Evidence Action Careers

Job purpose

To perform general accounting duties for Evidence Action. Ensure the integrity of accounting information by recording, verifying, consolidating, and booking transactions and proper serialization and safe filing. The position has access to organization’s confidential information that need to be protected by adhering to organization’s value by keeping information confidential.

Duties and responsibilities

• Ensure accurate and timely Cash disbursements and ensure proper documentation of all payments to staff and vendors
• Responsible for accurate maintenance of the Sage Intacct system by ensuring accurate entries are done and charged to the correct donor.
• Verifying all payment vouchers for accuracy and completeness before processing and posting into the accounting system-Sage Intacct.
• Ensure proper budget utilization, proper cost allocations and proper billing combinations
• Processing and reviewing of imprest requests and returns, ensuring proper support documentation for each transaction and approvals have been obtained .
• Monitor staff advances and ensure staff make returns on their advances in a timely and acceptable manner.
• Monthly preparation and sharing of staff statements with individual staff by 10th of the subsequent month.
• Review for compliance with donor and organizational policies/guidelines on all payments.
• Provide financial and compliance guideline/training to none finance staff.
• Timely Stamping, Scanning and filing all finance documents.
• Updating the Box folder with preceding month scanned copies well-arranged
• Carrying out asset verification
• Represent finance team in various program meetings
• Maintaining and reconciling of Monthly schedules,
• Other duties as assigned

Qualifications

• Minimum Bachelor’s degree in Commerce or relevant field
• CPA level 2 and above will be an added advantage

Experience:

Min 5 years’ work experience in a position with similar responsibilities.

Required Skills and attributes

• Strategic and tactical critical thinker with good analytical and problem solving skills.
• Confident decision maker who can communicate directions and solutions clearly to both technical and non-technical staff.
• Understanding of the business role Administration, Operations and Logistics function within the programs and organization, and to set objectives based on that.
• Demonstrated leadership in managing others.
• Metrics driven performance philosophy.
• Good English written and verbal competence.

Benefits

• Private Health Insurance
• Pension Plan
• Paid Time Off

Application development and support (40%-50%)

• Develop and manage application solutions that help meet user needs, help manage data interoperability, and support process and data improvement with the view of program needs.
• Applications will be developed using common modern web technologies. MVC models and OOP design disciplines are commonly used as well as Git or other version control systems. 

Information Systems maintenance and support (20%-30%)

• Upon program request and as part of routine IS operations, perform support and maintenance of existing systems and contribute to workflows in all the ways called upon.

End-user support (20%-30%)

• Utilizing a user-focused development approach; troubleshoot technical user issues, perform routine general maintenance to ensure reliable application uptimes, and data uploads and imports on DHIS2 and other platforms in use by the programs and analytics teams.
• This would involve providing timely responses to both internal and external user requests and overall project management support to the Associate which includes but not limited to participating in meetings related to demos and various user presentations as well as contributing to user-testing.

Data Management and Reporting (15%)

• Support the existing and additional reporting mechanisms for data contained in DHIS2 and other platforms through dashboards, pivot tables, charts, data exports and any other form as needed.
• Also support the data management team with data uploads to the PostgreSQL and MySQL databases and other database requests.

District Health Information System (DHIS2) support (5%-10%)

• Support development and maintenance of DHIS2 application(s) used by programs within the East and Southern Africa sub-region implemented as the central platform for project planning, reporting, analysis, and dissemination of information with internal and external stakeholders.

Requirements

• The applicant should hold a Bachelor’s degree in Computer Science, Information Technology, Information Systems or any related field from a recognized university.
• Fresh graduates who are not more than three years out of University will be preferred.
• Interest in web application development. Demonstrated experience in the same is preferred.
• Knowledge in at least one object-oriented web framework.
• Knowledge in database design and development using relational database management systems including MySQL and PostgreSQL.
• Knowledge of DHIS2 development and maintenance would be an added advantage.
• Knowledge of Power BI and R tools for data visualization would be an advantage.
• Interest in user-centered interaction design.
• Agile thinker and capable of working effectively as part of a team. Motivated to learn new technologies and frameworks.
• GitHub repository of previous and current projects is preferred. Please attach the link to this application.

Job purpose

The Monitoring, Learning and Evaluation (MLE) Department plans to conduct a follow up study in the Dispensers for Safe Water program implementation communities.  The two months study aims to evaluate the DSW program reach and chlorine uptake. This is an exciting field position that enables you to interact with local community members as you collect data that informs the program to make justifiable decisions.

Duties and responsibilities

Data collection and quality

• Accurate and timely collection of Dispensers for Safe Water monitoring data, through the administration of questionnaire, collection of samples, and making observations, in the areas of operation, using electronic and/or paper instruments.
• Participate in bench-testing of electronic instruments as part of training and instrument improvement process
• Timely  information flow from the field to the Program Leadership by utilizing “soft feedback” tools.
• Participate in the data collection training of operation/program field staff.
• Support data flow process from the field to the office, by adhering to the data flow protocol.

Stakeholder relationship

• Maintain cordial relationship with local stakeholders, including government officials and community members, through observation of meaningful and respectful engagement in the course of field work.

Financial management

• Contribute towards the cost-efficiency of the organization and programs through accurate management of financial payments and expenditures in the field and at the office level.

Communication

•    On a daily basis share insightful feedback with the departmental and program leads based on field observations.

Qualifications

• A minimum of Diploma in a social science discipline with a bias on statistics , environmental science, community health, social work, project management or equivalent. Candidates with a minimum of a certificate course in Teaching and nursing are also encouraged to apply. Candidates with an M&E background have a definite advantage
• Good language skills in English and Kiswahili/Luo/Luhya/ both spoken and written
• 1 year experience working in a research environment administering surveys, working with communities or social enterprises/NGOs.
• Experience using electronic data collection platforms, such as Survey CTO, ODK Toolkit or KOBO.
• Valid personal accident cover (a MUST have) from a registered company
• Protecting Human Research Participants (PHRP) certification is an added advantage
• High level of integrity and stewardship
• Embraces team work and aspires and supports the ideals of working in a team work environment as a team champion
• Passion to work in a rural community setting
• Ability to communicate well within the organization and with the rural communities and local leaders
• Basic leadership skills in managing people, working with communities and government stakeholders.
• An original copy of the Kenya National Identification card/Passport

Job purpose

• Senior Associate Procurement will be a key member of the Finance & Operations (FO) department providing overall leadership of the procurement department while undertaking their mandate of strategic oversight, planning and overall management of the procurement unit. The position holder will provide support to both Nairobi & Nyanza/ western procurement teams under the Kenya country operations. The Operations Unit focus on delivering and optimizing current procurement needs ensuring that deliveries are available in the most cost-effective way and promptly. The Procurement unit will be focused on ensuring the lifetime cost of a product is minimized and that the supply chains are well-designed and cost-effective.

Duties and responsibilities

• Under the guidance and supervision of the Associate Manager of Operations, the Senior Procurement Associate provides administrative support in the management of a variety of processes/transactions in implementing procurement and contracting of commodities, materials, equipment and services in Kenya, ensuring high quality and accuracy of work. He/she uses his/her discretion to address unforeseen situations, seeking advice from and/or reporting to the supervisor as applicable. The Senior Associate Procurement liaises with heads of departments to ensure the best support. In performing his/her work, the Senior Associate Procurement promotes a client, quality and results-oriented approach.

Key Functions:

Procurement Operations:

• Liaise with various requesting departments within Evidence Action to ensure any requirements for procurement support are identified, approved and procured in a timely, well-documented and cost-efficient manner.
• Supervise the staff in the procurement department ensuring the department activities are conducted in accordance with the procurement policy and with utmost professionalism.
• Conduct local procurements and manage the entire procurement cycle, including but not limited to sourcing for bids, analysis, issue of Purchase orders, expediting orders, receipt of orders, inspection, verification of invoices and processing of payments.
• Ensure accurate and timely payment of invoices, as necessary for the organization with the suppliers.
• Ensure the procurement policy is adhered to for all purchases at Evidence Action and liaise with the Associate Manager, Operations or any revisions and updates needed.
• Implement an annual planning process to streamline repetitive procurement of goods to increase competitive tendering and internal processes.
• Prepare Country procurement status reports to reconcile with the procurement plan and report on any deviation.
• In collaboration with the Associate Manager Operations, enforce the mainstreaming of procurement best practices across the organization to enhance the efficient and timely servicing of procurement requests.
• Review the existing SOPs for procurement, recommend changes and once approved support in enforcing compliance of the same across the organization.
• Lead in the annual supplier prequalification process ensuring that the process is conducted professionally and in a timely manner and all documentation needed for the process are updated and supplier records are properly filled in an organized and efficient manner.
• To participate in the tendering processes to manage tender lists, manage the dispatch of tender documentation and quotations in accordance with the governing laws and coordinate responses to tender enquiries as appropriate.

Procurement Documentation:

• Take charge of the necessary relevant procurement documents including but not limited to quotes, LPOs, supplier invoices, Supplier statements, Kenya revenue Pins, approved bank details, supplier contact info and any other documentation that may be required and hand over the same to the Finance team- Payables to support financial transactions between the organization and its suppliers.
• Ensure a centralized and uptodate supplier database containing key supplier information.
• Ensure all payment requests are submitted promptly and update the payment trackers on time
• Support the procurement team in the preparation of RFQs, organizing and maintaining the box filling system for the Kenya procurement.
• Support the procurement team in buying/sourcing all program supplies within the approved timelines and standards
• In collaboration with the procurement team, support with the preparation of supplier contracts, CSI Reports and ensuring new suppliers are updated in the supplier database.
• Provide monthly reports to Associate Manager Operations on procurement KPIs against internal user targets to ensure alignment.

 Vendor Management:

• Identify and negotiate with suppliers to ensure transparent and cost-effective sourcing
• Ensure that the vendors are compliant with the Organizational policies and procedures put in place. E.g. CSI Checks etc.
• Preparation of vendor contracts, amendments to existing contracts and other contract management requirements.
• Act as the focal person for communication with the vendors on behalf of Evidence Action.

Requirements

• Bachelor’s degree in Procurement or Supply chain management.
• At least CIPS level 4 will be an added advantage,
• Membership of KISM
• At least 3-4 years experience having supported in a similar position in an organization with operations similar to Evidence Action.
• Excellent knowledge of the local regulatory environment, including knowledge of customs clearance and importing processes.
• Knowledge and a strong understanding of the Public Procurement Act (2005) laws of Kenya.
• MUST be Proficient in Microsoft Office programs, particularly Excel
• Excellent organizational and time management skills;
• Strong oral and written communication skills with attention to detail.

Required Skills and attributes

• Able to uphold and respect procurement ethics and to conduct activities with Honesty, Transparency and Integrity.
• Self-motivated with the ability to operate under own initiative and also take instructions to prioritize and manage a diverse workload.
• Ability to handle multiple projects simultaneously to meet goals and deadlines without compromising the desired detail and work quality.
• Ability to liaise with others and work well in a team and in a multicultural work environment.
• Problem-solving skills;
• Independent, proactive and willing to take initiative.
• Interested in a work environment that is flexible, creative, and constantly changing.

Job purpose

• The Procurement Officer, though for a short term, will be a key member of the Finance & Administration department providing support to the Nairobi office procurement team while undertaking their mandate of strategic oversight, planning and overall management of the procurement unit.  
• The position holder will provide support to the Nairobi office procurement team under the Kenya country operations.
• The Operations Unit focuses on delivering and optimizing current procurement needs ensuring that deliveries are available in the most cost-effective way and in a timely manner.
• The Procurement unit will be focused on ensuring the lifetime cost of a product is minimized and that the supply chains are well-designed and cost-effective.

Duties and Responsibilities

• Support the Nairobi office procurement team in buying/sourcing of all program supplies within the approved timelines and standards.
• Ensure all payment requests are submitted in a timely manner and update the payment trackers on time
• Support the Nairobi office procurement team in  the evaluation of supplier performance against specified performance indicators and SLAs to ensure adherence to key contract milestones.
• Provide monthly reports to Associate Manager Operations on procurement KPIs against internal user targets to ensure alignment.
• Work with the Associate Manager and operations unit to identify items for disposal within each category to ensure compliance to the company disposal policy.

Requirements

• Bachelor’s degree in Procurement or Supply chain or any suitable business-related field.
• At least two (2 ) years of experience having supported in a similar position in an organization with operations similar to Evidence Action. 
• Having significant experience is an additional advantage.
• Knowledge and a strong understanding of the Public Procurement Act (2005) laws of Kenya.
• Excellent organizational and time management skills.
• The capacity to prioritize tasks and work under pressure.
• Ability to multitask without compromising the quality of output.
• Strong oral and written communication skills with attention to detail.
• Flexibility and adaptability to changing workloads.
• Self-motivated with the ability to operate under their own initiative and also take instructions to prioritize and manage a diverse workload.
• Ability to liaise with others and work well in a team
• Problem-solving skills.
• Independent, proactive and willing to take initiative.
• Interested in a work environment that is flexible, creative, and constantly changing.

Key Responsibilities:

• Support planning and coordination across the Safe Water Now program  (e.g., meeting coordination, internal progress updates, and updates to external stakeholders, etc.).
• Provide solution-oriented and strategic programmatic support to the Safe Water Now program in Kenya, Malawi, and Uganda. 
• Support implementation of our Optimization Agenda, working with colleagues at country, regional, and global levels to test potential improvements to chlorine dispenser and ILC devices.
• Collect, consolidate, and share lessons learned and best practices (strategies, tools, and experience) across countries, including on technical questions. 
• In collaboration with the Monitoring, Learning & Evaluation (MLE) Strategy and Delivery teams, analyze programmatic data to support the monitoring of country-level program process against milestones and continual improvement.
• Support cross-functional alignment across teams (e.g., Cost-Effectiveness, Communications, Policy and Partnerships, Finance and Operations, MLE, etc.).

Requirements

• You have a Bachelor’s degree in international development, public policy, environmental studies, public health, or a related field.
• You have 3-5 years of professional experience, especially in Africa at national or international levels with NGO or large multi-national organizations is desirable.
• You have strong analytical and research skills, with the ability to interpret data and draw meaningful conclusions.
• You’re a team player, with the ability to collaborate within and between geographically dispersed teams across multiple time zones. 
• You have a proactive attitude with the ability to take initiative and adapt to changing project requirements.
• You have excellent written and verbal communication skills in English, with a demonstrated ability to synthesize evidence into effective presentations and written documents (presentation decks, summary documents, briefs, etc) with actionable recommendations for diverse stakeholders, both internally and externally.

Duties and Responsibilities

Grant Support:

• Work with budget holders and the finance team to monitor all grant budgets to ensure compliance with donor requirements and monitor expenditures, as assigned by the Senior Manager, Grants, and Budgets.
• Ensure that relevant staff of all departments stay informed of donor requirements; work closely with all departments to ensure compliance. Provide technical support to access donor eligibility/allowability of planned expenditures. This is in the form of requisition and Procurement Request Forms reviews, and support in procurement committees and tender committees including the annual supplier’s pre-qualification exercise.
• Preparation of initial version of donor reports for review by the Senior Manager, Grants, and Budgets, presenting grant expenditures in the prescribed formats and within the required timelines. This involves collaborating closely with relevant teams to compile relevant information, ensuring accuracy and alignment with donor requirements.
• Support in the development of donor budgets for proposals, by providing specific analysis or data points that feed into the overall proposal plan.

Institutional Budgets

• Work closely with finance and program/department teams to complete and share relevant budget materials and tools including salary matrices, approved fringe rates, exchange rates, standard costs, available funding pools, shared Africa Region Finance pooled costs, and other relevant information to facilitate budget development.
• Provide close support to the DSW country leads and Africa Region Budget leads to ensure completion and consolidation of the DSW budgets and Pooled budgets, then present them for review by Senior Manager, Grants & Budgets
• In collaboration with the finance team, participate in the planning of the timing of quarterly budget reviews providing relevant materials and support, and ensuring this is completed within stipulated timelines.
• Advice on budget revision requirements based on routine monthly reports.
• Support on budget process and workflow improvements that the organization may implement from time to time.

Routine Reporting and Information Management

• Support in the monthly financial close by assisting in the generation of expenditure reports. Following up on reports, coordinate the collation and relay of the programs and departments' requested changes, updates, and clarifications to the finance unit for action.
• Support the quarterly financial close by reviewing allocated cost pools and reviewing the finance-generated invoices, providing relevant donor allocation information of the costs as applicable.
• Every month, after completion of the financial hard close, generate Budget Monitoring Reports and share them with the Senior Manager, Grants, and Budgets for review. Arrange and participate in monthly meetings with budget holders for Safe Water Now and ESA Pool budget leads to discuss the budget status.
• Provide any other relevant grants-related information and ad hoc reports as may be requested by departments and programs from time to time.

Audit

• Support the Senior Manager, Grants, and Budgets in the provision of relevant grant information that includes but is not limited to agreements, budgets, and reports as may be requested during annual statutory audits.
• Participate in other non-routine audits as may be required for a specific grant for a specified award period, as directed by the Senior Manager, Grants, and Budgets.

Key Performance Indicators

• Working closely with the finance teams, and support programs with the preparation of financial segments of donor reports in a timely manner based on the grant agreements.
• Share monthly budget monitoring reports with program teams to allow them to track the spending against budgets by the last day of the following month.
• Coordinate the quarterly budget reviews at the end of the quarter.
• Work with programs and departments to prepare and complete the annual institutional budgets before the onset of the budget year.
• Support programs with other tasks such as specific proposal budgets, and regional cost allocation, provide financial and budget information on a need basis, and support improvements to the whole grant management process.
• Support with the provision of grant and budget-related materials and information as may be requested during audits.

Requirements

• Bachelor’s degree in Finance or similar field.
• At least 5 years work experience 2 of which includes working in budgets and grants reporting role in an international non-profit organization.
• CPA qualification at least CPA part 2 or equivalent.
• Proficiency in MS office, particularly the application of excel functions.

Job Purpose

• The Senior Associate, Grants & Budgets will be a member of the Finance & Operations (F&O) department providing budgeting monitoring support to departments and programs while working closely with the Senior Manager, Grants & Budgets in the grants unit.
• The position holder will be responsible for monitoring all budgets vs actual spending for all departments and programs in the Africa region. Working closely with the Senior Manager, Grants, and Budgets, he or she will ensure timely and quality reports on all management and grants reporting.
• Deputize the Senior Manager, Grants, and Budgets in performing Grants support, Institutional budgets, routine reporting, and audit support functions as detailed below.

Duties And Responsibilities
Grant Support:

• Work with budget holders and the finance team to monitor all grant budgets to ensure compliance with donor requirements and monitor expenditures, as assigned by the Senior Manager, Grants, and Budgets.
• Ensure that relevant staff of all departments stay informed of donor requirements; work closely with all departments to ensure compliance. Provide technical support to access donor eligibility/allowability of planned expenditures. This is in the form of requisition and Procurement Request Forms reviews, and support in procurement committees and tender committees including the annual supplier's pre-qualification exercise.
• Preparation of initial version of donor reports for review by the Senior Manager, Grants, and Budgets, presenting grant expenditures in the prescribed formats and within the required timelines. This involves collaborating closely with relevant teams to compile relevant information, ensuring accuracy and alignment with donor requirements.
• Support in the development of donor budgets for proposals, by providing specific analysis or data points that feed into the overall proposal plan.

Institutional Budgets

• Work closely with finance and program/department teams to complete and share relevant budget materials and tools including salary matrices, approved fringe rates, exchange rates, standard costs, available funding pools, shared Africa Region Finance pooled costs, and other relevant information to facilitate budget development
• Provide close support to the DSW country leads and Africa Region Budget leads to ensure completion and consolidation of the DSW budgets and Pooled budgets, then present them for review by Senior Manager, Grants & Budgets
• In collaboration with the finance team, participate in the planning of the timing of quarterly budget reviews providing relevant materials and support, and ensuring this is completed within stipulated timelines.
• Advice on budget revision requirements based on routine monthly reports.
• Support on budget process and workflow improvements that the organization may implement from time to time.

Routine Reporting and Information Management

• Support in the monthly financial close by assisting in the generation of expenditure reports. Following up on reports, coordinate the collation and relay of the programs and departments' requested changes, updates, and clarifications to the finance unit for action.
• Support the quarterly financial close by reviewing allocated cost pools and reviewing the finance-generated invoices, providing relevant donor allocation information of the costs as applicable
• Every month, after completion of the financial hard close, generate Budget Monitoring Reports and share them with the Senior Manager, Grants, and Budgets for review. Arrange and participate in monthly meetings with budget holders for Safe Water Now and ESA Pool budget leads to discuss the budget status.
• Provide any other relevant grants-related information and ad hoc reports as may be requested by departments and programs from time to time.

Audit

• Support the Senior Manager, Grants, and Budgets in the provision of relevant grant information that includes but is not limited to agreements, budgets, and reports as may be requested during annual statutory audits.
• Participate in other non-routine audits as may be required for a specific grant for a specified award period, as directed by the Senior Manager, Grants, and Budgets.

Key Performance Indicators

• Working closely with the finance teams, and support programs with the preparation of financial segments of donor reports in a timely manner based on the grant agreements
• Share monthly budget monitoring reports with program teams to allow them to track the spending against budgets by the last day of the following month
• Coordinate the quarterly budget reviews at the end of the quarter
• Work with programs and departments to prepare and complete the annual institutional budgets before the onset of the budget year.
• Support programs with other tasks such as specific proposal budgets, and regional cost allocation, provide financial and budget information on a need basis, and support improvements to the whole grant management process.
• Support with the provision of grant and budget-related materials and information as may be requested during audits

Requirements

• Bachelor's degree in Finance or similar field.
• At least 5 years work experience 2 of which includes working in budgets and grants reporting role in an international non-profit organization.
• CPA qualification at least CPA part 2 or equivalent
• Proficiency in MS office, particularly the application of excel functions.

• In this role you would be reporting to our Manager of Safe Water Country Support. This is a hybrid role, located in Nairobi, Kenya.

Key Responsibilities:

• Support planning and coordination across the Safe Water Now program (e.g., meeting coordination, internal progress updates, and updates to external stakeholders, etc.)
• Provide solution-oriented and strategic programmatic support to the Safe Water Now program in Kenya, Malawi, and Uganda.
• Support implementation of our Optimization Agenda, working with colleagues at country, regional, and global levels to test potential improvements to chlorine dispenser and ILC devices
• Collect, consolidate, and share lessons learned and best practices (strategies, tools, and experience) across countries, including on technical questions.
• In collaboration with the Monitoring, Learning & Evaluation (MLE) Strategy and Delivery teams, analyze programmatic data to support the monitoring of country-level program process against milestones and continual improvement
• Support cross-functional alignment across teams (e.g., Cost-Effectiveness, Communications, Policy and Partnerships, Finance and Operations, MLE, etc.).

Requirements

• You have a Bachelor's degree in international development, public policy, environmental studies, public health, or a related field
• You have 3-5 years of professional experience, especially in Africa at national or international levels with NGO or large multi-national organizations is desirable
• You have strong analytical and research skills, with the ability to interpret data and draw meaningful conclusions
• You're a team player, with the ability to collaborate within and between geographically dispersed teams across multiple time zones.
• You have a proactive attitude with the ability to take initiative and adapt to changing project requirements
• You have excellent written and verbal communication skills in English, with a demonstrated ability to synthesize evidence into effective presentations and written documents (presentation decks, summary documents, briefs, etc) with actionable recommendations for diverse stakeholders, both internally and externally