board of Trustees report on procurement plan implementation and submission to the Principal Supply Chain Management Officer for review and further action;
9. Preparation of statutory reports to facilitate submission to the Public Procurement Regulatory Authority (PPRA), EACC Ministry of Trade and Treasury within prescribed timelines;
10. Coordinating the development of performance measures for the evaluation of performance of procurement staff against the Boards strategic plan.
11. Participating in the procurement negotiations as prescribed in the PPADA 2015.
12. Managing procurement petty cash of Kshs.50,000

Operational Responsibilities / Tasks

1. Reviewing of vendor contracts documents and coordinating in preparation of specifications for quotations, tenders, proposals and supply agreements for approval by the Principal Supply Chain Management Officer;
2. Carrying out market surveys and maintenance of catalogs of prevailing market prices to inform placement of orders or adjudication by Accounting Officer
3. Consolidation of institutional procurement plan of over Kshs.100 Million;
4. Preparation of departmental and consolidated procurement of over Kshs.15 Million and disposal plans as prescribed in PPADA 2015 and Regulations 2020;
5. Ensuring confidentiality is maintained with respect to procurement process to ensure integrity of the respondents bid information
6. Registering, updating and maintaining of supplier data base.
7. Evaluating supplier’s performance to establish quality and reliable suppliers that meet the Boards quality standards and delivery schedules.
8. Communicating with all department and end users on quality specifications of goods, works and services consumed by the Board
9. Distributing of procurement and disposal opportunities to the disadvantaged groups registered with Access to Government Procurement Opportunities to achieve the required 30% of the procurement plan;
10. Coordinating receipting and opening of tender documents;
11. Coordinating the safe guarding of procurement and disposal documents and records as per outlined legal provisions
12. Issuing of LPO’s to suppliers and contracts;
13. Coordinating preparation and distribution of notices of award and tender acceptances;
14. Creating Local purchase Orders for awarded procurements
15. Providing information as may be required for any petition or investigation to debar a tenderer or contractor or any investigation under review procedure.
16. Coordinating inspection and acceptance of received goods, works and services.
17. Coordinating the processing of supplier payments
18. Coordinating the preparation and submission of requisite mandatory reports to Public Procurement Regulatory Authority (PPRA), EACC, Ministry of Trade and the Treasury;
19. Coordinating the operationalization and implementation of all procurement laws, regulations and guidelines applicable in the tendering process
20. Implementing risk control initiatives and coming up with mitigation measures to ensure that the department operates within its risk appetite levels.

Financial Responsibility:

• Responsibility for physical assets around the area of work

Communication

The job holder will need to understand the following information to discharge his/her mandate:

1. Developing procurement budgets of over Kshs.15 Million
2. Consolidating procurement plan of over Kshs.100 Million
3. Preparing supplier payments as per LPO’s and contracts
4. Maintaining Procurement petty cash of Kshs. 50,000
5. Responsible for physical assets assigned by the institution of over Kshs.5 Million;
6. Initiating   additional fixed assets in the fixed asset registers.
7. Participating in disposal of obsolete fixed asset.
8. Procuring of new fixed assets
9. Detailed written /email instructions or requests from departments, suppliers etc;
10. Procurement reports affecting the institution 
11. Negotiation with suppliers over price, contracts, or services
12. Drawing up and amending contracts/drafting of legal documents
13. Detailed verbal or written instructions or requests to employees of the institution or contractor

Decision Making/ Job Influence:

1. Makes strategic decisions that influence the procurements with short and long terms effects;
2. Makes operational decisions that direct day to day operations of the department 
3. Establishes and manages linkages, collaborations and interactions with various stakeholders on matters supply chain;
4. Sets the strategic direction of the Supply chain 
5. Allocation of work to staff;
6. The individual holder will regularly negotiate and persuade with external stakeholders

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Qualifications, Skills and Experience Required:

Academic Qualifications

• Master’s degree in a business-related field from a recognized institution.

Professional Qualifications / Membership to professional bodies

• Certified Public Accountant Kenya (CPA (K))/Association of Chartered Certified Accountants (ACCA) and Certified Information Systems Auditor (CISA) or Certified Internal Auditor (CIA) qualification;
• Membership to a relevant professional body such as Institute of Certified Public Accountants (ICPAK) /ACCA Information Systems Audit or Control Association (ISACA), or Institute of Internal Auditors (IIA).
• Management course lasting not less than two  (2) weeks.

Previous relevant work experience required.

• Eight (8) years’ experience in Auditing with at least 3 years’ experience as a supervisor or a comparable position with similar responsibilities

Functional Skills:

1. Proficiency in Computer Aided Audit Tools (CAATS);
2. Knowledge of computerized accounting and auditing record keeping systems;
3. Analytical individual with ability to gather, analyze and evaluate facts and to prepare and present concise reports;
4. Knowledge of principles of good corporate governance.
5. Managerial and leadership skills
6. Demonstrated competencies in Governance, Risk Management and Control (GRC);

Behavioral Competencies/ Attributes:

1. Interpersonal and communication skills;
2. High integrity;
3. Ability to establish and retain effective working relationships with internal and external stakeholders;
4. Confidentiality.
5. Fulfills the requirements of Chapter 6 of the Constitution of Kenya, 2010

Responsibilities:

The job holder is responsible for coordinating conduct of various types of audits and reviews in accordance with International Standards for professional practice of Internal Auditing to promote efficiency and effective of operations, reliability and integrity of financial and operational information, safeguarding assets and to ensure adherence to applicable laws and regulations, policies and procedures, standards and contracts. 

Managerial / Supervisory Responsibilities

1. Coordinating assurance on the management of the apportionment of funds to public universities and conditional grants in excess of KSh.165 Billion since inception;
2. Coordinating operations of the audit section for effective service delivery;
3. Coordinating development and implementation of internal audit section policies and procedures to achieve the audit strategic objectives;
4. Coordinating development of the Audit section’s risk- based work aligned to the institution’s objectives for the continuous assurance on the adequacy and effectiveness of the institution’s governance, risk management, controls processes;
5. Managing individual engagements from planning to follow up by the direct reports to enable seamless completion of activities;
6. Coordinating Leading implementation of approved annual audit plan by developing individual assignment work plans and allocating activities to appropriate resource and monitoring execution;
7. Mentoring and coaching staff in the Audit division for career growth and enhanced performance;
8. Coordinating preparation of audit reports for presentation to management and to the Audit and Risk Management Committee of the Board and ensure implementation of arising recommendations;
9. Ensuring maintenance of international standards for the professional practice of internal auditors Standards to fulfil the mandate and align with best practice;
10. Coordinating the performance of investigations as necessary;
11. Coordinating performance management in the section to ensure individual targets set are timely achieved. 
12. Coordinating the implementation of the Knowledge Management Framework at the department to manage institution knowledge as a strategic asset to improve efficiency;
13. Participating in preparation and submission of quarterly reports on corruption initiatives at the Fund to Ethics & Anti-corruption Commission.
14. Coordinating flexible risk based annual audit plan using Fund risk assessment, including any risks or control concerns identified by the management.
15. Participating in the identification of possible risks in the Fund operations, ensure monitoring and evaluation of the identified risks, recommends the appropriate control measures, and follow-up on implementation
16. Coordinating the implementation of any special tasks or projects requested by management and the Audit Committee.
17. Assisting in Providing secretarial services to the Board Audit and Risk Committee
18.  Coordinating special audits and investigations (ad-hoc) as may be required from time to time and submit report of findings to the Board.

Operational Responsibilities / Tasks)

1. Implementing audit plans as approved by the Board Audit and Risk Committee to achieve set targets;
2. Assisting in providing of secretarial services to the Audit, Risk Management and Compliance Committee of the Board;
3. Coordinating to ensure Internal audit section risks are proactively identified and managed to within the risk appetite of the institution, development, and maintenance of up-to-date departmental risk register;
4. Coordinate implementation of the departmental Business Continuity Plan in alignment to the institution’s Business Continuity Management Framework;
5. Participating in various committees of the Organization and providing assurance expertise;
6. Preparing monthly, quarterly, and annual sectional reports to management and the Board of Directors;
7. Participating in the development of the department’s strategic plan to ensure objectives are attained;
8. Developing and Implementing the Internal Audit charter, policies, and procedures to ensure consistency in audit operations;
9. Coordinating implementation of appropriate technology to improve efficiency and effectiveness of the section;

Financial Responsibility:\

• Responsible for providing assurance on institution assets valued more than Kshs 5 Billion
• Coordinating formulation and implementation of the section’s budget valued at Kshs 11.5 million;
• Approving of petty cash expenses.

Responsibility for physical assets around the area of work:

• Providing oversight over physical assets of the audit section;
• Providing oversight over all the department’s assets valued at Ksh 10 Million.

Decision Making/ Job Influence:

• Making strategic decisions to prepare in the achievement of the overall strategic objectives of the institution;
• Making, operational decisions to ensure the audit work plan, procurement plan is achieved.
• Responsible for making financial decisions to monitor implementation of the audit section budget
• Planning the work of direct and indirect reports to align with the departmental goals and objectives;
• Assigning work to direct and indirect reports;
• Monitoring direct and indirect reports work performance;
• Appraising/evaluating direct and indirect reports performance

Working Conditions:

• Works predominantly in an office environment with regular travel to universities in the country.

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Qualifications, Skills and Experience Required:

Academic Qualifications

• Degree in a Business-related field of study;

Professional Qualifications / Membership to professional bodies

• Certified Public Accountants of Kenya (ICPAK)/ Association of Chartered Certified Accountant (ACCA)and Certified Information Systems Auditor (CISA)/ Certified Risk Information System Control (CRISC) or Certified Internal Auditor (CIA) qualification;
• Membership of a professional body in Good standing; Institute of Certified Public Accountants of Kenya (ICPAK)/ Association of Chartered Certified Accountant (ACCA), Information Systems Audit and Control Association (ISACA) or Institute of internal Auditors (IIA).
• A Supervisory Course lasting not less than two (2) weeks from a recognized institution.

Functional Skills:

1. Proficiency in use of CAATS;
2. Proficiency in Microsoft office suite application (e.g. MS excel, MS word, MS PowerPoint, Outlook, Visio);
3. Proficiency in Auditing Principles and Techniques;
4. Creativity and innovation
5. Results oriented;

Behavioral Competencies/ Attributes:

1. Integrity;
2. Team worker;
3. Team and client relationship management skills.
4. Confidentiality
5. Fulfills the requirements of Chapter 6 of the Constitution of Kenya, 2010

Responsibilities:

The job holder Senior Internal Auditor is responsible for supervising, ensuring the conduct of various types of audits and reviews in accordance with International Standards for professional practice of Internal Auditing to promote efficiency and effective operations, reliability and integrity of financial and operational information. Review the means of safeguarding assets and verify their existence and in adherence to applicable laws and regulations.

Managerial / Supervisory Responsibilities  

1. Supervising development and implementation of internal audit policies and procedures to attain section objectives;
2. Supervising planning and execution of internal audits in accordance with International Professional Practices Framework (IPPF) for best practice to provide assurance on the adequacy and effectiveness on governance, risk management and internal control systems;
3. Supervise audit teams in undertaking consulting assignments, adhoc audits and investigations to achieve the assignment objectives.
4. Supervising preparation of audit reports for presentation to management and to the Audit and Risk Committee of the Board and ensuring implementation of arising recommendations;
5. Work with the Board Audit and Risk Committee Secretary to compile quarterly reports and minutes to assist the Committee to effectively carry out its oversight function;
6. Supervising preparation and implementation of the audit section annual budget to ensure targets set are achieved;
7. Supervising performance management in the audit section to improve performance;
8. Mentoring and coaching the section staff to ensure maintenance of IPPF Standards 
9. Coordinating the performance of investigations as necessary to ensure clear accountabilities;
10. Coordinating performance management in the section to ensure achievement of Balanced Scorecard (BSC) targets.

Operational Responsibilities / Tasks

1. Participating in the implementation of internal audit budgets, policies, and procedures in compliance with International Professional Practices Framework;
2. Preparing of risk based annual audit plans aligned to institution’s objectives for the continuous audit of the risk management, internal controls, and governance processes;
3. Implementing of audit plans as approved by the Audit and Risk Committee of the Board including preparation of individual assignment audit plans;
4. Implementing the risk-based test plan by selecting appropriate audit approach, test procedures and sampling criteria based on professional judgment and departmentally defined internal audit methodology;
5. Reviewing issue trackers and working papers to ensure quality and timely performance of audit and consulting assignments;
6. Evaluating the adequacy of process design and the effectiveness of controls in meeting business and control objectives. Identifying and documenting control and process weaknesses and providing evidential support for findings;
7. Participating in closing meetings with clients at the end of fieldwork by providing clear explanations for identified issues;
8. Ensuring preparation of a concise and informative audit report to effectively communicate the findings and recommendations to the management on completion of each assignment;
9. Preparing of quarterly reports to the Audit and Risk Committee of the Board;
10. Ensuring that Audit assignments during field work are carried out as per the audit plan and within the time limits and in accordance with accepted standards;
11. Participating in the development of the department’s strategic plan and other relevant policies and procedures;
12. Participating in the adoption and implementation of appropriate technology to improve efficiency and effectiveness of the section; and
13. Ensuring performance of ad hoc audits and investigations as necessary;

Financial Responsibility:

• Providing assurance on fund’s portfolio annual and the institutional budget amounting to over 87 billion and 19.5 billion respectively.
• Preparing and implementing section budget amounting to Kshs. 10million;
• Responsible for monitoring the implementation of section budgets;
• Responsibility for physical assets around the area of work:
• Responsible for physical assets assigned by the institution.

Problem Solving;

The job holder will be required to solve the following type of problems

1. Complex and open-ended problems in all the universities and other areas of the Government.
2. Problems are broad and complex, involving more than one area of the Government. Solutions will often be arrived at through the stewardship of a project team.
3. Problems are strategic, affecting more than one area of the Government. Consultations will be required.
4. Problems often enter new territory, involve significant financial risk and may affect the viability of the universities or the Government. Consultations will be required.

Communication

The job holder will need to understand the following information to discharge his/her mandate:

1. Detailed verbal /written instructions or requests from universities, students, the Ministry of Education on matters of university education financing;
2. Writing Universities Fund internal policy documents as well as university funding policies;
3. Financial reports, in depth technical reports, proposals or project briefs affecting the universities, the Ministry of Education and Ministry of Planning and National Treasury.
4. Drawing up and amending contracts/drafting of legal documents
5. Detailed verbal or written instructions or requests to employees of the institution or contractors

Decision Making/ Job Influence:

1. Makes operational decisions that direct day to day operations, scale and quality of services by the department;
2. Establishes and manages linkages, collaborations and interactions with various arms of government such as parliament, ministries, county and constituency heads, development partners and other stakeholders on matters higher education financing;

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Qualifications, Skills and Experience Required:

Academic Qualifications

• Bachelor’s Degree in any the following fields Economics and Mathematics, Statistics, Law, Strategic Management, Business Development, Development Studies, and Business Administration or equivalent qualifications from a recognized institution

Professional Qualifications / Membership to professional bodies

• Member of a relevant professional body in good standing where applicable;
• A supervisory course lasting not less than two (2) weeks from a recognized institution will be an added advantage

Previous relevant work experience required.

• A minimum of four (4) years’ experience in a comparable organization.

Functional Skills:

1. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook)
2. Analytical skills
3. Report writing skills
4. Planning skills
5. Data Analysis 
6. Communication

Behavioral Competencies/ Attributes:

1. Team player
2. Attention to detail
3. Dependability
4. Fulfill the requirements of Chapter 6 of the Constitution of Kenya, 2010

Responsibilities:

• The job holder is responsible for participating in supporting the corporate planning activities and research activities in accordance with the institutional policies.

Operational Responsibilities / Tasks

1. Participating in the development of the strategic plan in line with the institution and relevant government policies;
2. Participating in undertaking strategy review in line with operating business environment and needs;
3. Contributing to the organizational budget planning cycle through aligning of the budget and the strategic plan;
4. Carrying out periodic environmental analysis on emerging issues including periodic market surveys;
5. Carrying out periodic data analysis and prepare reports to inform decisions on core functions of the Board;
6. Preparing and pretesting data collection tools for planning;
7. Collecting, collating and processing planning data;
8. Entering and analyzing data 
9. Reviewing collected data for accuracy, analyzing and preparing corporate plans;
10. Contributing to discussions about study design and document all study decisions;
11. Undertaking cleaning and processing of strategy and research data collected from stakeholders; 
12. Participating in preparation of research project completion reports; 
13. Preparing, editing and publishing research results; 
14. Collating the strategy implementation log frame;
15. Creating and editing informational documents and presentations;
16. Taking, typing, and distributing notes from strategy, research and other brainstorming meetings; and
17. Maintaining the departmental risk register as the departmental risk champion.

Financial Responsibility:

• Development of section budget
• Approval of section expenditures

Responsibility for physical assets around the area of work:

• Responsible for physical departmental assets assigned by the institution
• Provide oversight for all the sectional institutional physical assets

Problem Solving; 

The job holder will be required to solve the following type of problems

1. Problems within the department which are related to the core business of the department.

Communication

The job holder will need to understand the following information to discharge his/her mandate:

1. Detailed verbal and written instructions or requests from universities, students, the Ministry of Education on matters of university education financing;
2. In depth technical reports, proposals or project briefs affecting the universities, the Ministry of Education and Ministry of Planning and National Treasury.
3. Drafting of internal or external newsletters, general articles or content for newspapers, journals, magazines or internet sites
4. Drawing up and amending contracts/drafting of legal documents
5. Detailed verbal or written instructions or requests to contractors/service providers

Decision Making/ Job Influence:

1. Allocation of work to staff;
2. The individual holder will regularly negotiate and persuade with internal and external stakeholders;

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Qualifications, Skills and Experience Required:

Academic Qualifications

• Bachelor’s degree in Commerce, Business Administration, Economics, Statistics, Sociology, or related disciplines

Professional Qualifications / Membership to professional bodies

1. Certified Public Accountant (CPA)(K) or Certified Financial Analyst (CFA) or Association of Chartered Certified Accountants (ACCA) is desirable.
2. Supervisory course lasting not less two (2) weeks
3. Membership to the Institute of Certified Public Accountants of Kenya or IIA(K)

Previous relevant work experience required.

• 4 years’ relevant experience.

Functional Skills:

1. IT Proficiency 
2. Supervisory 
3. Analytical 
4. Communication 
5. Financial Management

Behavioral Competencies/ Attributes:

1. Interpersonal 
2. Team player
3. Reliable and dependable
4. Attention to detail
5. Fulfill the requirements of Chapter Six (6) of the Kenyan Constitution 2010.

Responsibilities:

The job holder is responsible for coordinating preparation of annual budget and forecasts, Monitoring & Evaluation of budget performance for all cost centers in accordance to the PFM Act 2012 and the National Treasury guidelines and other relevant legal framework, coordination of daily bank reconciliations of over 3 bank accounts with cashflows worth over 19 Billion annually, coordination of both external or internal audits, preparation of management and Financial Reports.

Managerial / Supervisory Responsibilities

1. Co-ordinating the preparation of external and internal audit materials to ensure smooth audit exercise;
2. Coordinating preparation of the annual report with a balance sheet of over Kshs.47billion to comply with the relevant laws and regulations;
3. Coordinating the preparation of budgets worth over Kshs. 240 Million and financial plans for the Fund, based on the strategic plan and Enterprise Risk Management reports to ensure adequacy of resources; 
4. Supervise preparation of sectional risk register to ensure identification, determination of impact of risk and propose corrective actions; 
5. Coordinating analysis of financial, costing and operational data and extract and define relevant information to guide in decision making;
6. Supervising coaching and mentoring the direct and indirect reports for succession planning;
7. Coordinating the development of performance management system in the section to monitor and improve performance; 
8. Coordinating the Implementation of sound financial management practices that ensure effective internal controls and Risk Management to prevent and detect fraud and corruption; and

Operational Responsibilities / Tasks

Financial Responsibility:

• Responsibility for physical assets around the area of work:
• Responsible for physical assets assigned by the institution classified as Computer, Furniture and Equipment.
• Problem Solving
• The job holder will be required to solve the following type of problems:

Communication

The job holder will need to understand the following information to discharge his/her mandate:

1. Supervising preparation of periodic performance reports to ensure adhere to approved budget;
2. Monitoring of costs against budgets of over Kshs.240 Million to guide on over and under expenditure;
3. Coordinate preparation of Universities Fund Management Systems (UFMS) to streamline internal processes and ensure consistency in the day-to-day operational activities;
4. Analyzing and or collating financial/trends data to support recommendations for action;
5. Ensuring production of timely and accurate management reports for decision making;
6. Reviewing responses to and or implementation of Audit recommendations to reduce or eliminate pending audit issues;
7. Generating standard, custom and or complex reports summarizing business, financial, or economic data for review and consumption by users, business managers and other relevant stakeholders;
8. Ensuring timely and adequate response and implementation of Audit or other financial matters recommendations to provide actions to take to correct the findings;
9. Communicating and managing the stakeholder expectations to enhance customer experience;
10. Interpreting financial data for the purpose of determining the root causes of past figures, financial, costing and operational performance;
11. Supervising analysis of funds utilization within the institution to ensure fund optimization;
12. Supervising the preparation of timely and accurate Quarterly and Annual Report and Financial Statements with a balance sheet of over Kshs.93 Billion to reflect the true and fair position of the institution;
13. Supervising the preparation and provision of timely and accurate monthly Bank reconciliation reports to ensure accuracy of transactions;
14. Circulating periodically business information securely with due regard for confidentiality for decision making;
15. Supervising the preparation of audit schedules for all financial reports to ensure accuracy and reduce audit queries;
16. Maintaining Key Performance Indicators, dashboard and build a central database for reporting to manage performance for achievement of set objectives;
17. Preparing periodic reports to comply with the relevant laws and regulations;
18. Participating in committees to broaden exposure and contribute some skills; and
19. Ensuring adherence to laid down accounting controls procedures and processes to ensure consistency in the day-to-day operational activities.
20. Preparation and recommend for approval section budget;
21. Preparation of annual financial statements with assets worth over Kshs47 Billion;
22. Coordinate bank reconciliations for over 3 banks; 
23. Preparations and monitoring of Budgets and forecasts worth over Kshs.240 Million; and
24. Monitoring & Evaluation of budget performance for cost centers.
25. Complex and open-ended problems in the Finance Department.
26. Problems are broad and complex, influenced by finance policy and regulations. Solutions will often be arrived at through consultation of the National Treasury and the Ministry of Education.
27. Strategic issues affecting the financial viability of the department; 
28. Problems are highly complex, requiring significant research and creative thinking. Consultations will be required. Solutions could contribute to the body of research / knowledge in this area.
29. Detailed verbal instructions from the supervisor or written requests from various departments on budget implementation;
30. Financial reports, in depth technical reports, proposals or project briefs affecting public financing from/to the Ministry of Education and Ministry of Planning and National Treasury.
31. High level proposals on Government strategic direction on funding guidelines and systems;
32. Written proposals or presentations on the annual budget for the Universities Fund.

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Qualifications, Skills and Experience Required:

Academic Qualifications

• Bachelor’s degree in any of the following disciplines: - Commerce (Accounting option); Commerce (Finance option); Business Administration (Accounting option) or equivalent qualification from a recognized institution.

Professional Qualifications / Membership to professional bodies

• Certified Public Accountant (CPA)(K) or Certified Financial Analyst (CFA) or Association of Chartered Certified Accountants (ACCA) Part 1 is desirable.

Functional Skills:

1. IT Proficiency 
2. Supervisory 
3. Analytical 
4. Communication

Behavioral Competencies/ Attributes:

1. Interpersonal
2. Team player
3. Attention to details
4. Reliable & Dependable 
5. Fulfill the requirements of Chapter Six (6) of the Kenyan Constitution 2010.

Responsibilities:

The job holder is responsible for preparing management reports, annual financial report with assets worth over Kshs.47 Billion, the annual budget worth over Kshs.240 Million, coordinating budgeting process with over 15 cost centers and ensures bank reconciliation are conducted for the over 3 bank accounts.

Managerial / Supervisory Responsibilities

1. Coordinate collation of ideas for policy formulation to enhance compliance to laws and regulations;
2. Coordinating coaching and mentoring the direct reports for succession planning;
3. Coordinating review of risk management strategies that relate to the section to help identify what needs to be done to prevent future incidences;
4. Coordinating performance management for direct reportees to monitor and improve performance; and
5. Drafting responses to Audit recommendations to provide actions to take to correct the findings.

Operational Responsibilities / Tasks

1. Preparing periodic performance reports to ensure adhere to approved budget worth over Kshs.19 Billion;
2. Producing timely and accurate management reports for decision making;
3. Preparing of sectional risk register to ensure identification, determination of impact of risk and propose corrective actions;
4. Preparing timely and accurate Quarterly and Annual Report and Financial Statements with assets worth over Kshs.47Billion to reflect the true and fair position of the institution;
5. Providing audit schedules to internal and external Auditors to ensure smooth audit exercise;
6. Preparing timely and accurate monthly Bank reconciliation reports to ensure accuracy of transactions;
7. Recommending Review of risk management strategies that relate to the section to identify what needs to be done to prevent future incidences;
8. Monitoring costs against budgets to ensure adherence to strategic objectives;
9. Preparing of annual Sectional work plans and budgets to ensure achievement of set objectives;
10. Analyzing funds utilization within the institution to ensure efficient utilization of funds;
11. Adhering to laid down accounting controls procedures and processes for consistency in the day-to-day operational activities.

Financial Responsibility:

1. Development of sectional budget;
2. Preparation of financial statements with assets worth over Kshs.47 Billion; and
3. Preparing the budget performance analysis for a budget worth over Kshs.19 Billion.
4. Responsibility for physical assets around the area of work:
5. Responsible for physical assets assigned by the institution worth over Kshs.400,000/-

Problem Solving; 

 The job holder will be required to solve the following type of problems

1. Complex and open-ended problems in the Finance Department.
2. Problems are broad and complex, influenced by finance policy and regulations. Solutions will often be arrived at through consultation of the National Treasury and the Ministry of Education.
3. Strategic issues affecting the financial viability of the department. , 
4. Problems are highly complex, requiring significant research and creative thinking. Consultations will be required.

Communication

The job holder will need to understand the following information to discharge his/her mandate:

1. Detailed verbal instructions or written requests from various departments on the implementation of the budget;
2. Writing Universities Fund internal policy documents on finance;
3. Financial reports of in-depth technical reports, proposals or project briefs affecting the Universities Fund.
4. Complex commissioned reports, proposals or project briefs affecting the financial viability of the Fund.

Decision Making/ Job Influence:

1. Participates in the making of strategic decisions that influence the financial management of the Fund;
2. Participates in the making of operational decisions that direct day to day operations, scale and quality of services offered by the division;

go to method of application »

Qualifications, Skills and Experience Required:

Academic Qualifications

• Bachelor’s degree in Commerce, Business Administration, Economics, Statistics, Sociology, or related disciplines.

Professional Qualifications / Membership to professional bodies

1. A Supervisory Course lasting not less than two (2) weeks from a recognized institution;
2. Certified Public Accountants CPA (K) or its equivalent from a recognized Institution.

Previous relevant work experience required.

• 4 years relevant experience.

Functional Skills:

1. IT Proficiency 
2. Supervisory 
3. Analytical 
4. Communication 
5. Financial Management

Behavioral Competencies/ Attributes:

• Interpersonal 
• Team player
• Reliable & Dependable
• Attention to details 
• Fulfill the requirements of Chapter six (6) of the Kenyan Constitution 2010

Responsibilities:

The job holder is responsible for Gathering, analyzing financial information, investigating variances, timely processing of financial transactions, participating in formulation and implementation of financial, accounting, short term placement policies and procedures that ensure optimal returns, ensuring timely payments, receipts and maintenance of optimal cash flows. Further, supervision of Financial Accounting and Receipting staff.

Managerial / Supervisory Responsibilities

1. Managing the financial accounting section team to enhance productivity.
2. Coordinating maintenance of the fixed assets register to ensure control and prevent theft of assets:
3. Coordinating formulation of accounting controls procedures and processes to ensure consistency in the day-to-day operational activities;
4. Overseeing the development of policy guidelines including risk analysis for short-term placements that generate returns of over Kshs.90 Million to achieve optimal returns;
5. Coaching and mentoring the direct and indirect reports for succession planning;
6. Co-ordinating the preparation of external and internal audit materials and financial reporting to ensure smooth audit exercise;
7. Coordinating the preparation of budgets and financial plans for the section, based on the strategic plan and Enterprise Risk Management reports to ensure adequacy of resources; 
8. Approving Leave requests for direct reports and to ensure adherence to leave plan;
9. Coordinating preparation of annual work plans and budgets to ensure achievement of set objectives;
10. Coordinating the management of the Fund’s assets worth over Kshs.47Billion to ensure achievement of value for money in acquiring, utilization and disposal of the assets and improve cost efficiency;
11. Coordinating the development of performance management system in the Department to monitor and improve performance;
12. Coordinating the Implementation of sound financial management practices that ensure effective internal controls and Risk Management to prevent and detect fraud and corruption; and
13. Supervising preparation of Risk register to ensure identification, determination of impact of risk and propose corrective actions;

Operational Responsibilities / Tasks

1. Coordinating implementing of an effective system of internal control that adheres to the Fund’s policies and procedures to protect the assets of the institution worth over Kshs 47 Billion;
2. Coordinating evaluation of short-term placement portfolios that generate returns of over Kshs.90 Million, to ensure investment performance is tracked and appropriate measures are taken to ensure optimal returns on placed funds;
3. Reviewing of financial plans and budgets worth over Kshs.240 Million regularly to seek for cost reduction opportunities;
4. Ensure implementation of financial reporting systems to comply with government regulations and legislation;
5. Implementation of the performance management system in the Section to monitor and improve performance;
6. Recommending improvements for accounting systems and processes to ensure efficiency and effectiveness;
7. Ensure prudent selection of securities and investment of Institution’s fund to achieve the required and or set investment goals;
8. Ensure maintenance of the departmental Risk Register to reflect the potential risks, facilitate mitigation and or corrective action;
9. Implementing sound financial management practices that ensure effective internal controls and effective Risk Management to prevent and detect fraud and corruption;
10. Reviewing policies and procedures to streamline sectional internal processes;
11. Ensuring reconciliation of the general and subsidiary ledgers, fixed asset register, accounts receivable and payable, revenue distribution and operating expenses to ensure accuracy of financial information;
12. Ensuring Implementation of investment plan to guide prudent investment of Institution’ fund;
13. Facilitate investment research to gather information that facilitate investment decisions;
14. Ensure timely production of investment reports and briefs for decision making; 
15. Supervise payment process including payroll processing and payment of the Fund’s suppliers to ensure adherence to Turn Around Time as stipulated in the Service Level Agreements (SLAs);
16. Supervise preparation and payment of tax and other statutory deductions to ensure adherence to statutory deadlines;
17. Ensure preparation of periodic reports for decision making;
18. Participation in committees to increase exposure and share skills;
19. Review and Implement the Universities Fund Management Systems (UFMS) to streamline internal processes and ensure consistency in the day-to-day operational activities;
20. Ensure adherence to laid down accounting controls procedures and processes to ensure consistency in the day-to-day operational activities; and
21. Preparing interdepartmental Service Level Agreements (SLAs) to enhance service delivery.

Financial Responsibility:

1. Approval of expenditures worth over Kshs.19 Billion; 
2. Approval of petty cash expenses;
3. Recommends approval of short-term placements averaging to Kshs.3 Billion;
4. Preparation of section budget; and
5. Ensuring timely and accurate payments, receipts, and update of ledgers.

Responsibility for physical assets around the area of work:

1. Responsible for physical assets assigned by the Fund worth over Kshs400,000/-; and
2. Supervising maintenance of the fixed asset register with assets worth over Kshs.1 Billion.

Problem Solving;

• The job holder will be required to solve the following type of problems
• Complex and open-ended problems in the accounting complexities affecting the Fund.
• Problems are broad and complex, involving more than one area of the Fund.
• Solutions will often be arrived at through consultation, involve significant financial risk and require Board approval. Consultations will be required. Solutions will involve significant financial risk, and be decided as part of a Board.
• Problems are highly complex, requiring significant research and creative thinking. Consultations will be required.

Communication

The job holder will need to understand the following information to discharge his/her mandate:

1. Detailed written /email instructions or requests from various departments on the implementation of the approved budget;
2. Financial reports, in depth technical reports, proposals or project briefs affecting the cashflows and financial status of the Universities Fund.
3. Reports, proposals or project briefs affecting the financial status of the Fund.
4. High level proposals on the utilization of the Fund’s financial resources.

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Qualifications, Skills and Experience Required:

Academic Qualifications

1. Bachelor’s degree in Human Resource Management or any other relevant qualifications;
2. Master’s degree in Human Resource Management or any other relevant qualifications will be an added advantage;

Professional Qualifications / Membership to professional bodies

1. Higher Diploma in Human Resource Management or a Certified Human Resource Professional (CHRP);
2. Valid Human Resource Professional Practicing Certificate (Human Resource Management Professionals (HRMP) Act, No.52 of 2012)
3. A Member of Institute of Human Resource Management in good standing;
4. Management course lasting not less than four (4) weeks from a recognized institution will be an added advantage.
5. Previous relevant work experience required
6. At least ten (10) years working experience in accounts or finance in the Public Service or Private Sector five (5) of which must be at a supervisory position;

Functional Skills:

Behavioral Competencies/ Attributes:

1. Ability to interpret of Labour Laws
2. Basic Accounting Skills 
3. Conflict Management and Problem Solving
4. Change Management Skills
5. Mentoring & Coaching Skills
6. Reporting and report writing skills
7. Analytical skills
8. Proactive and Transformative
9. Active listening
10. Trustworthiness
11. Emotional Intelligence
12. Great Interpersonal skills
13. Team player
14. Meet the requirements of Chapter 6 of the Constitution of Kenya, 2010

Responsibilities:

1. Reports and briefs on administrative and operational issues that involve the Universities Fund;
2. Complex written proposals or presentations aimed at setting or changing strategy for human resource management;
3. Training and competence development schedules for staff.
4. The Human Resource Officers are responsible for the management of the Human Resources function; including formulation, periodic review and implementation of HR policies; compensation and benefits; staff training and development (competent and productive workforce); employee industrial relations; and performance management.

Managerial / Supervisory Responsibilities

Operational Responsibilities / Tasks

Working Conditions:

Financial Responsibility:

Responsibility for physical assets around the area of work:

Problem Solving

The job holder will be required to solve the following type of problems

Communication

The job holder will need to understand the following information to discharge his/her mandate Detailed verbal instructions or requests from various departments;

1. Coordinating the formulation of human capital strategies, policies, systems and practices by identifying and researching on human resources issues, analysis, and recommendations that are aligned to the objectives of the institution;
2. Coordinating the formulation of the departmental annual budgets and work plans;
3. Coordinating the realization of appropriate organizational and job design, job evaluation to achieve operational and functional efficiency and effectiveness;
4. Establishing human resource requirements and ensuring that optimal staffing and skills are available to deliver the institution’s mandate;
5. Ensuring the realization of fully engaged staff by coordinating the identification, development and implementation of employee engagement programs; 
6. Coordinating the formulation and implementation of a competitive remuneration structure to provide total reward to attract and retain the best talent;
7. Overseeing the Identification, designing and implementing training programs based on identified needs;
8. Supervising the preparation of training projections and plans;
9.  Supervising the administering of the payroll system;
10. Ensuring preparation and compiling staff deductions done outside the payroll;
11. Supervising the update of the human resource database in the Fund;
12. Providing guidance on development and updating of the human resource database; 
13. Ensuring job descriptions for all positions are regularly updated and maintained and advice managers on reviews of roles/responsibilities/specifications;
14. Ensuring that records of all employees and matters pertaining to staff are maintained in a manner that is easily identifiable and retrievable without compromising its integrity and confidentiality;
15. Motivating and driving performance of staff in the division through mentoring, coaching and implementation of established performance management framework;
16. Providing technical expertise in various management committee handling human resource matters. 
17. Building and maintaining employer brand to attract and retaining the best talent to deliver the institutions strategy;
18. Reconciliation of staff complement and establishment;
19. Coordinating issues of staff welfare;
20. Processing staff travel clearance and other insurances related to staff;
21. Secretary to the Training Committee;
22. Preparing and submitting all statutory deductions; and
23. Processing pension claims.
24. Works predominantly in the office environment with occasional travels locally and internationally.
25. Responsible for employee emolument and expenses budget 
26. Approve petty cash expenses
27. Responsible for employee records 
28. Responsible for divisional physical assets such as printers, shredders, furniture, keys
29. Complex and open-ended problems in human resource management in the Fund.
30. Problems are broad and complex, involving more than different departments. Solutions will often be arrived employee involvement, applying human resource best practices and require Board approval.
31. Problems often enter new territory, involve significant risks in human resource management may affect the viability of the Fund.
32. Problems are highly complex, requiring significant research and creative thinking. Consultations will be required.

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Qualifications, Skills and Experience Required:

Academic Qualifications

1. Bachelor’s degree in Human Resource Management or any other relevant qualifications;
2. Management course lasting not less than four (2) weeks from a recognized institution will be an added advantage;

Professional Qualifications / Membership to professional bodies

1. Higher Diploma in Human Resource Management or a Certified Human Resource Professional (CHRP);
2. Valid Human Resource Professional Practicing Certificate (Human Resource Management Professionals (HRMP) Act, No.52 of 2012)
3. A Member of Institute of Human Resource Management in good standing.
4. Previous relevant work experience required
5. At least four (4) years relevant work experience in the Public Service or Private Sector;
6. Functional Skills

Behavioral Competencies/ Attributes:

Good communication skills

1. Proficiency in computer applications
2. Knowledge of and Ability to interpret Labour Laws and Human Resource best practices
3. Conflict Resolution and Negotiation skills
4. Guidance & Counseling
5. Coaching and Mentorship
6. Proactive and Transformative
7. Active listening
8. Trustworthiness
9. Emotional Intelligence
10. Great Interpersonal skills
11. Team player
12. Meet the requirements of Chapter 6 of the Constitution of Kenya, 2010

Responsibilities:

The Human Resource Officers are responsible for the management of the Human Resources function; including formulation, periodic review and implementation of HR policies; compensation and benefits; staff training and development (competent and productive workforce); employee industrial relations; and performance management.

Managerial / Supervisory Responsibilities

1. Providing guidance on development and updating of the human resource database;
2. Supervising the update of the human resource database in the Fund;
3. Coordinating issues of staff welfare;
4. Maintaining and ensuring safe custody of both manual and electronic human resource records for safekeeping and accountability.
5. Coordinating employee satisfaction surveys intended to get feedback from staff for decision making.
6. Coordinating staff orientation and induction process to ensure seamless onboarding
7. Facilitating the administration of staff benefits, leave, medical, well programs and Insurances in line with the institutional policies and procedures to ensure a healthy workforce.
8. Facilitating the implementation of a competitive remuneration structure to provide total reward to attract and retain the best talent.
9. Supervising processing and maintenance of employee records and electronic data to ensure proper records management 
10. Providing guidance on development and updating of the human resource database;
11. Supervising the update of the human resource database in the Fund;
12. Coordinating issues of staff welfare;
13. Maintaining and ensuring safe custody of both manual and electronic human resource records for safekeeping and accountability.
14. Coordinating employee satisfaction surveys intended to get feedback from staff for decision making.
15. Coordinating staff orientation and induction process to ensure seamless onboarding
16. Facilitating the administration of staff benefits, leave, medical, well programs and Insurances in line with the institutional policies and procedures to ensure a healthy workforce.
17. Facilitating the implementation of a competitive remuneration structure to provide total reward to attract and retain the best talent.
18. Supervising processing and maintenance of employee records and electronic data to ensure proper records management

Operational Responsibilities / Tasks

1. Identifying, designing and implementing training programs based on identified needs;
2.  Preparation of training projections and plans;
3. Administering the payroll system;
4. Reconciliation of staff complement and establishment;
5. Preparing and compiling staff deductions done outside the payroll;
6. Drawing a plan for the annual performance target setting in the Fund for review by management;
7. Drawing a plan for the annual performance appraisal process within the Fund review by management;
8. Processing staff travel clearance and other insurances related to staff;
9. Preparing and submitting all statutory deductions; and
10. Processing pension claims.
11. Ensuring job descriptions for all positions are regularly updated and maintained and advice managers on reviews of roles/responsibilities/specifications;
12. Ensuring that records of all employees and matters pertaining to staff are maintained in a manner that is easily identifiable and retrievable without compromising its integrity and confidentiality;
13. Motivating and driving performance of staff in the division through mentoring, coaching and implementation of established performance management framework;
14. Providing technical expertise in various management committee handling human resource matters. 
15. Building and maintaining employer brand to attract and retaining the best talent to deliver the institutions strategy.
16. Providing basic counseling to staff on personal and career issues to facilitate career alignment and growth.
17. Providing technical expertise in various management committees handling staff benefits and welfare services for efficient service delivery

Financial Responsibility:

• Responsible for staff medical and welfare budget
• Responsibility for physical assets around the area of work:
• Responsible for physical assets assigned by the department
• Problem Solving

The job holder will be required to solve the following type of problems

1. Complex and open-ended problems in human resource management in the Fund.
2. Problems are broad and complex, involving more than different departments. Solutions will often be arrived employee involvement, applying human resource best practices and require Board approval.
3. Problems often enter new territory, involve significant risks in human resource management may affect the viability of the Fund.
4. Problems are highly complex, requiring significant research and creative thinking. Consultations will be required.

Communication

The job holder will need to understand the following information to discharge his/her mandate Detailed verbal instructions or requests from various departments;

1. Reports and briefs on administrative and operational issues that involve the Universities Fund;
2. Ensuring that the job applicants and stakeholders get the right information on vacancies and relevant human resource policies;

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Qualifications, Skills and Experience Required:

Academic Qualifications

• A Higher National Diploma Certificate in a related area;

Professional Qualifications / Membership to professional bodies

1. Certificate in Telephone Operation, Reception and Front Office or its equivalent from a recognized institution;
2. Telephone Occupational Test II from a recognized institution;
3. Certificate in Customer Care from a recognized institution;

Previous relevant work experience required

• At least four (4) years relevant Experience;

Functional Skills:

1. Good communication skills
2. Proficiency in computer applications

Behavioral Competencies/ Attributes:

1. Proactive
2. Transformative
3. Active listening
4. Trustworthiness
5. Emotional Intelligence
6. Interpersonal
7. Meet the requirements of Chapter 6 of the Constitution of Kenya, 2010.

Responsibilities:

The Customer Care Officer is a first point of contact for the Fund customers. The responsibility of Customer Care Officer within the team is to respond to a variety of customer requests and inquiries via the telephone or in person over the counter.

Managerial / Supervisory Responsibilities

• Supervising and guiding junior staff;

Operational Responsibilities / Tasks

1. Operating switch-board;
2. Maintaining calls register;
3. Answering and directing telephone calls;
4. Updating institutional telephone Directory; attending to physically challenged visitors and staff;
5. Verifying telephone bills before payments; reporting promptly any switchboard defects to the supervisor;
6. Directing and guiding visitors; liaising with telephone service providers; providing good customer care service;
7. Collecting customer information, analyzing customer needs and giving recommendations to the management.

Financial Responsibility:

• Handling of office imprest.
• Responsibility for physical assets around the area of work:
• Responsible for physical sectional assets assigned by the institution.
• Problem Solving

The job holder will be required to solve the following problems:

1. Customer complaints;
2. Reception of visitors
3. Flow of official correspondence;

Communication

The job holder will need to understand the following information to discharge his/her mandate Detailed verbal instructions or requests from various departments;

1. Reports and briefs on administrative and operational issues that involve the Universities Fund;
2. Ensuring that the customers and visitors get the right information;

Decision Making/ Job Influence:

• Reception of visitors and hospitality;
• Works within the standard operating procedures
• Working Conditions:
• Works predominantly in the office environment with occasional travels locally.

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Qualifications, Skills and Experience Required:

Academic Qualifications

• A Diploma Education Certificate or its equivalent from a recognized institution

Professional Qualifications / Membership to professional bodies

1. Occupational Trade Test III Certificate;
2. a valid driving license free from any current endorsements(s) for classes of the vehicles the driver is required to drive;
3. certificate in a supervisory course from a recognized institution;
4. A defensive Driving Certificate from the Automobile Association of
5. Kenya (AA) or its equivalent qualification from any other recognized institution;
6. A Certificate of Good Conduct (renewable after two (2) years);

A First Aid Certificate course lasting not less than one (1) week from St. Johns Ambulance or any other recognized institution;

Previous relevant work experience required

Functional Skills:

Behavioral Competencies/ Attributes:

1. At least served in the grade of Driver for at least four (4) years;
2. An accident-free driving period of 5 years.
3. Good communication skills
4. Proficiency in computer applications
5. Proactive
6. Transformative
7. Active listening
8. Trustworthiness
9. Emotional Intelligence
10. Interpersonal
11. Meet the requirements of Chapter 6 of the Constitution of Kenya, 2010

Responsibilities:

• The Drivers are responsible for ensuring that all vehicles are maintained in good order to ensure smooth mobility of employees of the Fund.

Operational Responsibilities / Tasks

Financial Responsibility:

Responsibility for physical assets around the area of work:

 Problem Solving

The job holder will be required to solve the following problems:

Safety of the institution vehicle

Communication

Decision Making/ Job Influence:

Working Conditions:

1. Driving the Fund vehicle as authorized;
2. Carrying out minor mechanical adjustments;
3. Recognizing and reporting mechanical defaults of the vehicles;
4. Ensuring security and safety of the vehicle on and off the road;
5. Monitoring and reporting expiry of insurance policies for motor vehicles;
6. Preparing and submitting reports on transport when need arises; and
7. Ensuring safety of passengers and/or goods therein.
8. Endeavoring to maintain reasonable costs in the management of transport;
9. Responsible for Monitoring of fuel utilization and fuel cards of the assigned vehicle.
10. Responsible for the assigned Institution vehicles.
11. Responsible for office assets assigned.
12. Responsible for fuel card and motor vehicle documents
13. Vehicle breakdowns;
14. Vehicle insurance matters; 
15. Security of fuel cards and other motor vehicle documents;

The job holder will need to understand the following information to discharge his/her mandate Detailed verbal instructions or requests from various departments

• The available vehicles Universities Fund;
• Traveling logistics where the vehicles are in use;
• Assignment of vehicle
• Works predominantly in the office environment with occasional travels locally.

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Qualifications, Skills and Experience Required:

Academic Qualifications

• At least a mean grade D+ (plus) in the Kenya Certificate of Secondary Education or its equivalent from a recognized institution;

Professional Qualifications / Membership to professional bodies

A professional certificate;\

Functional Skills:

1. Supervisory 
2. Analytical 
3. Communication

Behavioral Competencies/ Attributes:

1. Interpersonal,
2. Team player
3. Attention to details
4. Fulfill the requirements of Chapter Six (6) of the Kenyan Constitution 2010.

Responsibilities:

• This is the entry position for Office Assistants. An Officer at this level will work under supervision of a Senior Officer.
• Managerial / Supervisory Responsibilities
• Supervising the Office Assistant

Operational Responsibilities / Tasks

1. Facilitating hospitality for members of staff, staff meetings and high level stakeholders’ meetings;
2. Arranging for meeting venues professionally and timely;
3. Keeping inventory of kitchen equipment;
4. Taking stock of kitchen utilities;
5. Requisitioning for kitchen utilities upon depletion; and
6. Performing office and messengerial duties.

Responsibility for physical assets around the area of work:

1. Responsible for physical assets assigned to them.
2. Responsible for catering tools and equipment

Problem Solving;

The job holder will be required to solve the following type of problems

1. Issues that affect the performance of his or her work by reporting to the supervisor

Communication

The job holder will need to understand the following information to discharge his/her mandate:

1. Internal policies that affect his or her mandate

Decision Making/ Job Influence:

• Makes decisions using Standard Operating Procedures.

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Qualifications, Skills and Experience Required:

Academic Qualifications

• Bachelor’s degree or its equivalent in Information Sciences/Information Technology/ Records and Archive Management/Management Information Systems or related fields from a recognized institution;

Professional Qualifications / Membership to professional bodies

1. Member of a relevant professional body in good standing where applicable;
2. Supervisory course lasting not less than two (2) weeks is an added advantage.

Previous relevant work experience required.

• A minimum of 4 years’ working experience

Functional Skills:

1. Working experience in an ERP environment
2. communication skills;
3. Data Analytical skills
4. Knowledgeable in EDMS Software and digitization
5. Decision making
6. Report writing
7. presentation skills
8. Knowledge of relevant Acts and Regulations governing Records Management.
9. Project management
10. Budgeting

Behavioral Competencies/ Attributes:

1. Team player
2. Customer relationship skills
3. Emotional intelligence
4. Attention to detail
5. Interpersonal skills
6. Ability to work under pressure and achieve results within deadlines
7. Ability to lead and manage teams.
8. Negotiation skills
9. Fulfill the requirement of Chapter 6 of the Constitution of Kenya, 2010

Responsibilities:

The job holder is responsible for efficient and effective coordination of all UF products origination processes, implementation of record digitization and management, provision of archival and retrieval of all maintained and retained records, administrative files, identification and coordination of strategic partners, mail office  management and implementation of enterprise wide documents control, reviewing the departmental business processes and increasing the level of performance through developing quality, accurate and timely analytical data and reporting. Mail office management and enterprise-wide documents control by ensuring security of classified information and maintaining confidentiality in line with the Data Protection Act 2019. Further, the job holder is responsible for reviewing the divisional business processes, increasing performance through developing quality, accurate and timely analytical data to support the Fund’s operations in achieving its strategy and mandate.

Managerial / Supervisory Responsibilities

1. Ensuring implementation of data and documents strategy of the Fund’s enterprise-wide records systems and processes;
2. Ensuring implementation of annual work plans to achieve divisional goals, targets, and objectives;
3. Interpreting and Implementing data quality assurance policies, procedures, and standards;
4. Participating in the implementation of policies and procedures to support the achievement of the records management section and the Operations division;
5. General supervision of the registries (secret and general);
6. Supervising, guiding and developing support staff within the registry;
7. Ensuring that all outgoing and incoming correspondences are recorded and filed appropriately

Operational Responsibilities / Tasks

1. Implementation of work plans to achieve departmental goals, targets, and objectives;
2. Documenting internal controls and quality assurance to ensure compliance with set standard operating procedures;
3. Analyzing data to identify areas for improvements in the quality system;
4. Maintaining a deep awareness of how business operation works and explore available technology to ensure automation and effectiveness in service delivery;
5. Implementation of the inter-departmental Service Level Agreements (SLAs) with other departments to enhance service delivery;
6. Provide relevant projections and trends for planning and decision making;
7. Implementation and reviewing of the Section’s budget and analysis of its performance;
8. Championing delivery of online services, service innovation and business continuity planning at the Section;
9. Motivating staff to achieve optimal performance at the department;
10. Advising the Section’s head on identified staff skills gaps towards achieving the department’s objectives;
11. Ensuring closure of all internal and external audit issues to ensure compliance;
12. Championing the implementation and review of the Knowledge Management Framework at the Section;
13. Ensuring adherence to the ISO QMS procedures and standards to ensure quality process conformity;
14. Appraise the staff in the department in line with the schemes of service to ensure optimal performance; and
15. Preparation and generation of standard, complex and/or adhoc reports summarizing business, financial, or economic data for review and consumption by users, business managers and other relevant stakeholders.

Complying with the filing scheme of the Fund when carrying out filing of correspondences.

Financial Responsibility:

Providing input into the budgeting process;

• Monitoring budget analysis and performance; and
• Monitoring and reviewing the annual procurement plan for compliance.
• Responsibility for physical assets around the area of work:
• Providing oversight for all the physical assets assigned to the section (Electronics, workstations, office equipment) through secure asset management.
• Decision Making/ Job Influence:

Working Conditions:

Works predominantly in an office environment with extended field assignments including occasional travels locally and internationally

1. Making operational decisions in supervising section staff direct reports;
2. Making operational decisions on assigning work to section staff, monitor and review their performance.

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Qualifications, Skills and Experience Required:

 Academic Qualifications

• Bachelor’s degree from a recognized university in Computer Science, Information Science, Information Communication and Technology or any other relevant, related and equivalent qualifications; and
• Master’s degree from a recognized university in Information Science, Information Communication and Technology or any other relevant, related and equivalent qualifications is an added advantage.

Professional Qualifications / Membership to professional bodies

1. Microsoft certified professional 
2. MS Dynamics 365 Business Central Functional Consultant;
3. Microsoft Certified Dynamics 365 Developer;
4. MS SQL server certification.
5. Proficiency in Programming, Database querying and Data Analytic skills; and
6. Membership to any relevant professional body such as Computer Society of Kenya (CSK), Information Systems Audit and Control Association (ISACA), Information and Communication Technology Authority (ICTA).

Previous relevant work experience required.

• At least ten (10) years’ relevant work experience in Public Service or Private Sector, where five (5) of which must be in management position.

Functional Skills:

1. Communication;
2. Information Technology;
3. Proficiency in applications development;
4. Analytical;
5. Strategy implementation;
6. Database querying;
7. Data Analytics;

Behavioral Competencies/ Attributes:

1. Interpersonal skills;
2. Leadership skills;
3. Team player;
4. Innovative;
5. Proactive;
6. Time management;
7. Emotional intelligence;.

Responsibilities:

The job holder is responsible for ICT strategic planning, business process re-engineering, improvement of operational processes, support for critical business strategies by spearheading the development, implementation and maintenance of innovative ICT solutions in line with Fintech optimization to enhance digital service delivery and data protection for operational efficiency and business continuity.

Managerial / Supervisory Responsibilities

1. Spearheading formulation and implementation of ICT policies, strategies and systems to drive and support business;
2. Spearheading management of ICT risk management in line with the Enterprise Risk Management (ERM) framework to mitigate directorate risks, hence institutional risks;
3. Directing the safe custody, access and security of the Information Asset comprising over one million (1,000,000) customers with a monetary portfolio of over Kshs.113 Billion to ensure sustainability of confidentiality, integrity and availability of customer information.
4. Spearheading the development, tracking and control ICT annual operating and capital budget of over Kshs. 300 million to enhance planning and control of institutions finances to support prudent utilization of finances;
5. Spearheading the development, implementation and maintenance of software applications for efficient customer service delivery;
6. Overseeing acquisition, installation and maintenance of ICT hardware, Enterprise Resource Planning Systems (ERP) and infrastructure systems to support customer service delivery;
7. Providing leadership in technological innovations, analysis, Big Data analytics and re-engineering of business processes to enhance quality of information systems;
8. Identifying and developing the capability to use new tools, reshaping the enterprise's physical infrastructure and network access to enhance systems leverage;
9. Spearheading the development and implementation of a working disaster recovery site and ICT business continuity plan in line with the UF Business Continuity Management Framework;
10. Driving the department’s Business Continuity Management activities to ensure human and other departmental assets are protected and continuity of operations in the event of disruptions or a disaster;
11. Overseeing the development and implementation of the ICT Governance Framework;
12. Ensuring accountability for the provision of all ICT infrastructure systems & support services; servers, local area network (LAN), telecommunications, remote access & Desktop support;
13. Ensuring that there is an effective and up to date Disaster Recovery Plan for ICT services, ensuring robust backup and failover procedures;
14. Spearheading implementation of Quality Management System (ISO) procedures;
15. Overseeing the security of the ICT applications and infrastructure;
16. Spearheading technical knowledge transfer among directorate staff;
17. Ensuring that UF meets legal and contractual obligations relating to ICT resources, systems, services and usage, complying with regulatory requirements such as Data Protection Act of 2019 as well as Information and Communication Technology Authority (ICTA) standards;
18. Ensuring the existing equipment and business applications are leveraged and optimized to increase the return on investment;
19. Overseeing development of work plans for the directorate for approval;
20. Overseeing the design, establishment, and maintenance of a high availability network infrastructure for local and wide area connectivity and remote access;
21. Actively engaging Heads of Departments to ensure configuration and change management initiatives that are sound and non-disruptive to business;
22. Assign work, monitor and review performance of directorate staff; and

Operational Responsibilities / Tasks

1. Spearheading delivery of ICT objectives and overseeing ICT staff development by establishing a clear career path through coaching and mentoring within an optimal ICT structure;
2. Collaborating with business units towards anticipating market business trends and navigating the Organization around developing new technologies and innovations;
3. Interpreting vendor contracts and ensuring continuous delivery of ICT services through oversight of service level agreements with end users and service providers;
4. Scrutinizing the environment to identify, diagnose and mitigate information security threats;
5. Liaising with senior management to create a vision and development plan for ICT that supports UF’s initiatives and priorities;
6. Continuously reviewing ICT Infrastructure, making capacity recommendations for the improvement capacity of local ICT Systems in support of ongoing business operations & future requirements;
7. Ensuring that work and projects are delivered within agreed budgets;
8. Ensuring maintenance of accurate asset registers of physical and digital ICT assets
9. Ensuring proper management of mission critical corporate applications;
10. Leading vendor contract negotiations for maintenance of existing ICT related equipment, all new ICT equipment and software purchased for the Institution;
11. Ensuring effective and efficient use of ICT resources within the Institution;
12. Ensuring continuous delivery of ICT services through oversight of service level agreements with end users and service providers;
13. Driving the execution of the approved directorate work plans and budgets;
14. Overseeing the preparation and submission of periodic board and management reports for the directorate; and
15. Participating in various committees in the institution to realize corporate objectives.

Financial Responsibility:

1. Overseeing the development of directorate budget;
2. Approval of directorate budgeted expenditures and account for Kshs.60 Million; and
3. Developing efficient technological innovations and initiatives to manage operational costs for the organization.

Responsibility for physical assets around the area of work:

Providing oversight on all ICT Resources in the Institution such as computers, laptops, printers, servers, storage area network systems and telephony, as well as networking equipment all valued at over Kshs.80 million

Problem Solving;

• The job holder will be required to solve the following type of problems
• The job holder will need to understand the following information to discharge his/her mandate:

Decision Making/ Job Influence:

1. Complex and open ended problems affecting the University Payment Systems – ICT Nature.
2. Problems are highly complex, requiring significant research and creative thinking. Consultations will be required. Solutions could contribute to the body of research / knowledge in this area.
3. In depth technical reports, proposals or project briefs affecting the universities, 
4. Complex ICT reports, proposals or project briefs affecting the universities, the Ministry of Education and Ministry of Planning and National Treasury.
5. Acting as communication spokesperson for the Universities Fund entity.
6. Negotiation with suppliers over price, contracts or services
7. Drafting of internal or external newsletters, general articles or content for newspapers, journals, magazines or internet sites
8. Drawing up and amending contracts/drafting of legal documents
9. Detailed verbal or written instructions or requests to employees of the institution or contractors

Communication

1. Makes operational decisions that direct day to day operations, scale and quality of services offered by ICT Division
2. Establishes and manages linkages, collaborations and interactions with various arms of stakeholders on matters higher education financing;
3. Sets the strategic direction of the ICT Division;
4. Influences or changes broad practices or policies affecting an institution or unit/directorate;
5. Allocation of work to staff;
6. The individual holder will regularly negotiate and persuade with internal and external stakeholders i.e the Universities the Ministry of Education, Ministry of Planning National Treasury and contractors;

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Qualifications, Skills and Experience Required:

Academic Qualifications

1. Bachelor’s degree from a recognized university in Computer Science, Information Science, Information Communication and Technology or any other relevant, related and equivalent qualifications;
2. Master’s degree from a recognized university in Computer Science, Information Science, Information Communication and Technology or any other relevant, related and equivalent qualifications will be an added advantage.

Professional Qualifications / Membership to professional bodies

• Previous relevant work experience required
• At least four (8) years’ relevant work experience in related duties in the Public Service or Private Sector, where three (3) of which must be in supervisory position.

Functional Skills:

Behavioral Competencies/ Attributes:

A supervisory course lasting not less than Four (4) weeks from a recognized institution; Be a member of a relevant professional body where applicable;

1. Microsoft certified professional 
2. MS Dynamics 365 Business Central Functional Consultant;
3. Microsoft Certified Dynamics 365 Developer; and
4. MS SQL server certification
5. Communication;
6. Applications development;
7. Database;
8. Information Technology;
9. Analytical;
10. Project Implementation;
11. Negotiation; and
12. Report writing.
13. Interpersonal Skills;
14. Leadership skills;
15. Team player;
16. Time management;
17. Emotional intelligence;
18. Demonstrate Appetite for Disruptive Technologies; and
19. Fulfil the requirements of Chapter 6 of the Constitution of Kenya, 2010.

Responsibilities:

The job holder is responsible for Business applications strategic planning, innovations, improvement of operational processes, support for critical business strategies by directing and coordinating the development, implementation, and maintenance of innovative solutions for business applications.

Key Responsibilities / Duties / Tasks

1. Leading project teams during development and implementation of ICT Software Projects to ensure implementation of applications that meet user requirements;
2. Ensuring timely development and implementation of innovative and effective systems within the Institution to enhance customer service delivery;
3. Ensuring alignment to Enterprise Risk Management Framework to mitigate directorate risks, hence institutional risks;
4. Spearheading the formulation, interpretation and application of ICT business applications’ policies, procedures, rules and regulations within the department;
5. Ensuring safe custody, access control and uptime of the Enterprise Resource Planning (ERP) which holds over one million (1,000,000) customers with a monetary portfolio of over KShs.113 Billion to ensure sustainability of confidentiality, integrity and availability of customer information.
6. Ensuring uptime and high availability of all business applications as per the Institution Charter to ensure continuous customer service delivery;
7. Ensuring the security of all organizational data to ensure availability and reliability of information;
8. Ensuring maximum productivity of the organization through the right use of business applications to enhance customer service delivery;
9. Coordinating systems analysis, design and program specifications for ensuring implementation of applications that satisfy user requirements;
10. Ensuring ICT software development standards are followed for maintenance and knowledge transfer to other developers;
11. Supervising overall systems documentation for maintenance and knowledge transfer to other developers;
12. Ensuring development and implementation of security controls in the Institution’s ICT Business Applications;
13. Ensuring maintenance of implemented business applications; 
14. Ensuring effective Change Management in business applications to mitigate disruption of systems;
15. Driving the department’s Business Continuity Management activities to ensure human and other departmental assets are protected and continuity of operations in the event of disruptions or a disaster;
16. Driving implementation of Quality Management System (ISO) procedures;
17. Ensuring continuous end user training on business applications to enhance utilization of implemented business applications;
18. Ensuring the development and maintenance of the departmental Risk Register; and

Operational Responsibilities / Tasks

1. Participating in development of the Division’s Work plan and budget;
2. Preparing monthly, quarterly and annual Departmental reports;
3. Mentoring and coaching staff to enhance performance and hence realize institution’s objectives;
4. Participating in the implementation of the performance management system in the Department;
5. Evaluating the business applications vis, a vis business requirement;
6. Carrying out research on new technologies in the market which can be utilized by the Institution;
7. Coordinating data management, data control and data protection;
8. Developing reports for management on business applications utility (performance/data/uptake);
9. Providing technical assistance to Systems Analysts and Programmers;
10. Developing of business cases for disposal, acquisition and development of business applications and coordinating Proof of Concepts;
11. Ensuring uptime and high availability of all business applications as per the Institution Charter;

Financial Responsibility:

1. Development of divisional budget with a value of over KShs.80 million to enhance ICT systems for quality service delivery;
2. Approval of divisional expenditures to support prudent management of institution finances;
3. Approval of requisitions to support prudent management of institution finances;
4. Approval of divisional petty cash expenses to support prudent management of institution finances; and
5. Accountability of divisional budget and utilization whose value is over Kshs.40 million to enhance control of institutions finances to promote transparency.
6. Responsibility for physical assets around the area of work:
7. Responsible for physical assets assigned to ICT division by the institution such as laptops, desktops, printers, desks and chairs all valued over Kshs. 5 million

Decision Making/ Job Influence:

1. Makes strategic, operational and financial decisions on applications to be implemented or retired;
2. Chairing business applications departmental staff meetings to provide strategic direction on the departmental operations;
3. Mentoring and coaching staff to enhance performance and hence realize institution’s objectives;
4. Assigning work to staff to realize the Fund’s mandate; and
5. Monitoring staff work performance to ensure realization of the Fund’s objectives.

Working Conditions:

• Works predominantly in an office environment with occasional field assignments

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Qualifications, Skills and Experience Required:

Academic Qualifications

• Bachelor’s degree from a recognized university in Computer Science, Information Science, Information Communication and Technology or any other relevant, related and equivalent qualifications;

Professional Qualifications / Membership to professional bodies

1. Relevant supervisory programme lasting not less than two (2) weeks from a recognized institution; and
2. Membership to any relevant professional body such as Computer Society of Kenya (CSK), Information Systems Audit and Control Association (ISACA), Information and Communication Technology (ICT) Authority (ICTA) is an added advantage.

Previous relevant work experience required.

• At least four (4) years’ relevant work experience in related duties in the Public Service or Private Sector.

Functional Skills:

1. Communication;
2. Proficiency in Programming;
3. Database querying;
4. Data Analytics;
5. Structured Query Language (SQL) Server Reporting Services (SSRS) Reports;
6. Negotiation; and
7. Report writing.

Behavioral Competencies/ Attributes:

1. Interpersonal skills;
2. Leadership skills;
3. Team player;
4. Emotional intelligence;
5. Demonstrate appetite for Innovation & Disruptive Technologies; and
6. Fulfil the requirements of Chapter 6 of the Constitution of Kenya, 2010.

Responsibilities:

The job holder is responsible for Responsible for tasks related to Systems support and maintenance of the Fund’s ERP (SAP system) i.e., undertake System Administration roles for the Operating System, Oracle Database, and System Backup leading in the acquisition, gathering of system requirements, analysis, design, development and maintenance of business applications to facilitate first class customer experience.

Managerial / Supervisory Responsibilities

1. Ensuring planning and evaluation of business applications departmental activities while ensuring alignment to Enterprise Risk Management Framework;
2. Spearheading development of budget to upgrade the existing business systems to meet the requirements of the users; and
3.   Ensuring documentation of all business applications.

Operational Responsibilities / Tasks

1. Building and maintaining high performance team focused on delivering first class ICT business application solutions while creating an environment of trust, mutual respect and genuine concern for individual growth and development;
2. Creating and maintaining working relationships with the line Managers, Departmental Supervisors, ICT Team, Application users, Business Champions, Contracted Service Providers and Consultants;
3. Leading the development team by planning, allocating and following up delivery of business solutions;
4. Ensuring the developers have a proper development environment for supporting ability to complete tasks;
5. Ensuring comprehensive testing of business applications before deployment and identifying opportunities for improvement and reworks;
6. Liaising with business users for development of application test cases;
7. Designing the training curriculum for business applications staff;
8. Reviewing requirements definition and designing documents for completeness
9. Signing off on requirements prior to passing on to developers for the code development;
10. Ensuring appropriate documentation is developed and maintained for all business applications;
11. Ensuring that applications meet business requirements and systems goals and fulfill end-user requirements;
12. Ensuring application issues are identified and resolved;
13. Ensuring work is completed with sign off after testing;
14. Managing the day-to-day activities of the developers;
15. Reporting on development progress to the Principal ICT Officer;
16. Ensuring staff are trained in the use of business systems;
17. Ensuring deployment of tested business applications;
18. Providing reports and statistics on utilization of business applications;
19. Performing stress testing, capacity/performance management to ensure quality assurance of business applications;
20. Preparing periodic reports to aid in decision making;
21. Developing and maintaining of the departmental Risk Register to mitigate directorate risks; and
22. Troubleshooting system failures and carry out user support by ensuring problems logged on Helpdesk are resolved.

Financial Responsibility:

1. Participating in development of applications sectional budget with a value of over Kshs.20 million; and
2. Accounting for budget utilization.

Responsibility for physical assets around the area of work:

• Responsible for physical assets assigned to the officer by the institution such as laptops, desktops, printers, desks and chairs all valued over Kshs.400,000

Decision Making/ Job Influence:

• Assigning work to staff;
• Monitoring staff work performance; and
• Mentoring and coaching.

 Working Conditions:

• Works predominantly in an office environment with occasional field assignments

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Qualifications, Skills and Experience Required:

Academic Qualifications

1. Bachelor’s degree in Journalism or mass communication, public relations or its equivalent from a recognized institution;
2. Master’s degree in Journalism or mass communication, public relations or its equivalent from a recognized institution is an added advantage

Professional Qualifications / Membership to professional bodies

• Management course lasting not less than four (4) weeks from a recognized institution;
• Professional qualification in public relations, communications, customer experience or marketing or relevant field;
• Membership to Institute of Customer Experience (ICX) or Marketing Society of Kenya (MSK) or Public Relations Society of Kenya (PRSK) or any other relevant professional organization in good standing.

Previous relevant work experience required.

• At least eight (8) years relevant work experience in Public Service or Private sector, three of which must be in a supervisory position
• Functional Skills:

Proficiency in IT

• Knowledge of best practices in Customer Experience
• Brand & Product Marketing
• Digital Media Management
• Project management
• Communication skills
• Reporting skills
• Competitive analysis
• Analytical skills

Behavioral Competencies/ Attributes:

• Leadership skills
• Interpersonal skills
• Reliability & Dependability
• Innovative
• Emotional Intelligence
• Creativity and tenacity
• Fulfilment of the Chapter 6 of the Constitution of Kenya, 2010.

Responsibilities:

The job holder is responsible for conceptualizing, planning and overseeing implementation of corporate communication [Public Relations activities], product marketing and customer experience strategies, policies, systems and initiatives that translate into brand value enhancement, Institution’s visibility and superior customer experience at the head office. Drives the Institution’s Sustainability Agenda, Corporate Social Investment, Stakeholder Engagement, Service Quality Assurance and Reputational Risk Management.

Managerial / Supervisory Responsibilities

1. Leading the development, implementation and evaluation of department’s strategic, tactical, and operational customer engagement plans, programs, and initiatives in line with the institution’s Strategic Plans;
2. Overseeing the development and roll-out of innovative strategies and initiatives that translate into quality customer experience;
3. Overseeing the formulation, implementation and monitoring of Service Quality Compliance framework to streamline service quality management;
4. Leading the development and review of Customer Journey Maps for continuous service improvement to achieve the customer experience promise and satisfaction index;
5. Overseeing the development, implementation, and periodic review of the Board’s Citizen Service Delivery Charter for consistent customer experience;
6. Establishing and maintaining a proactive constructive and cooperative working relationships with internal and external stakeholders to ensure seamless service delivery at the customer touch points;
7. Spearheading the Institution’s Corporate Social Investment and Sustainability Agenda and providing leadership in the development, maintenance and implementation of proactive socio-economic and environmental management processes and procedures through sustainability reporting and tracking;
8. Overseeing the formulation and implementation of the annual sectional action plans whilst ensuring alignment to set annual performance contracting deliverables in order to achieve the section's strategic objective;
9. Building and maintaining a performance-oriented team of 2 staff, focused on delivering on the customer promise while creating an environment of trust, mutual respect and concern for individual growth and development;
10. Driving key roles in various committees in the Institution to realize corporate objectives;
11. Leading the conceptualization, planning and implementation of corporate communication and public relations strategies geared towards attaining and sustaining a positive public image of the institution;
12. Spearheading all the media campaign engagements for the Fund in liaison with respective sections to drive brand visibility and uptake of the institution's products and services.;
13. Overseeing all internal and external communication for the institution to ensure information consistency;
14. Oversee tracking and monitoring of the institution's media mentions in order to promote a favorable media tonality;
15. Overseeing the preparation, utilization and monitoring of the sectional budget while ensuring value for money;
16. Spearheading the preparation of informative press releases, newsletters, and institution’s branding/marketing materials to ensure accurate information dissemination to the stakeholders;
17. Overseeing the formulation and implementation of the Institution’s corporate, stakeholders’ and sectional policies to provide guidelines on internal and external stakeholder engagement;
18. Overseeing the preparation and submission of all periodic and ad hoc reports for the section geared towards informed decision making;
19. Providing sectional leadership in extracting value from datasets to produce innovative and data-driven solutions, solve focused analytical problems; develop a data strategy and oversee the end-to-end execution of identified opportunities;
20. Inspiring and mentoring the section’s staff on career progression and personal growth to ascertain succession planning;
21. Driving the section’s Business Continuity Management activities to ensure human and other sectional assets are protected for continuity of operations in the event of disruptions or a disaster;
22. Overseeing the review of divisional policies and Quality Management Framework to ensure effective service delivery and as best practice demands.

Operational Responsibilities / Tasks

1. Overseeing the management of over 20 annual events to promote smooth stakeholder engagement and publicize activities of the institution including stakeholder engagement forums;
2. Driving the development of a customer experience culture across the organization, supported by effective policy and process frameworks and responsive customer service systems as per the best practice customer-centered leadership behaviors;
3. Spearheading resolution of customer complaints lodged through the Commission on Administrative Justice (Office of the Ombudsman), compiling, and submitting the periodic reports to the Office of the Ombudsman;
4. Overseeing compliance and adherence to the institution’s Citizen Service Delivery Charter and signed Service Level Agreements for efficient service delivery;
5. Spearheading the smooth running of operations in of one customer touch point and ensuring that services offered meet the Institution’s promise to its customers;
6. Overseeing the management of media engagement including interviews, press briefs, press releases and publications to be disseminated to external and internal stakeholders to enhance accurate information dissemination to the public;
7. Leading the implementation of communication and marketing strategies for new products, launches and events;
8. Spearheading the management of the relationship between the institution and external Brand and PR communication agencies assigned to the institution;
9. Overseeing the management of the implementation of all artworks, production of branding or marketing materials and media campaigns to enhance brand affinity;
10. Spearheading the development, packaging and production of communication briefs and publications for internal and external use;
11. Overseeing the development, production, and execution of all the Institution’s advertising strategies to enhance brand visibility;
12. Overseeing the implementation of business intelligent data-driven service improvement initiatives to enhance efficient customer service delivery;
13. Overseeing the development and management of the section’s budget of over 20 million to ensure cost efficiency.

Financial Responsibility:

1. Responsible for the Development and management of the section’s budget in excess of Kshs.20 Million;
2. Responsible for section’s growing the funds target in excess of Kshs. 23 Billion;
3. Overseeing the approval of Bulk messaging [SMS and Email] Communication;
4. Responsible for the development and implementation of sectional approved procurement plan;
5. Approval of the section’s expenditures in line with approved work plans.

Responsibility for physical assets around the area of work:

1. Responsible for physical assets assigned by the institution;
2. Responsible for the sectional physical assets e.g. computers, laptops, branding materials, furniture e.tc. valued at over Kshs.100 Million.

Decision Making/ Job Influence:

• Makes strategic decisions to improve on the customer experience, corporate public image, advertising, and stakeholder relationship with the Institution;
• Makes operational decisions geared towards the consistent service delivery and a favorable customer satisfaction index;
• Assigns work to direct reports;
• Monitors reports on the section’s productivity for service improvement decisions;
• Appraises/evaluates direct reports on performance

Working Conditions:

• Works predominantly in an office environment with regular local travel for the Institution’s related events as well as occasional international travel.

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Qualifications, Skills and Experience Required:

Academic Qualifications

• Bachelor’s degree in Social Sciences or its equivalent from a recognized institution.

Professional Qualifications / Membership to professional bodies

1. Relevant Professional qualification such as marketing, public relations, or customer experience or relevant field from a recognized institution;
2. Membership to professional bodies such as Public Relations Society of Kenya (PRSK) or Institute of Customer Experience (ICX)-Kenya or Marketing Society of Kenya (MSK) and in good standing will be an added advantage.

Previous relevant work experience required.

• At least four (4) years relevant work experience in public service or private sector.

Functional Skills:

1. Knowledge and understanding of emerging trends in customer experience;
2. Communication
3. IT Proficiency;
4. Knowledge of Customer Relationship Management systems (CRM)
5. Planning and organizing;
6. Digital Media;
7. Project management;
8. Competitive Analysis
9. Brand & Product Marketing;
10. Reporting
11. Analytical;
12. Negotiation.

Behavioral Competencies/ Attributes:

1. Leadership skills;
2. Interpersonal skills;
3. Dependability;
4. Innovativeness;
5. Emotional intelligence;
6. Creativity and tenacity;
7. Team player;
8. Fulfil the Chapter 6 of the Constitution of Kenya, 2010.

Responsibilities:

The job holder is responsible for managing and ensuring effective coordination, smooth running, product/service awareness creation and delivery of first-class customer experience at the Fund so as to enhance quality customer experience.

Managerial / Supervisory Responsibilities

Ensuring the implementation of the knowledge management framework through continuous in-house trainings, establishment of knowledge database and skillset enhancement within the section.

1. Monitoring the section’s compliance to the Service Charter timelines and the Service Level Agreement on resolution of customer cases to ensure timely and quality customer service delivery;
2. Inspiring a success-oriented culture at the section, focused on delivering quality customer experience while creating an environment of trust, mutual respect and genuine concern for individual growth and development;
3. Driving compliance and adherence to the section’s performance management framework in line with the Institution’s guidelines;
4. Driving the section’s Business Continuity Management activities to ensure human and other sectional assets are protected for continuity of operations in the event of disruptions/disaster;
5. Driving key roles in the various committees of the section to ensure achievement of the Corporate objectives;
6. Preparing and submitting all periodic reports for the sectio

Operational Responsibilities / Tasks

1. Coordinating periodic customer satisfaction and feedback surveys and ensuring the implementation of the survey recommendations;
2. Ensuring provision of the efficient customer service in response to enquiries through email, social media, calls, letters and web chat, in line with the Fund’s Citizen Service Delivery Charter;
3. Establishing and maintaining constructive and cooperative working relationships with other departments and stakeholders to ensure all escalated customer queries are responded to within signed Service Level Agreements; 
4. Approval of internal and external customers’ corporate bulk messaging (SMS and emails) communication for timely information dissemination to customers;
5. Continually identifying opportunities to improve customer experience, such as optimizing channel usage and identifying service improvement initiatives;
6. Ensuring adherence to Service Level Agreements by external service providers/consultants on divisional customer experience issues;
7. Coordinating the closure of open audit issues lodged within the Customer Experience division for compliance requirement;
8. Ensuring adherence to the institution’s Citizen Service Delivery Charter and signing Service Level Agreements and coordinating the implementation of the recommendations from the Service Charter Adherence reports.
9. Driving the division’s staff compliance and adherence to the Institution’s performance management framework;
10. Overseeing and monitoring the adherence to risk management framework within the division to ensure risk mitigation;
11. Highlighting and managing key customer pain points and mapping the customer experience initiatives against the touch points;
12. Driving the customer centered programs by building a first-hand understanding of the current customer experiences as seen through the eyes of the customer across the customer touch points;
13. Coordinating the implementation of the knowledge management framework through continuous in-house trainings, establishment of knowledge database and skillset enhancement within the Section;
14. Ensuring efficient and prompt handling of all Customer queries at the Contact Centre through email, social media, calls, letters, web chat and bulk messaging in line with the Board’s service charter.
15. o) Ensuring periodic preparation and review of customer experience reports and statistics in conjunction with relevant user departments for the implementation of corrective actions aimed at enhancing customer experience.

Financial Responsibility:

• Responsible for the development and management of the Division’s budget in excess of Kshs.5 Million;
• Responsible for the development and implementation of sectional approved procurement plan;
• Responsible for recommendation of the section’s expenditures’ approval in line with approved work plans.
• Responsibility for physical assets around the area of work:

Responsible for physical assets assigned by the Fund;

• Responsible for the departmental physical assets e.g. computers, laptops, branding materials, furniture e.tc. valued at over Kshs.5 Million.

Decision Making/ Job Influence:

• Makes strategic decisions to improve on the customer experience and stakeholder relationship with the division;
• Makes operational decisions to improve on the customer satisfaction index or level within the customer experience division;
• Recommends approval of all the external customer experience communications emanating from the Fund’s Contact Centre;
• Assigns work to direct reports;
• Monitors reports on the division’s productivity for service improvement decisions;
• Appraises/evaluates direct reports on performance.

Working Conditions:

• Works in an office environment with regular local travel for the Fund’s related events to manage service.