Monitoring and Evaluation Officer, Director Finance and Administration

Family Health Options Kenya (FHOK) is a dynamic not for profit national Non-Governmental Organization with strong grassroots networks. 

The Organization provides leadership and plays a pioneering role in offering sustainable, innovative and comprehensive services in response to health and socio-economic needs of all Kenyans. 

FHOK is seeking a qualified person for the following position:-

Monitoring and Evaluation Officer (Nairobi)

Ref: ME/HQ/2015 

Reporting to the Director, Resource Mobilization, the successful candidate will develop and implement Research, Monitoring and Evaluation strategies that will drive business growth and meet the changing needs of the Organization.

Specific Duties and Responsibilities:

• Contribute to the development and implementation of FHOK monitoring and evaluation plan.
• Contribute to the technical design of M & E methodologies.
• Contribute to data collection, storage and analysis.
• Work with programme and Clinic staff to ensure M&E tools and processes are understood and used.
• Provide advice to staff and stakeholders on M & E decisions, such as the identification of priorities, needs and indicators; the design, set up and use of M&E systems to collect data; and the design of FHOK studies.
• Identify opportunities to provide and present study findings and data to colleagues to contribute to decision-making and strategic planning processes in FHOK projects, as appropriate.
• Ensure information from M & E activities is properly analyzed and written up for reporting and learning, by undertaking and supporting activities such as:
• Use of data analysis software
• Collation and analysis of M & E data (including through surveys, web statistics, interviews, subscriber data, unsolicited feedback, case studies and reports) and analysed against outcomes to draw out learning and implications.
• Triangulation of findings using different types of data and analysis of trends over time
• Support FHOK staff to ensure quality of evaluation reports.
• Write and present M & E reports. Including:

General

• Contribute to the overall development of FHOK programme strategy, including actively identifying opportunities for collaboration with other programme areas.
• Any other responsibilities as may reasonably be required from time to time.

Person Specifications

• Degree in Public Health, Social Sciences, Biostatistics or related field.
• A minimum of 3 years working experience in M& E
• Demonstrated experience in Health MIS, preferably SRH/HIV AIDS
• Proficiency in word processing, database and spreadsheets, including advanced skills in at least 2 of the following: SPSS, Excel, EPi, Info, State and MS Access.
• Experience in design and set up database.
• Knowledge of Social Science and epidemiologic research
• Experience in development of data collection tools, including questionnaires.
• A good understanding of current issues in Sexual Reproductive Health and HIV/AIDS.
• Experience and capacity to step down knowledge and skills to project implementing staff.
• Good knowledge of the MOH (HMIS), including the sectional M&E Framework.
• Self-motivation and ability to work with minimum supervision

Skills

• Good level of proficiency in Windows Excel and quantitative analysis
• Experience in program design and M & E plan development
• Ability to design M & E tools, surveys, surveillance systems, and evaluations
• Demonstrated ability to train and build capacity of others
• Strong interpersonal skills and managerial capacity
• Experience in a Non-Governmental Organization.

Director Finance and Administration 
 

Ref: DFA/HQ/2015

Job Purpose: The role of the Director of Finance and Administration (DFA) - is to develop and maintain strong and effective financial management systems and administrative support- to ensure the financial integrity of the Organization and the cost effective use of its resources.

Specific duties

Management of Finance Department and Member of the Senior Management Team (SMT)

• Provide operational management, direction and leadership to the finance department, demonstrating clear corporate direction and vision and providing the highest financial support services to other Departments.
• Providing strategic financial management guidance and support to the Organization particularly in the areas of financial sustainability, Risk Management and Resources Allocation.
• Reviews and advises the Executive Director and the SMT on all financial matters pertaining to statutory requirements and policy framework of IPPF and other partners.
• To establish and develop close communication links with the partners’ Financial Management Focal Points.
• To monitor on a monthly basis, the financial performance against approved budgets and financial targets to ensure that timely corrective actions are taken where necessary.
• To guide, train and supervise staff under his/her responsibility

Financial Planning and Reporting

• Coordinate and monitor the annual budgeting process required for the preparation of the APB (Annual Plan and Budget)
• Provide budgetary guidelines and support to budget holders and ensure timetables are met consistently
• Consolidates all unit/project budgets in the format required by donors
• Actively liaises with the Regional Financial Management Advisor during the APB review to clarify issues and make appropriate changes to the budget
• Once the Organization’s budget is approved, ensure all budget holders are adequately trained and informed on budgetary allocations and guidelines
• To develop and maintain a reporting system which allows the effective monitoring of the budget
• To produce timely and accurate management accounts for local management with budgetary variance analysis on monthly and quarterly basis
• To prepare half yearly and annual management accounts required for the Half Yearly Report and the Annual Report
• To produce statutory year-end accounts in compliance with partners’ External Audit requirements.
• To produce financial reports to partners as required.

Financial Monitoring and Control

• Develop and maintain effective financial policies and procedures in line with local statutory requirements as well as partners’ Financial policies and procedures
• Ensure adherence to approved financial policies and procedures, as well as donor requirements
• Develop, document, implement and evaluate an internal control system to maintain the financial integrity of the association
• Coordinate the accounting function to ensure timely and accurate production of accounting records, month and year end closure of accounts and reconciliation for the preparation of reports and statements
• Prepare quarterly cash flow projections and follow up on remittances from donors to ensure efficient cash flow management
• Review payments, advances, inter-office charges, cash and bank reconciliations on the basis of proper supporting documentation
• Provide oversight to payroll procedures to ensure remunerations are properly approved, accurate and paid on a timely basis, that local regulations concerning statutory deductions are strictly adhered to and appropriate remittances made to the relevant authorities on the due dates
• Ensure preparation and regular maintenance of the Fixed Assets register with regular reconciliation with accounting records

Audit

• Ensure the financial statements are timely produced for internal and external audit as required
• Ensure that a sufficient audit trail is maintained for all transactions
• To provide full co-operation with internal and external auditors and implement recommendations contained in the Management Letter once agreed.

Performance Measurement

• To develop, implement and evaluate financial performance measurement relevant to the operations of the Organization, in collaboration with other departments
• To participate in financial performance measurement exercises, including benchmarking, in collaboration with other associations.

Knowledge, Skills and Abilities

Knowledge
 

The incumbent must have proficient knowledge in the following areas:

• Financial Management
• Report writing
• Grant making and grant management
• Compliance laws and regulations
• SUN system

Skills
 

The incumbent must demonstrate the following skills:

• Supervisory and interpersonal skills
• Team building skills
• Negotiations skills
• Computer skills including the ability to operate spreadsheets and SUN system proficiently.
• Relationship management and communication skills.
• Analytical skills

Minimum qualifications, skills and competencies

• Masters degree in business administration, finance  or related field.
• Minimum of 7 years’ relevant work experience, 3 of which must be in a similar or comparable position.
• Competence in use of spreadsheets.Proficinecy in SUN system will be an added advantage.
• Excellent team player with good interpersonal skills
• Thorough knowledge of grant management within the CSO, private or public sector will be an added advantage.
• Knowledge of human resource management policies, financial rules and regulations and procurement is desirable.
• Highest level of integrity and honesty is a requirement
• Strong leadership and people management skills.
• Fluency in English language.

How to Apply:

If you are interested in the position and have the skills we are looking for, we would like to hear from you.

Please forward a copy of your updated CV,  your current salary and benefits, expected salary to the address below with word ‘HRM’ labeled at the back of the envelop. 

In line with FHOK’s values of gender, women are particularly encouraged to apply in confidence to.

Executive Director

Family Health Options Kenya

P.O Box 30581- 00100
Nairobi

Only successful candidates will be contacted and conversing will lead to automatic disqualification.

Categories: ADMINISTRATION, FINANCE, MONITORING AND EVALUATION