Openings at The Veterinary Medicines Directorate

REF NO. 02/2022

Qualifications and Requirements:

For appointment to this grade, a candidate must have:

• Bachelors Degree in any of the following disciplines: Business Administration, Finance, Accounting, Commerce or equivalent qualification from a recognized institution;
• Proficiency in Computer application; and
• Fulfilled the requirements of Chapter Six (6) of the constitution.

Responsibilities:

Duties and responsibilities entail assisting in;

• Preparing payment vouchers and submitting for processing in accordance with the laid down rules and regulations;
• Maintaining registers of documents received and dispatched from the department;
• Maintaining primary records such as cashbooks, ledgers, vote books and registers and preparation of management reports eg imprest and expenditure returns;
• Issuing receipts for monies received;
• Filing payments and receipts vouchers and ensuring safety of accounts files;
• Ensuring safe custody of finance records and assets;
• Maintaining registers of fixed assets, and debtors;
• Balancing and reconciling cashbooks on daily basis;
• Facilitating for withdrawal of cash for office use and ensuring safety of the same at all times;
• Preparing bank reconciliations, cash flow statements and monthly reports;
• Ensuring security of cheques and cheque books
• Processing and filing of statutory returns with the relevant institutions;
• Verifying cashbook, payment and surrender vouchers;
• Reviewing of the monthly staff payroll journals
• Preparing all transfer letters for submission to the bank to effect payments;
• Reconciling ledger control accounts, debtors and creditors ledger accounts; and
• Preparing Audit supporting schedules for audit purposes;

Competencies and skills

• Communication;
• Report writing;
• Analytical

Others

• Scale: VMD 6
• Basic Salary: Ksh 59,500 X4,500-93,500X6,000-99,500
• Terms of Service: Permanent and Pensionable

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REF NO: 03/2022

Qualifications and Requirements:

For appointment to this grade a candidate must have:

• Bachelors Degree in Human Resource Management, Development, Business Administration or Management, Public Administration, Social sciences or any other relevant field from a recognized institution.
• Proficiency in computer applications;
• Fulfilled the requirements of Chapter Six (6) of the Constitution.

Responsibilities:

Duties and responsibilities entail assisting in;

• Updating the leave and absence management master plan and roster;
• Capturing data in the Human Resource Management Information System (HRIS);
• Carrying out periodic data cleansing and compiling HR reports based on the ERP activities;
• Carrying out background checks on all employees on new appointment;
• Ensuring that statutory deductions and reports are submitted as per set guidelines;
• Verifying medical records, processing final dues, opening and closing staff files;
• Maintaining and updating a database for interns and attaché’ applicants;
• Drafting and verifying routine HR correspondences;
• Processing of salaries, allowances, benefits and final dues and payroll administration;
• Collating and analyzing training applications;
• Processing employee recruitment, promotion and exit documents;
• processing of leave applications, sick sheets and sick offs;
• Updating of Staff Medical details, Insurance Agency details and National Social Security Agency (NSSF) records;
• Ensuring compliance with the KRA, HELB, CID, NITA, EACC and CRB requirements for all employees;
• Carrying out leave administration;
• Updating human resource database;
• Analyzing data on work environment and employees’ satisfaction surveys.
• Inducting staff and on-boarding programs;
• Undertaking training needs analysis, projections and developing training programs;
• Developing training materials for in-house courses; and
• Administering performance appraisal, collating performance related data, analyzing and preparing related reports.

Competencies and skills

• Report writing
• Communication.
• Presentation

Others

• Scale: VMD 6
• Basic Salary: Ksh 59,500 X4,500-93,500X6,000-99,500
• Terms of Service: Permanent and Pensionable

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REF:04/202

Qualifications and Requirements:

For appointment to this grade, an officer must have: -

• At least four (4) years relevant work experience in comparable organization;
• Bachelors Degree in any of the following disciplines: Finance, Accounting, Business Administration or any other equivalent qualification from a recognized institution;
• Be in possession of any of the following: - CPA(K), CISA, or their equivalent from a recognized institution;
• Supervisory course lasting not less than two (2) weeks from recognized institution;
• Be proficient in computer applications; and

Fulfil the requirements of Chapter Six (6) of the Constitution.

Responsibilities:

Duties and responsibilities entail: -

• Preparing audit reports, audit test procedures, notifications and request for information memos;
• Conducting risk management reviews of the areas to be audited;
• Preparing risk-based audit plans, programs and schedules including any special tasks and projects requested by the Audit Committee, and Management;
• Performing substantive and compliance testing of accountable records and documents and prepare working papers;
• Evaluating progress and effectiveness of action taken to implement audit recommendations received from internal and external audits;
• Preparing of Audit Programs in line with the Audit Plan and the Audit Committee agreed areas of focus;
• Conducting regular audits (financial, regulatory, compliance or operational review/audits to ensure effectiveness and efficiency of operations, compliance with relevant laws, policies, procedures and best practice;
• Undertaking compliance audits to ascertain the level of compliance with to Statutory and Regulatory requirements;
• Carrying out audit tests on internal controls in all processes and make recommendations for improvement;

Competencies and Skills

• Team building;
• Report writing;
• Communication.

Others

• Scale: VMD 5
• Basic Salary: Ksh 89,000 X 6,000-117,500 X 8,000-133,500
• Terms of Service: Permanent and pensionable

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REF NO 05/2022

Qualifications and Requirements:

For appointment to this grade a candidate must have:

• Bachelors Degree in Procurement & Supplies Management, Business Administration, or other relevant field from a recognized institution;
• Proficiency in computer applications; and
• Fulfilled the requirements of Chapter Six (6) of the Constitution.

Responsibilities:

Duties and responsibilities entail assisting in: -

• Sourcing for goods, works and services as per the procurement law;
• Raising purchase orders for goods and services for approval;
• Liaising with suppliers to ensure timely delivery of goods and services;
• Maintaining and update a list of prequalified suppliers;
• Undertaking market surveys to ensure the organization obtains value for money;
• Ensuring safe custody of all procurements records;
• Opening of quotations;
• Opening and evaluation of tenders and quotations;
• Verifying invoices and other documents that facilitate payment to suppliers;
• Maintaining procurement activities register, tender and quotation registers;
• Preparing a list of items for the procurement planning; and
• Providing secretariat services to committees incidental to procurement of goods and services, and disposal of assets.

Competencies and Skills

• Communication.
• Presentation

Others

• Scale: VMD 6
• Basic Salary: Ksh 59,500 X 4,500-93,500 X 6,000-99,500
• Terms of Service: Permanent and Pensionable

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REF NO 06/2022

Qualifications and Requirements:

For appointment to this grade a candidate must have:

• Diploma in Secretarial Studies from the Kenya National Examinations Council (KNEC) from a recognized institution;
• A minimum of four (4) years relevant work experience;
• Certificate in Office Computer applications from a recognized institution;
• Certificate in Secretarial Management Course lasting not less than two (2) weeks; and
• Fulfilled the requirements of Chapter Six of the Constitution.

Responsibilities:

Duties and responsibilities entail; -

• Preparing responses to simple routine correspondences;
• Maintaining office diary and protocol;
• Handling telephone calls and appointments;
• Recording dictation in shorthand form;
• Ensuring security of office records, documents and equipment;
• Attending to visitors/clients;
• Planning and scheduling meetings;
• Providing front office services in the area of deployment; and
• Ensuring security, integrity and confidentiality of data.

Competencies and Skills

• Report writing
• Communication.
• Presentation

Others

• Scale: VMD 7
• Basic Salary: Ksh 45,500 X4,000-75,500 X4,500-80,000
• Terms of Service: Permanent and Pensionable

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REF 07/2022

Qualifications and Requirements:

For appointment to this grade a candidate must have:

• Diploma in Animal Health or equivalent qualification from a recognized institution;
• Registration with Kenya Veterinary Board or equivalent professional regulator;
• Proficiency in computer applications; and
• Fulfilled the requirements of Chapter Six (6) of the Constitution.

Responsibilities:

An officer at this level can perform duties in any of the following areas where Duties and responsibilities entail assisting in: 

Standards

• Developing, and reviewing standards and guidelines for veterinary medicines registration, carrying out inspections, trade and good manufacturing practices;
• Carrying out research to inform development and review of appropriate standards and guidelines in liaison with relevant departments and stakeholders; and
• Sensitizing stakeholders on existing standards and guidelines.

Registration & Licensing

• Evaluating and recommending veterinary medicines new/retention applications for registration;
• Assessing applied variations and providing recommendation in relation to products market authorization;
• Evaluating and responding to appeals and complaints on registration issues;
• Developing, applying and reviewing guidelines for veterinary medicine evaluation and GMP compliance;
• Developing annual registers of manufacturers of veterinary medicines, registered and retained conventional and alternative veterinary medicines;
• Enforcing good manufacturing practice for veterinary medicines manufacturers;
• Screening and recommending veterinary pesticides for efficacy trial.
• Licensing the manufacture, marketing, importation, exportation, advertisement, and sale of veterinary medicines;
• Issuing annual permits for Local Technical Representatives of foreign manufacturers

Compliance & Surveillance

• Implementing policies, guidelines, strategies and standard operating procedures (SOPs) for the Compliance, disposal of unwanted veterinary medicines and testing function;
• Inspecting veterinary pharmacy premises for compliance with laid down standards;
• Monitoring veterinary pharmacy practices for compliance;
• Taking measures necessary to ensure identified non-compliances are addressed;
• Monitoring clinical and non-clinical trials of veterinary medicines by individuals and institutions to be involved in the trials;
• Ensuring adherence to proper disposal practices of expired, damaged, unregistered, fake, counterfeit and other illicit veterinary medicines;
• Ensuring marketed veterinary medicines have market authorization;
• Ensuring appropriate safety measures are put in place in premises that deal with veterinary medicines;
• Ensuring veterinary medicines are stored, labelled and supplied in compliance with the law;
• Documenting exhibits and other evidence concerning violations;
• Appearing and Testifying in courts as required; and
• Participating with other, state agencies as needed in activities related to the enforcement of laws concerning veterinary medicines and premises. 

Trade Facilitation

• Filing returns of veterinary medicines used in Kenya to the World Organization for Animal Health (OIE);
• Compiling Register of Approved Veterinary Pharmacies for publication;
• Compiling trade data on the volumes and types of medicines being imported and exported out of the country;
• Processing permits for importation and exportation of veterinary medicines;
• Licensing veterinary pharmacy practices;

Ports of Entry.

• Verifying import/export documents and inspecting consignments of veterinary medicines at specific ports of entry;
• Impounding illegal, sub-standard and expired veterinary medicines;
• Recommending disposal of impounded veterinary medicines;
• Monitoring the market for and take measures necessary for the elimination of trade in illegal and counterfeit veterinary medicines;
• Conducting surveillance activities to ensure safety, quality and efficacy of veterinary medicines; and
• Overall enforcement of VMD regulations in areas of jurisdictions in conjunction with other relevant Government Agencies.

Competencies and Skills

• Report writing
• Communication.
• Presentation

Otheers

• Scale: VMD 8
• Basic Salary: Ksh 33,500 X 3,500-59,500 X 4,000-63,500
• Terms of Service: Permanent and Pensionable

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REF NO. 08/2022

Qualifications and Requirements:

For appointment to this grade a candidate must have:

• Bachelor’s Degree in Veterinary Medicine or equivalent qualification from a recognized institution;
• Proficiency in computer applications;
• Registration with Kenya Veterinary Board or equivalent professional regulator;and
• Fulfil the requirements of Chapter Six (6) of the Constitution.

Responsibilities:

An officer at this level can perform duties in any of the following areas where Duties and responsibilities entail assisting in: 

Standards

• Developing, and reviewing standards and guidelines for veterinary medicines registration, carrying out inspections, trade and good manufacturing practices;
• Carrying out research to inform development and review of appropriate standards and guidelines in liaison with relevant departments and stakeholders; and
• Sensitizing stakeholders on existing standards and guidelines.

Registration & Licensing

• Evaluating and recommending veterinary medicines new/retention applications for registration;
• Assessing applied variations and providing recommendation in relation to products market authorization;
• Evaluating and responding to appeals and complaints on registration issues;
• Developing, applying and reviewing guidelines for veterinary medicine evaluation and GMP compliance;
• Developing annual registers of manufacturers of veterinary medicines, registered and retained conventional and alternative veterinary medicines;
• Enforcing good manufacturing practice for veterinary medicines manufacturers;
• Screening and recommending veterinary pesticides for efficacy trial.
• Licensing the manufacture, marketing, importation, exportation, advertisement, and sale of veterinary medicines;
• Issuing annual permits for Local Technical Representatives of foreign manufacturers

Compliance & Surveillance

• Implementing policies, guidelines, strategies and standard operating procedures (SOPs) for the Compliance, disposal of unwanted veterinary medicines and testing function;
• Inspecting veterinary pharmacy premises for compliance with laid down standards;
• Monitoring veterinary pharmacy practices for compliance;
• Taking measures necessary to ensure identified non-compliances are addressed;
• Monitoring clinical and non-clinical trials of veterinary medicines by individuals and institutions to be involved in the trials;
• Ensuring adherence to proper disposal practices of expired, damaged, unregistered, fake, counterfeit and other illicit veterinary medicines;
• Ensuring marketed veterinary medicines have market authorization;
• Ensuring appropriate safety measures are put in place in premises that deal with veterinary medicines;
• Ensuring veterinary medicines are stored, labelled and supplied in compliance with the law;
• Documenting exhibits and other evidence concerning violations;
• Appearing and Testifying in courts as required; and
• Participating with other, state agencies as needed in activities related to the enforcement of laws concerning veterinary medicines and premises. 

Trade Facilitation

• Filing returns of veterinary medicines used in Kenya to the World Organization for Animal Health (OIE);
• Compiling Register of Approved Veterinary Pharmacies for publication;
• Compiling trade data on the volumes and types of medicines being imported and exported out of the country;
• Processing permits for importation and exportation of veterinary medicines;
• Licensing veterinary pharmacy practices;

Ports of Entry.

• Verifying import/export documents and inspecting consignments of veterinary medicines at specific ports of entry;
• Impounding illegal, sub-standard and expired veterinary medicines;
• Recommending disposal of impounded veterinary medicines;
• Monitoring the market for and take measures necessary for the elimination of trade in illegal and counterfeit veterinary medicines;
• Conducting surveillance activities to ensure safety, quality and efficacy of veterinary medicines; and
• Overall enforcement of VMD regulations in areas of jurisdictions in conjunction with other relevant Government Agencies.

Competencies and Skills

• Report writing
• Communication.
• Presentation

Otheers

• Scale: VMD 6
  Basic Salary: Ksh 59,500 X 4,500-93,500 X 6,000-99,500
  Terms of Service: Permanent and Pensionable