Job Opportunities at Centre for Health Solutions – Kenya (CHS)

CHS is currently sourcing for a high calibre, self-motivated and dynamic individual to fill the position of Contracts and Grants Officer 

Overall Job Function: Reporting administratively to the Program Director and functionally to the Contracts and Grants Manager, this role shall coordinate sub grant management (from solicitation to close out), capacity building partners to enable them effectively manage grant, (through roving accountants and HR assistants) in compliance to donor expectations and organisations rules and regulations.

Key responsibilities

• Coordinate the development of sub awards, amendments and modifications in liaison with the Grants Manager and the program management team
• Verifying the accounting records and project expenses of the sub awardees to ensure accurate financial reporting and compliance with CHS and donor requirements.
• Maintain and update the quarterly pipeline report for the sub awardees and submit this for review by the grants manager
• Prepare and package cost share documentation and submit quarterly cost share reports for various grants as applicable.
• Monitoring management of disbursed funds by carrying out financial site visits and physical verification of assets in custody with the sub grantees
• Support sub grantees to comply with relevant local laws in the course of project implementation and training the sub grantees to understand the terms and conditions of the sub award.
• Support sub grantees during preparation for external project audits by ensuring document adequacy and their readiness.
• Carry out pre-award assessments for potential sub grantees and submit a pre-assessment report to the Grants Manager for review
• Provide budgeting support during grants proposal writing as well as costing annual work plans for various grants during program implementation
• Assist and support sub grantees on successful close out procedures as per donor requirements and CHS policy

Qualifications and skills required

• A Bachelor’s degree in Business Administration, Finance, Accounting or its equivalent.
• Professional qualification in CPS (K) or a diploma in LLB will be an added advantage.
• Three years relevant experience in sub award, grants management and reporting within the NGO sector
• Experience in working with county health structures and US government health-funded programs
• Excellent writing, communication interpersonal skills and a proven ability to work in a team
• A good understanding of budgeting, financial accountability and financial reporting and general numeracy.
• Basic computer skills in word processing, spreadsheets, power point presentations, and the internet.

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Key responsibilities:

• Implementation and interpretation of Human Resources policies, procedures
• Capturing of employees information in the human resources information systems
• Facilitation and recruitment, selection, promotion, induction, disciplinary and termination processes in the organisation
• Maintenance of staff contractual documents
• Coordinate general staff meeting and maintenance of open communication culture
• Administration of employee pension schemes and gratuities
• Management of leave, attendance (timesheets) and interdepartmental transfer
• Provide monthly input into the payroll for salary processing ( new staff details )
• Participate in preparation of annual training calendar for staff and monitoring staff training
• Coordinate the implementation of employee welfare and wellness services including medical schemes, insurance, security, work life balance
• Implementation of organisation change processes for optimal and efficient delivery on organisation strategic plan
• Work with the HROD Manager to develop, promote facilitate and sustain an organisational with the organisation with all its constituents parts and partners

Person Specifications

• Bachelors’ degree in Social Sciences/Human Resource Management or Business Administration or its equivalent from a recognised University;
• Diploma in HR Management or its equivalent from a recognised institution;
• Satisfactorily served as HR assistant or comparable position with similar responsibilities in similar organisations for a minimum period of three (3) years
• Good knowledge of Kenyan Labour laws and Employee Relations Systems

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• Ensure timely logistical and administration support and participate in organising meetings
• Ensuring an appropriate diary/calendar of events is maintained including those of training events, relevant meetings, and is shared widely
• Ensuring office utility payments and functionality including internet, telephone among others.
• Ensuring travel logistics support to the office and field officers
• Ensuring management of CHS vehicles
• Ensuring all office staff are abiding by organisation’s travel and safety regulations
• Ensure organisation of the reception and providing superior customer service to all clients
• Ensure accurate maintenance of boardroom calendars and provision of meeting logistics
• Ensure proper management of PABX machine
• Ensuring accurate information management including proper documentation of all meetings, workshop/conference, project vehicles activities including maintenance

• Bachelor’s Degree in any business related field or its equivalent
• At least three years progressive experience in office management preferably with a health-orientated NGO
• Proficiency in MS Office tools and office automation solutions
• Certificate in Secretarial duties or front office operations is an added advantage

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• Overseeing the development, management and implementation of an evidence based mobilization strategy for the VMMC program.
• Use innovative methods of formative research and social marketing to ensure mobilization and demand creation is appropriate to the target population.
• Develop, together with mobilization officers, sub county specific mobilization strategies for continuous MC client flow and provide technical support to the Mobilization officers.
• Develop and monitor implementation of the VMMC demand creation work plans.
• Supervise the financial monthly demand creation/mobilization expenditure and ensures timely liquidation and compliance to the approved budget.
• Collaborate with PEPFAR funded social-marketing organizations to ensure a comprehensive approach to mobilization and demand creation.
• Determine the necessary IEC/ BCC messages required and coordinate with other national and county MC communications working groups to ensure messages and materials developed are relevant.
• Participate in the national and county VMMC communications working group to ensure harmonized coordination of messages with other partners.
• Provide technical assistance to the sub county Mobilization officers with planning and facilitation of training on VMMC mobilization strategies using the key messages developed by the national &county technical workgroups on VMMC demand creation models.
• Oversee training and mentorship of mobilization team including evaluation of the performance of demand creation department.
• Ensure adoption and compliance to national VMMC strategy on communication and mobilization
• Prepare monthly VMMC demand creation budget, monthly summary operations report and quarterly comprehensive operations report
• Any other official duties assigned by the VMMC Technical advisor or Program Director

• Degree in Social or Health Sciences
• Four years experience in coordinating VMMC social mobilisation and demand creation activities
• Masters in Social Sciences or Public Health is an added advantage

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• Ensure documentation of all transport trips done.
• Ensure cleanliness, safety and security of the vehicle at all times
• Ensure compliance to traffic regulations.
• Ensure safe delivery of supplies to various facilities as and when required including loading and unload delivery goods
• Ensure proper documentation of all driving records (i.e. mileage and gas receipts)
• Performing simple vehicle maintenance (i.e. cleaning interior and exterior, taking vehicle for state inspections, filling tires with air, etc.)
• Ensure consistent communication with supervisor on vehicle performance and if there are any vehicle problems
• Ensure up to date insurance of the vehicle is maintained
• Ensure compliance to CHS travel and HR policy in relations to handing of the vehicles

• Minimum KCSE qualification
• Valid Kenyan driving license Class ‘BCE’ free of endorsement
• Certificate in defensive driving
• A certificate of Good Conduct
• At least five years’ driving experience and good knowledge of the regions.