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    • Job Openings at CARE

    Posted: Oct 2, 2018
    Deadline: Not specified
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    Women’s Voices & Leadership Program Manager

    Job Details

    REF: WVLPM-09-2018

    Women's Voices & Leadership Program Manager of CARE in Kenya is responsible for the comprehensive management of the WVL project, including all aspects of human resource management, activity coordination, results reporting, budget oversight and program quality.

    The Program Manager/Advisor steers the project’s strategies for working on feminist organizational development in collaboration with WROs from multiple regions across Kenya. S/He will form and maintain strong collaborative and participatory relationships with women’s rights organizations, will oversee project activities that support women’s rights organizations in their internal organizational development and will ensure that appropriate technical linkages are created to strengthen WRO programming. The Program Manager/Advisor is responsible for positioning CARE as a convener, collaborator and relationship builder vis-à-vis women’s rights organizations, while supporting staff to link WROs to the technical skill they need to grow their organizations. The Program Manager/Advisor may also be called upon to provide some limited technical or program quality advice in areas such as: diversifying funding relationships, financial and human resource management, organizational strategies and governance, women’s rights awareness raising, forming feminist alliances, and related policy and advocacy campaigning.

    At the same time, the Program Manager/Advisor is responsible for the daily management of the WVL project, including staff supervision, financial tracking and reporting, results tracking and reporting, and decision making regarding activity implementation. An especial focus will be required on tracking flow-through grants to WROs and on using innovative methods to report project impacts. The Program Manager/Advisor coordinates these activities with the Director of Women’s Empowerment and Transformational Change in Kenya as well as program managers at CARE Canada.

    It is expected that the Program Manager/Advisor will be able to demonstrate a track record of managing complex, participatory partnerships and programs related to women’s rights, civil society capacity building and related issues.

    Tasks and Responsibilities

    R 1: Technical leadership Coordination for all successful project innovations, learning and generation of evidence for outcomes and impact (50%)

    • Provide management oversight to the program, which includes and not limited to; supporting the steering committee, Technical working groups and advisory committee to develop an operational strategy and consolidate the design of the various interventions into the program.
    • Effectively distribute work among staff by ensuring that the staffing plan takes on board considerations for effective duty allocations and that team work is maintained at all times.
    • Lead in the preparation of the Project Monitoring Folder (PMF) (Approved proposal, approved work plan, signed contract, approved budget, staffing plan, procurement plan and update program and financial expense reports) detailed implementation plans, procurement plans, prepare budget tracking and expenditure tools and review them at least monthly and jointly quarterly in liaison with the partners
    • Organize in consultation with the project steering committee, partner inception and planning forums, to facilitate coordination, collaboration and effective delivery of all components of the program.
    • Ensure communication flow is known by all partners and that timely communication for project concerns are shared with project steering team, supervisor and other levels of management while ensuring that all official processes for external communication are adhered to.
    • Establish good working relationship and coordinate with Program stakeholders to facilitate smooth project implementation, nurture support for key program components and successful growth of this program.
    • Supporting in the identification of partnerships with women’s rights movements to better collaborate towards shared goals and elevate the voice of marginalized people
    • Oversee and facilitate the networking, liaising and collaboration activities necessary to provide technical support to WRO team and partners in feminist organizational capacity building. This includes managing the processes of mapping WRO presence, assessing WRO capacity, forming organizational development work plans, linking WROs with each other or with organizations that have requisite technical skills, and providing an enabling environment for feminist advocacy and feminist monitoring and evaluation.

    R 2: Contract and Budget management and Compliance (20%)

    Task

    • Oversee the grants and partnership management implementation, enforcement and compliance to all contractual requirements of the program.
    • Ensure full awareness of donor contractual clauses and develop checklist for clauses that are transferable and ensure these are implemented as conditions in the partners grant agreement.
    • Ensure time bound conditions are reflected by date and a tracking list generated for tracking compliance to conditions and timelines, working with partners as appropriate to ensure conditions are met.
    • Ensuring partners’ capacity assessments are done and where need be, improvement plans are inbuilt into partner contracts.
    • Ensuring that partners are fully aware of the interpretations of the contract clauses as per the contracts signed with CARE to enhance compliance and minimization of risk.
    • Ensuring timely identification of risks and communicate these in writing to CARE’s management through the designated supervisor
    • Ensure partners are oriented on the operational and grants accounting manual, sub grants and partnership management and M&E plans to ensure effective compliance to terms and conditions as well as systems and processes.
    • Prepare, revise and in a timely manner operationalize procurement plans for the program.
    • Review all project financial reports submitted by finance on a monthly basis while providing timely feedback on all aspects to enhance proper and efficient utilization of program funds, explaining budget burn rates against planned activities/expenditure plans
    • Prepare and manage project assets and inventory held by the CARE and partners as per donor requirements and CARE Kenya policies and regulations.
    • Support and coordinate preparation of the audits of partners annually in consultation with finance department and Girls Empowerment project team and support SM in planning and responding to program audit queries.

    R3: Program Monitoring, Evaluation and Reporting (20%)

    Task

    • Facilitate the collaborative development of a comprehensive M&E Plan, Detailed Program Implementation Plan and Operational Plan together with the project steering committee, the program team and partner WROs.
    • Support in organizing M&E strengthening workshop for implementers and using the results of the workshop, finalize the Capacity building plans on M&E.
    • Support in the development of action plan for operationalizing the M&E plan for Project.
    • Support in mentorship of the partner M&E staff to support the development of the M&E system
    • Review M&E reports from partners and in accordance to contracts and develop a system for validation of information provided by partners.
    • Organize and oversee field visits and monitoring plans for ongoing monitoring and review of ongoing project activities; with a view to ascertain that activities are ongoing and that results and outputs shared with CARE are genuine and within approved priorities funded, which will be used to make decisions concerning revisions/adjustments to sub recipient contracts.
    • Develop management program progress update reports.
    • Support in the organization of partner review meetings taking into consideration performance review by various actors, in order to inform challenges and progress in program implementation.
    • Support in the organization of partner review and sharing sessions for CARE and partners to present program progress, lessons learnt and best practices to enhance performance Program grant

    R4: Staff management (10%)

    Tasks

    • Supervise staff, while ensuring that they fully understand their responsibilities, work as a team and deliver on their tasks in a timely manner.
    • Ensure staffs have detailed implementation plans and these are reviewed and updated regularly with feedbacks provided on areas requiring improvements.
    • Guide, supervise, coach, manage, mentor, provide leadership and support to the project staff on a day to day basis to meet program tasks and responsibilities, to deliver within contractual obligations.
    • Support hiring of competent staff and orient them in a timely manner to implement in line with contractual obligations and CAREs policies and procedures.
    • Support staff to develop Individual Operating Plans for purposes of strengthening their performance and the performance of the program.
    • Undertake annual staff appraisal in line with JD and IOP requirements on a timely manner.
    • In a timely manner notify and consult the supervisor and human resource department and CAREs management on any staff concerns related to their conduct, performance, confirmation and disciplinary issues while ensuring that policies and procedures are adhered to.

    AUTHORITY:

    • Spending Authority:
    • Decision Making: Decision making on core JD areas of Program Coordination, Contract Management, Compliance and Budget management, Program monitoring, evaluation and Reporting. Staff management, Technical Assistance, Lessons Learnt and Knowledge sharing in consultation with the Health Program Director.

    CONTACTS/KEY RELATIONSHIPS (internal & external):

    Internal: Works closely with the program team, CO program quality unit,, M&E Coordinator and Grants and Partnership Manager, and Country Office M&E Specialist, Country Office Grants and Partnership Manager and other Program Support Units: Internal Audit, Finance, IT, Administration/ procurement, and Human Resources.

    External: Liaison with key Project Stakeholders in the country including: project partners (sub-recipients) and key strategic partners. The position also interacts with other external parties e.g. auditors, consultants. Etc.

    WORKING CONDITIONS:

    Normal working conditions in a city setup. However the employee may have to contend with traffic congestion during peak hours. The employee will also undertake frequent field visits to project locations including remote areas and therefore has exposure to road and air travel risks and security risks.

    QUALIFICATIONS:

    Education: Degree in Social Sciences, Gender and development studies or other relevant discipline coupled

    Experience:

    • Minimum of 5 years experience in results-based program management, preferrably using funding from bilateral donors such as USAID, GAC, DFAT or the EU.
    • Demonstrated track record managing programming related to a combination of women’s rights, civil society capacity building, women’s empowerment, civil society coalition building, rights advocacy and civil society strengthening. Experience in feminist movement building or feminist organizational development is an asset.
    • Demonstrable experience in initiating and managing effective partnerships with government, WROs, CSOs, private sector and other stakeholders.
    • Proven track record managing budgets, flow through funds, grants, and sub-contracts. Proven track record using results-based management to record and report on project impact.
    • Strong skills coaching teams to facilitate, collaborate, network and train trainers. Demonstrated abilty to create an enabling environment in which groups are able to identify and work towards their own strategic goals.
    • Demonstrated ability to strengthen the operations and strategic direction of civil society organizations. Ability to coach staff and partners to develop and implement monitoring and evaluation plans

    Competencies:

    • Strong staff and program management skills
    • Demonstrated ability to foster transparent, accountable relationships with donors and partners.
    • Ability to foster and strengthen egalitairan partnerships amongst civil society actors
    • Demonstrated ability to come to “win-win” resolutions when faced with program quality and operations issues. Ability to troubleshoot and to negotiate positive outcomes from competing interests. .
    • Capacity to troubleshoot and successfully resolve issues related to budget and grant management, staff management and competing partnership agendas.
    • Excellent inter-personal, facilitation skills and communication skills
    • Ability to build and maintain trust amongst teams and amongst diverse partners.
    • Person of professional integrity Strong value for gender equality and women’s rights.

    go to method of application »

    Grants and Partnership Coordinator

    REF: GPC-09-2018

    JOB SUMMARY & PURPOSE:

    The initiative “Women’s Voice and Leadership Program – Kenya” will be implemented over a five-year period by CARE in Kenya. This initiative aims to contribute to gender equality and the increased enjoyment of human rights by women and girls in Kenya by improving the management, programming, and sustainability of local women’s rights organizations (WRO), enhancing their ability to deliver quality services, and increasing the effectiveness of Kenyan women’s rights platforms. The objectives of this program directly feed into Global Affairs Canada’s Women’s Voice and Leadership program, complimenting other programs by demonstrating and documenting good practice in WRO convening and accompaniment, by building intergenerational alliances within the women’s rights movement, by incorporating aspects of feminist monitoring, evaluation, accountability and learning (MEAL), and by showcasing sustainable methods of supporting and reviving WROs at a particular phase of a social movement.

    This program has been designed based on extensive consultations with Kenyan WRO and feminist practitioners. The initiative has been designed to be implemented under the leadership of the WRO themselves, offering space for them to determine key priorities, selection processes, and results, and will remain flexible to the needs of the Kenyan women’s rights movement. This initiative will support approximately 20 women’s rights organizations with multi-year, flexible, operational funding to enable their agendas and capacity development, enhancing their ability to sustain their organizations with additional funding and improve their service delivery. While key results will be contingent on the needs and priorities of Kenyan WRO as they arise throughout the program duration, it is estimated that this initiative will reach an additional 120 organizations and their staff with capacity development activities.

    The purpose of the Grants & Partnership Coordinator position is to support the Women’s Voices & Leadership Program Manager in managing and coordinating all financial aspects of the Program to ensure there is optimal compliance with contract obligations and that partners have capacities to administer the funds, utilise in an accountable manner and report timely. In order to achieve this, the Grants Coordinator, shall support the development of a programs operational and sub grants manual, ensure the operationalization of the program grants management systems; specifically ensure compliance with CARE Kenya’s financial systems and CARE Kenya Operational manuals, support interpretation and enforcement of all contract obligations in partner contracts, technical assistance (TA) and operational budgets; provide on going support and supervision to partners to comply with standard contract clauses to enhance quality program delivery but also compliance, provide technical advise on financial, grants and governance management components during field technical support visits while also implementing technical and capacity building on financial systems strengthening, to ensure sub contractor systems are supportive to Women voices and leadership program contract compliance; identify risks to contract compliance and adress these, while enuring to inform management on timely basis. Where need be, the grants Coordinator shall support the setting up of grants management systems for partners. The grants Coordinator shall support the Women’s Voices & Leadership Program Manager and Grants Manager, in developing grants portfolio performance reports with a view to monitoring and ensuring that CARE and contractor budgets are effectively and timely utilized as per Program work plan and targets, review partners’ financial reports submitted against program targets and partner contract provisions in consultation with program Coordinators; and support preparation of annual partners and audits.

    The Grants Coordinator shall primarily report to the Women’s Voices & Leadership Program Manager – Women voices and leadership program as well as to the Grants Manager. He/She shall get day to day grants management and technical support from the Grants manager while working on operational areas with the Women’s Voices & Leadership Program Manager as well as closely with peer level MEAL Coordinator; shall get day to day management support from program and program support units to support effective administration of the program. The Grants Coordinator shall keep the program team informed of all processes and procedures related to grants performance, including capacity building and institutional support. He/she will work closely with the program manager to understand the technical components which will inform the grants component, support adherance to all financial contract compliance aspects by ensuring that funds are clearly programed and that targets are clearly costed and contracted by supporting partners development and review of budgets to ensure harmony with program performance targets, (financial and program targets), work plan per required timelines, funds utilization is adequately documented, accounted for, reported and cleared. A key indicator of success of the position will be the realization of full contract compliance per partner; that funds are fully accounted for within the program period under which they are utilized; improvement in partners technical capacities in financial and grants management and that the reports to the donor are shared on time as per contract requirements.

    Tasks and responsibilities

    R 1: Grants Coordination, Contract, Compliance and Capacity Building

    • Develop principle recipient WROs contract agreements taking on board conditions of institutional assessments; ensure the contracts are reviewed by Grants Manager and Women’s Voices & Leadership Program Manager and facilitate signing by CARE country director and WROs representative.
    • Develop specific principle recipient WROs grants and contract management work plans and share these with the Women’s Voices & Leadership Program Manager for review
    • Work with partners to ensure the understanding of contractual clauses, support their development of actions (work plan) for implementing conditions in the grant agreement.
    • Support WROs in capacity assessment and contracting of partner WROs.
    • Develop reports and share with Women’s Voices & Leadership Program Manager highlighting risks and challenges foreseen on contract compliance during field visits and upon review of program reports, while identifying, recommending mitigation actions including and not limited to enforcement of contractual agreements, capacity development among others.
    • Document progress made against grants and contracts management work plans and Capacity Building plans on a quarterly basis ensuring to focus on emerging actions for follow ups and improvements.
    • Identify institutional gaps at partner level, discuss and develop conditions per partner and ensure that they are captured in partner contracts with clear timelines for meeting them and provisions for non-compliance, but also technical support required from CARE to improve on partner’s capacities.
    • Develop in consultation with the MEAL Coordinator field monitoring work plans and share these for review by the Women’s Voices & Leadership Program Manager and Grants Manager, and upon approval implement these, with a view to strengthening partners’ oversight, identification of risks and taking actions to minimize risks to grants underutilization and misappropriation.
    • Prepare field grants monitoring reports ensuring that you develop clear action points and timelines for follow up after field supervision visits and share these with the Women’s Voices & Leadership Program Manager and Grants Manager for review and further advice.
    • Proactively and timely identify financial and governance risks of individual partners and communicate these in writing to CARE’s management through the Program and Grants Managers.
    • Implement the operations manual, sub grants management, financial and sub grants policies and procedures to ensure effective CARE’s, partners and sub-contractors compliance to terms and conditions as well as systems and processes.
    • Support the principle recipient WROs to develop funds disbursement requests.
    • Provide technical capacity building for identified capacity building needs during sessions (on-site or workshop sessions) for partners and staff on grants management to enhance grants compliance and performance.
    • Consolidate and share list of program assets inventory held by partners and ensuring reporting as per donor requirements and CARE Kenya policies and regulations.
    • Ensure funds disbursement requests by partners are processed timely to facilitate timely disbursement of funds to partners and as per signed sub grants contracts and CAREs policies.

    R 2: Budget Management and Partner Support

    Tasks

    • Support the program team in preparation and allocation of partners’ budgets, while ensuring that all partner scope is effectively budgeted, and are within approved budgets.
    • With technical support from the Women’s Voices & Leadership Program Manager, support partners in developing and operationalizing the program budget, grants tracking tool, and provide technical training for partner grants officers to ensure that all activities are accounted for in a timely manner.
    • Provide training and support to partners in budget tracking, cash advance management, procurement and reporting.
    • Provide training support to the Program team in the utilization of grants management templates and provide technical support during ongoing implementation to ensure effective CARE and partners’ budget management.
    • Undertake monthly review of budget utilization by partners and flag areas of under/overruns.
    • Support timely preparation of donor financial reports and all expenses incurred by partners and ensure they are dully accounted for before submission of reports to donors.
    • Provide support to partners for timely response to budget queries
    • Ensure effective implementation of all CARE financial and operational and administrative policies and procedures while undertaking budget management roles.
    • Attending program coordination meetings as shall be advised and as shall be relevant and upon consultation with line manager.

    R3: Program Grants monitoring, evaluation and Reporting

    Tasks

    • Support the development of grants monitoring tools such as relevant forms and indicators for measuring compliance, field grants monitoring forms, budget tracking tools’, procurement plans and costed work plans and utilizes these in effecting monitoring and evaluation of performance of the grant to ensure optimal utilization and success of the program.
    • Support the development of progress monitoring reports on grants performance
    • Monitor partners’ utilization of grants monitoring tools developed for use by CARE and partners for the program and shares these reports
    • Review partner reports for accuracy and compliance and share timely feedback on any questionable costs/activities.
    • Review monthly expenditure statements generated by finance and advice on any adjusting journal entries.
    • Ensure timely submission of financial reports to CMP and donors as per contract requirements.
    • Support the Women’s Voices & Leadership Program Manager in the development of TORs for program evaluations and financial capacity building sessions to ensure that grants and financial components are well articulated;
    • Support technical review of consultancy applications ensuring that concise assessment criteria is developed and operationalized;

    R4: Partnership Strengthening, Technical Assistance, Knowledge management and learning

    Tasks

    • Support Women’s Voices & Leadership Program Manager in organizing partner review meetings while developing key points and grants performance review presentations to various actors in order to inform challenges, lessons learnt and promising practices for purposes of improving performance and knowledge sharing in the program.
    • Identify and program financial and governance related technical assistance needs for adressing capacity weaknesses based on capacity assessment reports and field technical support sessions; and support the development and implemention of capacity building (CB) and technical assistance (TA) plans.
    • Coordinate with other CARE Kenya program and Women’s Voices & Leadership Program Managers in informing learning and improvements on grants performance, partnerships coordination among key areas of institutional development.
    • Support the development of a system to identify and document grants management promising practices at the start of the program, organize partner review and sharing sessions, present program progress, lessons learnt and best practices to enhance the learning agenda in the Women Voices and leadership.
    • Support CARE’s achievement of strategic interventions as outlined in the strategic plan, program principles and other frameworks.

    AUTHORITY:

    1. Spending Authority: N/A

    2. Supervision: N/A

    3. Decision Making: Decision making on core JD responsibilities of Grants and Contract coordination and Compliance, budget management, grants monitoring, evaluation and Reporting, capacity building and technical assistance for their portfolio of partners in consultation with the supervisor.

    CONTACTS/KEY RELATIONSHIPS (internal & external):

    • Internal: Works as a peer and closely with finance Coordinators/officers to manage partners and technical support and technical supervisory support of the Grants Manager and Women’s Voices & Leadership Program Manager; seeks technical support from the sector managers, finance department especially the finance Manager. The position also works closely with the audit and compliance unit staff.
    • External: The position offers day to day support to the partners in grants management, financial reporting, and technical assistance related to grants management. The position also comes into contact with other external parties e.g. auditors and program stakeholders.

    WORKING CONDITIONS:

    • Normal working conditions in a city setup with significant (over 50%) travel to county program sites. The employee may have to contend with traffic congestion during peak hours in Nairobi. The employee will undertake frequent field visits sub-recipients program locations (over 50%) to verify financial information reported by partners and to Coordinator technical support and supportive supervision. This includes travel to remote areas and therefore has exposure to road travel and security risks.

    QUALIFICATIONS:

    Education:

    • Bachelor’s degree in finance/accounting and CPA-K. Trainings on financial management and donor regulations are highly desirable.

    Experience:

    • At least 3 years of experience in similar capacity in grants making programs in reputable Non-Governmental organizations.

    Competencies:

    • Familiarity with Financial systems and procedures and various donor rules and regulations.
    • Demonstrable program budget and grant management skills and experience
    • Ability and experience to develop and implement grant performance management and monitoring plans
    • Excellent inter-personal, facilitation skills and communication skills
    • Ability to work well in a team and provide staff leadership
    • Person of high moral character and professional integrity
    • Must expressly be supportive to girls and women’s empowerment
    • Training and facilitation skills Coaching and mentorship skills

    Method of Application

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