I Choose Life – Africa (ICL) is one of the leading Non-Governmental Organizations that has contributed greatly to HIV prevention efforts among the youth in Kenya today. The organization works closely with the government, universities and communities and has programs in over 234 institutions (tertiary institutions and high schools) across 23 Counties in Kenya and reaches over 1 million youth annually with behavior change communication messages.
Vision & Mission: ICL's vision is to see a ‘Healthy Africa, Empowered People!’ ICL's mission is to create a movement of individuals that enhance the quality of life for communities through health initiatives, economic empowerment, academic & career mentoring and improved leadership & governance. The organization has programs around five pillars: Health, Economic Empowerment, Education, Leadership & Governance as well asInstitutional Strengthening (HEEL&I).
Job purpose
To provide grants and procurement logistical and administrative support, including but not limited to, review of grant reports, reimbursement of sub-grants, preparation of EoIs, advertisement of tenders, prequalification of suppliers, procurement of good and services in accordance with ICL policy and standards; providing guidance, advice and support to ensure procurement processes are effective, efficient, and ethical and provide the best possible value to the ICL. In addition, support counties in the actualization of their county grants and procurement plans.
Key responsibility
Grants Administration
- Review sub-grant reports and make relevant recommendations on a monthly basis
- Prepare cash requests for grants ensuring amounts requested are reasonable and within approved budgets
- Prepare liquidation reports for grant advances issued and file the same for audits
- Ensure ICL procurement policies and procedures are adhered to when procuring goods and services for sub-grants
- Be involved in budget forecasting, preparation, and tracking to ensure that the budgets are adhered to.
- Carry out grant closures in accordance with laid down procedures and regulations
- Ensure that all project advances and commitments are liquidated and outstanding advances cleared for grants.
- Follow-up on the preparation of refund cheques for any unliquidated advances for grants.
- Work with the grantees to ensure that all inventory documentation is in order
- Prepare relevant close-out documents for approval by the Grants Manager to include, close-out letters and modifications to de-obligate residual funds where applicable
Procurement of goods and services
- Assisting in the preparation and implementation of organizational and project procurement plans
- Managing the procurement process of goods and services in a transparent and ethical manner adhering to different donor regulation e.g. USAID, UKAID/DfID, SIDA, Etc.
- Carrying out price comparisons and ensuring purchase of goods and services are as per specifications
- Following through on all the procurement procedures with the vendors as to the delivery schedule
- Facilitate collaboration with other departments on timely and cost effective procurement of goods and services
- Ensuring that all procurement transactions are fully documented and supported
- Coordinating the disposal of obsolete assets and stocks
- Developing and establishing standards and specifications for the procurement of organizational goods and services
- Ensuring proper understanding and adherence to donor and ICL rules and regulations
- Providing advice and guidance to user departments for effective and efficient implementation of procurement plans
- Managing Contracts with suppliers of goods and services
- Review supply contracts to evaluate overall revisions, price and past performance of each contract prior to bid or renewal
- Participating in tender committee activities and meetings and acting as its secretary
- Oversee all logistical aspects of movement of , goods and services to various destinations points**
Grants & Procurement Monitoring, Evaluation & Control * Monitor grantees’ performance and progress and report to the Grants manager * Prepare financial reports of budget verses actual * Provide a status update of all grantees that has received funds and their progress * Compile financial reports (narrative and data) and submit them to the Grants Manager as per the set deadlines. * In accordance with donor requirements, create or maintain procedures for capturing and publishing monthly, quarterly and annual project technical and financial reports * Preparation of prequalification and tender documents, receipt of bids and analysis * Maintaining and control of stocks inventory on monthly basis * Preparing monthly and quarterly procurement reports to track procurement efficiency
Knowledge and skills
- Experience in implementing donor funded projects is highly desirable.
- Good communications skills
- Good interpersonal skills
- Excellent IT skills
- Keen eye for detailsEducation
- A minimum degree in commerce or business administration with a specialization in procurement or its equivalent
- Passed Certified Public Accountant Part 2 examinations
Experience and Abilities
- 2 years working experience in a donor funded program
- Experience in Purchasing, Logistics or Supply Chain Management.
- Good understanding of the local market forces and pricing system
HOW TO APPLY:
Kindly visit our career page on www.ichooselife.or.ke and apply online by Thursday 25th June 2015.
