Vacancies at Chemonics

Principal Duties and Responsibilities

• Provide logistical and technical support to the county health management team (CHMT) and sub county health management team (SCHMT) to ensure uninterrupted supply of health commodities.
• Support the MOH staff to promote good commodity management practices at county, sub-county and facilities levels through supportive supervision, data reviews, supply chain audits, on-job-training and mentorship.
• In collaboration with the county health management team (CHMT) and the Commodity Security TWG, plan and implement effective strategies to promote efficiency in supply chain for health commodities in the focus counties
• Collaborate with other USG implementing partners to leverage on expertise and resources in support of supply chain activities in focus counties
• Roll out and support Afya Ugavi’s innovations such as the Health Commodities Dashboards. Generate monthly dashboards for malaria and FP commodities and upload to the designated platform within the set timelines.
• Work closely with the county and sub county pharmacists to monitor malaria, family planning and HIV/AIDS indicators through the Health Commodities Dashboards and other applicable platforms and implement appropriate interventions for performance improvement
• Prepare work plans, budgets and ensure timely submission for approvals; ensure that budgets are aligned to the amounts in the AWP.
• Provide timely feedback on issues of concern to both internal and external customers.
• Contribute to Afya Ugavi Project activity communications including development of success stories; drafting, editing and finalizing regular quarterly and annual project reports as required by USAID and the Kenyan Ministry of Health.
• Alert the supervisor, or other senior leadership, immediately of all issues and problems that have the potential to undermine project success and/or endanger the well-being of project employees.
• From time to time participate and represent Afya Ugavi in the USAID PMI/ POP/ PEPFAR implementing partner forums and share progress reports as well as identify areas of collaboration
• Support Afya Ugavi Project activity operations research and monitoring and evaluation activities, including supporting the collection, quality control and use of available data to inform strategic and implementation decisions
• Training, mentorships and on job training (OJT) of health facility staff and sub-county and county staff on ITNs management.
• Establishing and maintaining the county relations on behalf of the organization by supporting and participating in the relevant malaria program meetings
• Support in development of distribution, mentorship, reporting and supervision tools.
• Coordinating collection and compilation of periodic ITN program reports
• Work with County Health Managers to ensure ITN distribution is captured in the source & summary tools and ultimately on KHIS.
• Periodic coordination of distribution of nets to the general public through mass net campaigns.
• Maintain an up to date reporting records of all the health facilities within the officer’s jurisdiction.
• Ensure product availability and proper recording of all nets issued at all enlisted health facilities and relisting of health facilities after blacklisting
• Represent, articulate and ensure organization’s interests are protected in key stakeholder’s forums and other MOH meetings;
• Maintain good relations with CHMTs, SCHMTs and other stakeholders in the region, particularly for Malaria program related interventions;
• Maintain a good knowledge and understanding of all office rules and procedures as set forth in the field office policy manual.

Level of Effort and Location

• The location of assignment is in the Project’s County of operation with extensive travel in the neighboring counties.

Supervision

• The County Coordinator will report to the Activity’s Technical Officer or designee.

Note: This position is open to Kenyan Nationals only.

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Principal Duties and Responsibilities (Essential Functions)

Operations:

• Oversee operations and project logistics of the Nairobi office physical spaces, general workspaces and ensure administrative staff perform efficiently.
• Assist with the organization of meetings and events on and off site as directed, which may include setting up of rooms, arranging catering and refreshments, ensuring the necessary equipment is in place and functioning, taking minutes where necessary, and the preparation of papers for distribution.
• Procure, maintain, and organize all office space supplies to meet work demands of Project’s staff and partners.
• Ensure that operational functions are established and maintained in accordance with Chemonics policies and procedures.
• Establish and maintain complete inventory and accountability of all Project’s property and insurance coverage in coordination with the Operations Director. This includes asset tagging and disposal.
• Ensure management of vehicle fleet is in line with the organization’s standards; ensure that appropriate allocation and safe use of vehicles is achieved throughout and ensure servicing and maintenance schedules are adhered to.
• Manage internal controls and security system to reasonably ensure the safeguarding of all Project’s inventory.
• Share travel itineraries/information with PMU on weekly basis via daily so that both FO/HO are aware of staff travel and so that appropriate evacuation/medical coverage is in place for travelers.
• Provide assistance in meeting deadlines, daily office functioning, and supportive supervision functions.

Human Resource and Compliance:

• Assist with HR compliance and documentation, recruitment needs by placing ads, reviewing CVs, organizing interviews. Prepare draft employment agreements and answer any questions.
• Ensure proper organization and timely filling of HR related documents in both hardcopy and in sharepoint.
• Support the review and managing of contracts with suppliers and staff and ensure compliance with Chemonics procedures and relevant country laws.
• Provide strong organizational leadership (on-the-job mentoring, coaching, capacity development, change management) for direct reports and you foster good relationships with and between partners and teams, supporting a positive organizational culture.
• Ensure Policy Manual templates are up to date, in use, and shared with all staff and that policies and procedures are being enforced per the manual and help answer any staff queries related to personnel/administration/finance on the project.
• Supervise the Project Assistants, Administrative assistants.

Procurement:

• Support in the review of Terms of Reference, and RFQs/RFPs, advertise and receive proposals for various procurements
• Support in the evaluation of proposals and selection of vendors/service providers for various services.
• Coordinate receipt of, and verification of documents for requisition of services to ensure adherence to procurement policies and guidelines.
• Support in the solicitations of quotations from suppliers and negotiate for best prices and value, review of and prepare of comparative bid analysis with recommendations & justification and facilitate approval
• Support in the vendor/supplier pre-qualification exercise & coordinate service tender/Request for Quotation (RFQ) processes.
• Liaise with Finance department to ensure timely processing of utility bills, goods and services payments, VAT claims and DA1 forms for procured goods & services (in case of tax exemption/refund claims).
• Any other assigned duties.

Qualifications and Salary

• University Degree in Business Administration, Procurement or Human Resource. Certification in HR will be a plus.
• Demonstrated knowledge of project management practices. Preferably five years’ experience with a USAID contractor in a similar role.
• Fluent English and strong writing skills required.
• Advanced skills in using word processing (Microsoft Word) and spreadsheet (Microsoft Excel).
• Demonstrated ability to live and interact in different cultures required.
• Strong organizational and management skills required.
• Level of Effort and Location
• This long-term position will be based in Nairobi, Kenya with intermittent local in-country travel
• Supervision
• The Operations Manager will report to the Activity’s HR and Operations Director or designee.

Note: Candidates who applied in the original advert are encouraged re-submit their applications if they meet the qualifications. This position is open to Kenyan Nationals only.