Vacancies at Colleges and Institutes Canada

Job Summary

The Monitoring, Evaluation and Learning (MEL) Officer is expected to support CICan project MEL for Young Africa Works in Kenya-TVET and KBEST, including data collection, entry, analysis and research in collaboration with teams in Kenya and Canada.

The Officer will work under the direction of the Nairobi-based MEL Specialist, in close collaboration with the Kenya-based Senior Technical Advisors (STAs) for both programs, to support the development, planning and implementation of program activities, and coordination of day-to-day work. The Officer is also expected to work closely with Canadian-based staff including the Managers of Operations, STA, Senior MEL Officer, Senior Program Officer, Program Officers, and Administrative staff.

The position is expected to involve some travel within Kenya.

Responsibilities

• Support the implementation of the monitoring and evaluation framework for Young Africa Works in Kenya-TVET
• Support the development of the KBEST Project Implementation Plan, including revisions to the program’s Logic Model and Performance Measurement Framework, including the development of relevant indicators and targets.
• Support the development and roll out of project data systems.
• Support the development of research and learning information systems.
• Support the use of appropriate quantitative and qualitative instruments for data collection and analysis.
• Carry out data entry and analysis using necessary software where applicable.
• Ensure that data collected through MEL processes is reliable, accurate and complete to the extent possible in the project context Ensure that tools in use meet the needs of the projects and that CICan staff and partners have the capacity to utilize them effectively for monitoring progress towards outcomes reporting
• Generate reports from datasets including data visualization (charts, tables, etc.).
• Synthesize analyzed data into succinct summaries for including in resulting reports.
• Support MEL reporting for quarterly, mid-year and annual reports for both programs by reviewing partnership narrative reports to synthesize data.
• Ensure project data quality management through execution of regular data quality audits and onsite verification exercises Provide support to external evaluation processes.
• Support partnerships and partners with all aspects related to optimal functioning of monitoring and evaluation systems and procedures.
• Assist the MEL Specialist in training staff and partners in use of data gathering tools and strengthening the MEL capacity of implementing partners.
• Support regular reflection and analysis of Young Africa Works and KBEST project monitoring information that feeds into project learning for adaptive management
• Support and improve feedback forums on a regular basis to share learning across within the team and advise decision makers on the improvements to activity design and implementation processes.
• Perform other duties as may be assigned from time to time.

Reporting

The employee will work under the direction of the MEL Specialist, in close collaboration with project STAs in the CICan Kenya Office and Ottawa-based Managers of Operations for both projects.

Qualifications

• Full fluency in English and Swahili.
• Kenyan citizen or legally permitted to work in Kenya. Note: CICan will not provide a work permit or sponsor individuals.
• Bachelor’s degree or higher in MEL, economics, public policy, political science, international development or a related field.
• At least 3 years of professional experience working on MEL on international development/ cooperation projects, ideally in the education or TVET sector.
• Strong analytical skills with the ability to collect, organize, analyze, and disseminate significant amounts of information.
• Experience in mobile/ digital data technology (Kobo/ODK/ONA preferred) and surveys.
• Proficiency with MEL and statistical analysis software (strong proficiency in PowerBI will be an added advantage).
• Experience conducting research, entering and synthesizing primary and secondary data.
• Experience in conducting data quality audits
• Excellent communications and writing skills – able to express complex information in a simple and succinct manner in English and Swahili
• Experience of developing performance indicators; conducting routine monitoring of data for donor-funded projects; and conducting participatory or impact evaluations.
• Experience working with an international team.
• Demonstrated competence in the planning, implementation, administration, and reporting of donor-funded projects, ideally with experience with the Mastercard Foundation or Global Affairs Canada.
• Excellent organizational, communication, and interpersonal skills.
• Ability to work both independently and collaboratively on a team.
• Strong writing, computer, and data skills.

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Job Summary

Reporting to the Office Manager, the Procurement Officer is responsible for communicating with supplier community and procuring project material and services. She/he will solicit and advertise the procurement requirements to suppliers and carry out procurement practice with integrity through fair and open competition. In addition, the Procurement Officer will demonstrate compliance with applicable requirements (CICan and donor policies and procedures) and ensure that the technical efforts in procurement adhere to the standard operating procedures and good business practice. She/he will support the timely and effective implementation of projects’ technical scope of work and aligned to the global or regional agreements where available. The day-to-day tasks of this position encompass all aspects of supply chain from supplier identification to delivery and post procurement support for the CICan Office in Kenya and all projects being implemented in Kenya. CICan is working with a procurement consultant on equipment procurement for CBET courses being launched at partner TVET institutions and the Procurement Officer will provide support on this, as needed.

As a project team member, the position is responsible to contribute to issues resolution, resources, planning and procurement. The position may involve occasional travel within Kenya.

Duties and Responsibilities

• Maintain Procurement Standards and Promote Compliance: Maintain procurement standard operating procedures in compliance with corporate policies, contractual terms, donor’s regulations and other requirements as well as ensure that team members are aware of and understand procurement policies and procedures and support compliance of the same.
• Coordinate Procurement Planning: Provide information for the development of procurement plans and strategies across the CICan Office in Kenya.
• Supplier Selection: Develop criteria for supplier screening, evaluation and shortlist.
• Supplier Database: Maintain a database of pre-qualified suppliers as per procurement guidelines, as well as track contractual agreements.
• RFQs: Develop specifications for various requirements to be included in request for proposals and requests for quotes, solicit quotes and proposals from vendors. Prepare bid documents, evaluation matrix, and bid analysis.
• Negotiations: Identify key negotiation parameters for procurements pertaining to the industry, supplier cost and quality data to aid the evaluation and negotiation of payments and credit terms for all suppliers.
• Procurement Documentation: Prepare procurement documentation such as requests for proposals, requests for quotes, bid documents, purchase orders, terms and conditions, and supplier and consultant contracts. Finalize purchase orders and contracts for approval in line with delegated signature authority.
• **Record keeping:**Maintain files for each procurement with related documents such as purchase orders, quotations, correspondence, evaluations, Goods Received Notes and any other accountable documents. In addition, ensure that all documentation pertaining to each procurement is complete before making payment requisition requests.
• Quality of Goods & Services: Maintain vendor quality standards by ensuring delivered items match required quality, quantity and scope, resolve delivery or performance issues, including discrepancies between purchase orders and items/quantities shipped or received. Ensure the equipment purchased is delivered on time and is assembled at place of delivery, if needed.
• Reporting: Prepare periodic project procurement reports for each project with a focus on: RFQ, PO and contract procurements, spend analysis, vendor, category, unit spend and any other relevant metrics.
• Custodian of Assets: Maintain asset management records and accounts for all property that is provided, purchased, or acquired for project activities. Maintain a custodial receipt system for property that is issued to project personnel, Kenya Office staff or retained in storage.
• Guidance on Policies: Provide supervisor with timely technical advice and recommendations on the full range of procurement issues.
• Document Templates & Terms: Use contract terms, conditions and clauses, and requirements in accordance with CICan corporate policies. Document any related standard templates to ensure clarity to processes and procedures as well as protect the interest of the organization.
• Perform other duties as needed.

Qualifications:

• Fluency in English and Swahili.
• Kenyan citizen or legally permitted to work in Kenya. Note: CICan will not provide a work permit or sponsor individuals.
• Bachelor's Degree in Procurement and/or Supply Chain, Business Administration, Commerce or any other business-related degree. Professional qualification in purchasing / Diploma from Chartered Institute of Purchasing and Supplies (CIPS) or equivalent certification.
• Minimum five years of experience in Procurement and Inventory Control in Kenya.
• Some working experience working in a donor-funded program environment of an NGO will be an asset.
• Ability to establish and maintain effective linkages with both internal and external partners.
• Strong computer skills, including demonstrated ability using Microsoft Office Suite.
• Ability to work independently and collaboratively on a team.
• Strong analytical skills with the ability to collect, organize, analyze, and disseminate significant amounts of information.
• Demonstrated punctuality, attention to detail, professionalism, patience, and an overall outgoing and positive attitude.
• Excellent interpersonal skills, exhibiting grace under pressure, able to bring together diverse groups of people.
• Flexible, adaptable, and able to execute a range of job duties and changing priorities concurrently.
• Excellent verbal, written, and presentation skills with the ability to articulate information to a variety of constituents across cultures.
• Professional maturity, sensitivity with different cultures, and impeccable integrity that exemplify the CICan’s values.

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Job Summary

CICan Kenya seeks a Subgrants Officer who will be responsible for day-to-day oversight and management of applied research partnership grants and mentorship funds provided to CICan’s subgrantee public partner TVET institutions. These subgrants will support approved activities at partner institutions.

The Subgrants Officer should be an individual experienced in grants management, reporting, and compliance. Excellent communication and organizational skills are essential in this role. The Subgrants Officer will be the focal point for in-country correspondence and report submissions with Kenyan subgrantees related to applied research grants and mentorship funds. In addition, the Subgrants Officer will coordinate and manage any due diligence requests on behalf of the project, and in coordination with the Canadian office and bring forth issues in a timely manner, as needed, to the project management team for review and/or discussion.

The Subgrants Officer will report to the Admin/ HR Manager. He/she will work collaboratively with the program team and the finance and operations team. The position is expected to involve some travel within Kenya.

Duties and Responsibilities

• Maintain in-depth knowledge of CICan internal policies and donor rules and regulations pertaining to subgrants, and monitor the subgrants for technical, financial and administrative compliance throughout the project implementation period
• Coordinate, in collaboration with the Senior Technical Advisor and Admin and Finance Officers, timely and quality review and processing of subgrantees vetting, assessments, and proposal evaluation
• Draft subgrantee agreements, amendments, and modifications and coordinate their review with the CICan team.
• Ensure all subgrantee report deadlines and submissions are being accurately tracked and communicated to subgrantees in order to be met.
• Work collaboratively with the subgrantees to ensure financial and narrative reports are submitted on-time, providing support as needed, in report coordination and collation
• Review subgrantee reports prior to official submission to CICan for coherence and accuracy, ensuring high-quality, well-written, and timely reports meeting donor and CICan requirements. Review and ensure all supporting documents for expenses incurred are submitted with the reports
• Monitor implementation of applied research subgrant activities by tracking activities against workplans and flagging potential issues to program management team
• Monitor subgrantees budgets and ensure timely follow-up of action items surfaced and escalate issues, as needed to the program management team, for resolution and successful implementation of activities
• Coordinate information on subgrantee targets and results achieved with the Monitoring, Evaluation, and Learning team for reporting purposes and keep abreast of progress against targets/indicators
• Lead capacity development of subgrantee staff to ensure that they have the skills and knowledge to write narrative and financial reports
• Assess the financial management capacity of subgrantees and lead capacity development of subgrantee institutions to ensure that they have the financial systems and processes to support the implementation of subgrants
• Ensure that partners have updated records and documents for all subgrants and that partners are provided information on changes to financial regulations or relevant communications, where applicable
• Ensure meetings with subgrantees are regularly conducted for all current subgrants and that they are documented, and action points are disseminated and followed-up in a timely manner
• Ensure CICan’s subgrant tracking tools are maintained and are up-to-date and be able to provide updates to Supervisors and other key staff on the status of all subgrant applications, reviews, awards and activity implementation
• Ensure key achievements and challenges related to subgrants are communicated to the program team in a timely manner.

Reporting

The employee will work under the direction of the Kenya-based Admin/ HR Manager in close collaboration with the Kenya-based STA. The employee is expected to work with a high degree of independence and autonomy.

Minimum Qualifications

• Full fluency in English and Swahili
• Kenyan citizen or legally permitted to work in Kenya. Note: CICan will not provide a work permit or sponsor individuals
• Bachelor’s Degree in Accounting, Business or related subject area
• Familiarity with Kenyan public sector financial regulations as applicable to public TVET institutions
• A minimum of 5 years’ experience in grants management, including, but not limited to, experience preparing grants reports for programs, budgets, and reconciliations
• Demonstrated experience managing subgrants (i.e. funds/grants disbursed from donor recipients onwards to in-country subgrantees)
• Demonstrated ability using Microsoft Office Suite, especially Excel where advanced knowledge is expected
• Demonstrated competence in the planning, implementation, administration, and reporting of donor-funded projects
• Ability to prioritize and organize work effectively and efficiently under pressure and tight deadlines
• Ability to establish and maintain effective linkages with both internal and external partners
• Ability to work independently and collaboratively on a teamExcellent organizational, communication, and interpersonal skills.

Preferred Qualifications

• At least CPA II or equivalent qualification is preferred
• Experience working on international development projects with an international organization is desirable