Specific Responsibilities

1. Responsibilities of the Clerk of Works:

• The Clerk of Works is responsible to the Project Manager for supervision on site of the whole works forming the contract or contracts on which they are engaged.
• The Clerk of Works will, within their ability, carry out the duties of Clerk of Works for other consultants as directed by the Architect.

1. Delegated powers of the Clerk of Works:

• The Clerk of Works is empowered to issue site instructions in connection with any routine infringement of the Conditions of Contract, a departure from the Specification or failure to follow the drawings by the Contractor or sub-contractors which does not involve a stoppage of work. Such instruction shall be copied to the Project Manager, Architects and Quantity Surveyor and shall have full authority unless countermanded in writing by the Project Manager or the Architect.
• The Clerk of Works shall recommend to the Project Manager and the Architect but shall not themself order any variation in the drawings, specifications, or Conditions of Contract that they may deem necessary.
• The Clerk of Works is empowered to order work to stop where in their opinion, the Contractor is in error in position or level or executing poor workmanship, providing that they immediately seeks the Project Manager’s approval and authority for their action by telephone or other immediate contacts.
• Otherwise, the Clerk of Works has no executive power. All instructions to the Contractor and nominated Sub-contractors should and must be made by the Architect or confirmed in writing by the Architect.

1. Duties of the Clerk of Works:

• Generally, the Clerk of Works must inspect the works and ensure that the Contractor is always and, in all respects, complying with the Conditions of Contract, the Specification and the Drawings and that they are conforming with the programme of works and, in particular as follows:
• Attend the works during operations which, if carried out defectively, would result in work in which the deficiency would not be immediately apparent.
• Record and transmit to the Project Manager the same day by telephone or by other means all their queries, the Contractor’s queries and requests, and questions needing urgent decisions.
• Maintain a “Site Instruction Book” for the Architect and other Consultants to record instructions given on-site during site visits. (Architect or other Consultants to retain one copy).
• Examine the Contractor’s progress schedule, check and record work progress, and note any delay with reasons.
• Anticipate work to be put in hand and ensure all details and information are available in good time.
• As far as possible, in advance of construction, examine all drawings and documents to check for discrepancies between Architect’s, other Consultants’ and Sub-Contractors' drawings and details and report to the Project Manager any problems that they consider may arise.
• Settle minor problems of details arising on site to ensure that work proceeds in an effective, professional, and economical manner, provided the Project Manager, and the Architect are kept informed.
• Check setting and levels, the position, dimensions and plumb of all formworks before concrete is poured, and all structural members, walling etc.
• Check the conditions, size, bending, fixing, spacing, cover and positioning of all reinforcing steel and the condition, size, fabricating, setting out, connection and erection of all structural steel and ensure that they conform with the Specification, Drawings and bending schedules.
• Supervise the taking of site samples and delivery to the testing authority for testing for quality and workmanship.
• Check whether any rebates, mortices, holes, fixings, or fittings of similar items are required to be built into the structure before pouring concrete and check the sizes and positions of these items in the formwork.
• Supervise making concrete test cubes, marking, dating, and curing. Ensure that the contractor is dispatched to the laboratory for testing at the correct time, maintain an up-to-date record of all results, and ensure that the Project Manager receives a copy.
• If so, instructed to supervise the execution and recording of in-situ density tests, drainage tests, and any other tests as instructed by the Architect.
• Where approved samples are available, compare work carried out against samples and ensure that it is consistent with the originals.
• Ensure that the required standards of quality and accuracy of work and materials are maintained, and refer to work which, in their opinion, is inferior for inspection and decision by the Architect, taking all necessary samples or specimens of work completed.
• Attend monthly site meetings and represent the Project Manager and the Architect at the Contractor’s periodic measurements of work completed.
• Confirm in writing with copies to the Project Manager, Architect or Consultant concerned instructions given to the Contractor and request confirmatory written Architect’s Instructions from the Architect.
• Endorse the Contractor’s Day worksheets in respect of time and materials only.
• Ensure that the Contractor carries out all instructions, particularly regarding the rejection of work and removal of rejected materials from the site.
• Check that only the latest issue of any drawing is being used on site and that earlier copies are marked “SUPERSEDED” and PUT AWAY. Assist in the preparation of draft record drawings.
• Maintain contact with representatives of Local Authorities, Statutory Undertakings, and the contractor.
• Give the Project Manager at least 21 days’ notice of any request for a leave of absence from duties. In case of illness, ensure that the Project Manager is immediately aware that the works are not being supervised.
• Try to anticipate and foresee difficulties on site and advise the Project Manager or Architect in good time so that the necessary instructions can be issued.
• They will prepare weekly progress reports capturing key events on-site and milestones achieved.
• The Clerk of Works will request from the Consultants through the Project Manager for any information, clarification, specification, or detail needed by the Contractor in the execution of Works.
• Inspect materials on site and ensure they conform to the Consultant’s specifications.
• Keep proper records of any events on-site, including visitors to the site, material deliveries, drawings received and any other significant events occurring on-site.
• Perform any other duties on site regarding the project that the Project Manager or the Lead Consultant would deem fit to authorise them in the project contract duration.
• Prepare and provide weekly and monthly reports on the actual progress on site against the approved works program.

Qualifications

• Degree in Building/Construction Management, Civil Engineering, or a related field (persons with Diploma and relevant 15 years experience will be considered)
• At least seven years of experience in a similar position or role.
• Membership of Institute of Clerks of Works Kenya.
• Proven ability to solve problems creatively.
• Strong familiarity with project management software tools, methodologies, and best practices.
• Experience seeing projects through the full life cycle and progress project reporting.
• Excellent analytical skills & Strong interpersonal skills, and highly resourceful.
• Proven ability to complete projects according to outlined scope, budget, and timeline.
• Fluent in English and Kiswahili.

Skills and Experience

• A team player with leadership abilities and management skills.
• Excellent communication and interpersonal abilities, including negotiation skills.
• Be a person of integrity.
• Have analytical and excellent organisational skills.
• Attention to detail and high level of accuracy
• Cultural awareness and sensitivity
• A team player with sound negotiation skills.

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Specific Responsibilities 

• Grantmaking (and Programme Investments) 
• Provide administrative support for grants process throughout all stages including receiving, assessing, tracking and eventual payment of the grants;
• Guide the grantmaking portfolio and other related offices on budget preparation and formatting;
• Review proposed grantmaking budgets to ensure conformity with UAF-Africa’s policies and procedures, workplan targets and funding agreements;
• Maintain and updates accurate administrative and financial grants data on salesforce and other pertinent platforms for ease of retrieval and report generation;
• Assist with required research pertinent to grant due diligence, ongoing review, and closeout analyses; 
• Provide support to grantees in completing the grant notification documents thus ensuring transfers do not face unnecessary details;
• Confirm that submitted documentation from grantees following the grant awards are complete and meets all the Fund’s requirements;
• Keep grantees informed on the status of the grant awards;
• Initiate the payment instructions at the bank for all grants awarded after verifying the underlying documents to support the payment;
• Work collaboratively with Finance to ensure complete and timely payment, and accurate records of the grants expenditure; 
• Confirm with all beneficiaries that they received the funds;
• Identify opportunities to optimize the existing grant workflow, collaborating with colleagues to implement while ensuring continued quality and timeliness across all aspects of the grant cycle.

Programme Support 

• Deal with funds transmission email and telephone enquiries from applicants and potential applicants;
• Assist the Grantmaking & Finance functions in the preparation of Fund-related reports for Heads of programmes and funding partners;
• Assist in updating the grantmaking database. Generate data & reports from the database as a source of information for complementary portfolios;
• Maintain relationships with the Salesforce software provider; and coordinate with the Fund’s IT function to maintain/update software;
• Other duties that may be assigned in line with UAF-Africa’s objectives. 

Qualifications 

• Masters Degree in Finance, Business Studies, Accounting, Economics, Project Management or any other related academic background; 
• Qualifications in Social Science, Political Sciences, Gender studies, International Development or experience working for women orientend organistions with sound understanding on the sociopolitical issues around women and gender issues.

Skills and Experience 

• Minimum of 5 years’ relevant work experience working in or with organisations in frica, preferably womn’s rights or social justice oriented organisations;
• Addresses unforeseen situations seeking advice and direction from supervisor, as required;
• Ability to review a variety of data, identify and adjust data discrepancies;
• Ability to perform detailed work, frequently of a confidential nature and/or to handle a large volume of work systematically, optimally and accurately;
• Excellent written and verbal communications in English. French and Kiswahili linguistic abilities would be plus;
• Some knowledge and understanding of womn’s human rights issues in Africa;
• Passionate about UAF-Africa’s mission, committed to teamwork, and achieving results; including a commitment to trust-based transformative grantmaking, community-led development, and grassroots movement building;
• Experience working in a virtual set up with seamless task coordination, managing multiple deadlines;
• Strong analytical, presentation, planning and organisational skills;
• Self-starter and proactive, with an ability to make decisions under conditions of uncertainty;
• Proven experience working effectively in a cross-cultural team;
• Flexible and willing to perform other tasks as assigned, in a fast-paced, team-oriented work environment;
• UAF-Africa is a part of a global UAF-Sisterhood network and staff are expected to occasionally work collaboratively with UAF-Sister Funds

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Specific Responsibilities 
 
OHS Audit, Review, and Monitoring 

• Review UAF-Africa’s OHS management systems, policies, and practices against legal requirements. 
• Initiate clear and realistic recommendations tensure achieving and maintaining high standards of OHS performance. 
• Provide direction and support tensure that OHS is effectively managed at the project and instil appropriate behavioural and cultural changes necessary timplement OHS best practices.
• Monitor work processes and procedures tidentify unsafe practices or breaches of safety regulations.
• Ensure that contractors and sub-contractors observe and comply with the terms and conditions of all applicable permits, laws, and by-laws of regulatory and statutory authorities. 
• Evaluate OHS risks at critical stages in the development construction process.
• Ensure inspections by regulatory agencies are coordinated and deficiencies minimised and corrected. 
• Identify emerging OHS risks at the project. 
• Monitor compliance with OHS activities throughout the project implementation tensure ongoing compliance with company policies and risk management. 

Policy & Regulation Maintenance 

• Monitor compliance with company health and safety policies and procedures. 
• Ensure a safe working environment for all personnel and third parties. 
• Raising health and safety awareness and reporting on critical issues 
• Advise on provisions tminimise safety risks. 
• Enforce OHS policies (e.g., accident reporting process).
• Collaborate with contractor OHS Officers and Project Manager tensure the site complies with relevant safety legislation and regulations and identify safety issues. 
• Liaise with and report tofficial regulatory bodies on OHS matters. 
• Attend, participate and/or facilitate safety meetings, including Health & Safety Committee meetings and Toolbox Meetings. 

Site Safety Inspections 

• Perform daily site inspections.
• Carry out safety corrective actions from site inspections, investigations or compliance requirements.
• Intervene in unsafe activities or operations and take action tcorrect unsafe conditions, performance, or actions 
• Accompany DOSHS inspectors or other health and safety representatives 
• Report accidents, unsafe conditions, and unsafe acts tthe Project Manager.

Accident Investigation 

• Respond immediately tsafety incidents/accidents, ensuring risk mitigation strategies are implemented promptly.
• Support the incident management process in investigations, data gathering and reporting. 
• Advise on corrective actions for all incidents, accidents or near misses. 
• Direct accident investigation procedures. 

Record Keeping 

• Assist with internal COR audits when required. 
• Keep records of safety-related incidents and propose corrective actions. 
• General management of safety administration, as required. 
• As required, maintain and manage safety records, logbooks, registers, and documentation.

Training 

• Organise and track health and safety training of site staff. 
• Organise and conduct OHS and other related training workshops at the project. 
• Conduct site safety orientations and training as required. 
• Develop and conduct training programs on occupational health and safety issues, including hazard management, disaster preparedness, accident investigation, manual handling, and fire safety, tensure such activities are incorporated intthe training program. 

Reporting 

• Provide monthly progress reports for the development against corrective action plans.
• In the event of significant incidents, initiate an incident report and conduct safety investigations tdetermine root causes: document findings and recommendations tprevent a recurrence.
• Prepare all safety reports on a timely basis for the Project Manager- these reports will include but are not limited tthe following: 
• Monthly OHS and environmental compliance report and tracking plan. 
• Updates on the corrective action plan. 
• Site safety report.

Qualifications 

• OHS degree, diploma, or certificate. 
• An environmental degree, diploma or certificate is an advantage.
• Minimum of three years of related work experience in construction and OHS. 
• Minimum three years of supervisory experience with the implementation of OHS projects.
• Proficient in all Microsoft Office applications.
• Fluent in English and Kiswahili.

Skills and Experience 

• Excellent risk assessment, investigation, and analytical skills
• Outstanding leadership, communication, and interpersonal skills 
• Ability tperform qualitative and quantitative research
• Ability tsee the big picture and think outside the box
• Attention tdetail and high level of accuracy
• Self-starter and effective organisational skills 
• Cultural awareness and sensitivity

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Specific Responsibilities

• Support the implementation of the portfolios’ Partnership & Development Strategy. 
• Support the programme design and proposal development processes by developing grant applications not limited to expression of interest, concept notes and proposals 
• Work with team members in ensuring that budget for proposals are fully developed and in line with the proposed interventions. 
• Plan and prepare for the submission of narrative reports to funding partners as per agreement conditions. 
• Understand, maintain, and manage the agreed upon donor and partner agreements. 
• Manage on-going partnerships including continuous collation of M&E data required for report generation and communication.
• Liaise with Solidarity and Support and MEAL portfolios to ensure that results achievements are adequately captured in funding partner reports using donor perfect.
• Support the development of funding partner financial, narrative and audit reports as per agreement outlines.
• Maintain donor database for donor and partner reporting purposes.
• Maintain and track Partnership and Development donor, funding and contact lists. 
• Facilitate meetings and workshops with various UAF-Africa team members to support proposal, report writing processes and start up meetings.
• Work with team members in organizing donor field visits and programme engagement meetings. 
• Any other duties as assigned by Direct supervisor

Qualifications

• Master’s degree qualification in the following desciplines is required, Social Sciences, Women/Gender Studies, Human Rights.

Skills and Experience 

• Minimum of 4-6 years relevant experience and 0 -1 years supervisory experience an added advantage.
• Sound knowledge and understanding of womn’s human rights issues in Africa.
• Passionate about UAF-Africa’s mission, committed to teamwork, and achieving results. including a commitment to trust-based transformative grantmaking, community-led development, and grassroots movement building.
• Experience working in a virtual set up with seamless task coordination, managing multiple deadlines.
• Strong analytical, presentation, planning and organisational skills.
• Self-starter and proactive, with an ability to make sound decisions.
• Proven experience working effectively in a cross-cultural team.
• Demonstrated high levels of confidentiality and integrity.
• Excellent interpersonal, written, presentation and communication skills
• Excellent analytical, problem-solving, and critical thinking skills.
• Demonstrate high levels of integrity and confidentiality 
• Strong Organizational, planning and administrative skills. 
• Good attention to detail and ability to work with minimal supervision 
• Teamwork and ability to work in diverse teams. 
• Flexible and willing to perform other tasks as assigned, in a fast-paced, teamoriented work environment.
• UAF-Africa is a part of a global UAF-Sisterhood network and staff are expected to occasionally work collaboratively with UAF-Sister Funds.