Job Summary

PATH Kenya through USAID Nuru Ya Mtoto Project seeks to recruit an Administrative Assistant who will provide general office administrative, and facilities related support to the Kisumu office. The successful candidate and will be responsible for maintaining internal and external correspondences, electronic filing, maintenance staff records, office administration, tracking and maintenance of the office supplies and equipment inventory and ensuring that utilities bills and tracked and paid in time.

Job Responsibilities

• Ensures that the office is closed and opened in time, secure and always kept clean.
• Ensures that office equipment is working well and report any malfunctions in a timely manner to the administrative officer or his delegate.
• Maintains office supply inventories and may assist in procurement activities.
• Tracks and ensures prompt payment of office and other utility bills.
• Organizes and coordinates logistics for project meetings and workshops.
• Coordinates mail management such as arranging for post box pick-ups; sorting and distributing incoming mail; arranging for outgoing mail including courier services
• Acts as a backup to the office Receptionist.
• Coordinate and support travel logistics including venue and staff accommodation bookings
• Responsible for stationery and office supplies; ensuring adequate and timely replenishment of supplies
• Support stores material receipts and issuance.
• Fill DA1 forms and ensure they are submitted to USAID by due date. Follow up with vendors for prompt refund of paid VAT

Required Skills

Required Experience

• A minimum of a Diploma in Business Administration or its equivalent.
• A least three years progressive hands-on experience in a similar role, preferable in a busy NGO set up.
• Proven experience in managing a variety of office functions.
• Good problem-solving skills.
• Ability to work in a team environment and cross-cultural environment
• Good communication skills, both verbal and written.
• Ability to interpret and implement policies and guidelines.
• Ability to recognize sensitive areas and maintain confidentiality of information.
• Detail oriented, organized, self-motivated, and able to work independently and under pressure
• Hands on experience with MS office suit/package.

Job Summary

PATH Kenya through USAID Nuru Ya Mtoto Project seeks to recruit a Senior operations officer who will oversee the project’s strategic and day to day facilities, supply chain, fleet, and inventory management functions. Under the supervision of the finance and administration Manager, the successful candidate will ensure that the project’s offices are secure and run efficiently and that the projects materials are procured and distributed to the beneficiaries in time. In addition to being responsible for the projects logistical support, he or she will also continuously identify, design, and implement new processes to manage more effectively and efficiently the project’s operations including the staff under him/her.

Job Responsibilities

• Oversees the general facility management including leases
• Responsibility for drafting responses and correspondence that relates to facility and office communications.
• Oversees all aspects of daily operations including telecommunication system property & fleet management safety and security space and event planning
• Works to identify needs and opportunities for improving shared administrative services including operations, systems, and allocation of space.
• Responsible for preparing the annual facilities budget and monitors day to day expenditures of the same.
• Oversees meeting agendas and minutes for the operations team.
• Takes a lead on the day-to-day facilities coordination, general office housekeeping, health and safety.
• Oversees the projects supply chain management including stores management and last mile beneficiaries’ commodities distribution.
• Ensures that the projects inventory is properly maintained and up to date in a manner prescribed by PATH Kenya or the project’s funder.
• Acts as the custodian of the project’s operations guidelines.
• Will be a permanent member to the project’s procurement review committee.
• Carryout any relevant task/ duty as may be assigned from time to time by the supervisor.

Key Competencies Required

• Partnership
• Accountability
• Stewardship
• Integrity
• Communication

Required Skills

Required Experience

• A masters degree in business administration or equivalent
• A bachelors degree in Business administration, procurement, Finance, Management, Economics, or related field
• A professional qualification in logistics, supply chain management or CPA will be an added advantage.
• Outstanding communication skills including interpersonal communications, problem solving, strong writing skills and fluency in English with the ability to communicate effectively with a wide range of stakeholders.
• Excellent report writing and presentation skills.
• Detail oriented; high degree of accuracy and strong analytical skills.
• Ability to interpret policies and regulations and develop implementing procedures.
• In depth knowledge of United States Government grant and procurement regulations, systems, and procedures for managing complex grant programs with many partners and beneficiaries
• Advanced Knowledge of Excel, Word, Outlook, Business World, and other Microsoft Office products highly desirable.
• Strong organizational skills with the ability to create and implement operations systems and prioritize workload.
• Ability to work flexibly and collaboratively as part of a team.
• A minimum of 5 years’ relevant experience in the NGO sector.

Job Summary

PATH Kenya through USAID Nuru Ya Mtoto Project seeks to recruit an Audit Associate who will be responsible for performing a variety of internal audits, operational audits, and special projects in the NYM project. These reviews and audits will include detailed assessment of operational and financial activities where a thorough understanding of control processes must be obtained from a variety of people and resources. The resulting output from these reviews will be reported to the Internal Audit Lead, Director, Global Risk & Compliance, the projects’ s Senior Management team, PATH Kenya Senior Management and the Audit & Risk Committee of the Board that will include any audit findings as well as recommendations for strengthening internal controls, mitigating financial risks, and safeguarding PATH assets. This position is an important internal collaborator with field-based operations.

Job Responsibilities

• Perform internal audits of NYM projects including sub recipients as per the audit plans. Issue pre-audit announcement letters, gather pre-audit documentation, perform audit-specific risk assessment, conduct audit tests, prepare audit working papers, develop draft reports reflecting results of testing, engage management in discussion of findings and obtain management action plan, and finalize report for review by the Internal Audit Lead.
• Provide constructive suggestions relative to enhancing current procedures on the existing PATH policies and procedures to accommodate situations in the various field offices.
• Assisting in carrying out internal investigations as requested by, and under the direction of the Internal Audit Lead. Perform investigations of allegations of fraud, waste, or abuse in PATH projects and operations, and documenting recommendations. Promote and encourage a learning environment during audits for field-based staff in a manner consistent with PATH’s values and leadership principles.
• Support compliance reviews with respect to donor rules and regulations, both internal and with project partners. Review compliance with applicable local laws to safeguard assets of PATH. Review application of PATH policies and procedures across field operations.
• Promote Internal Audit as a value add to the organization and deliver audit services that consistently improve the control environment and achieve operational excellence.
• Provide business insight and communicate all audit related issues to the Internal Audit Lead.
• Review the effectiveness and efficiency of operations. Review application of and adherence to PATH policies and procedures across field operations.
• Continuously audit key risk areas as identified by the team leader, review of staff advances, surprise cash count and spot checks during meetings and conferences.
• Reviews PATH Money Transfer System of payment, MOH activities and internal control measures around the payment system.
• Review direct benefits received by beneficiaries under the project, including but not limited to cash transfers, school fees and commodity distribution.
• Reviews internal controls around operations within projects, analyzing expenditures and compliance with donor rules and regulations.
• Review of grants and sub awards management process, monitor project implementation in accordance with the grants and sub-contract agreements.

Required Skills

Required Experience

• Bachelor of Commerce Degree or Business Administration.
• A minimum of CPA Part 2 Qualification.
• Must have basic knowledge in computer applications like MS Office and data base management.
• Effective communication skills.
• Must have attention to details and be keen on accuracy.
• A minimum of 5 years relevant work experience in a similar position
• Experience working with a diverse set of donors and stakeholders including US Government agencies, private foundations, multilateral agencies, Kenyan Ministry of Health, etc.
• Working understanding of US government contracts, cooperative agreements, and sub awards from federal agencies such as USAID. General knowledge of US Government contracting regulations and policies, including experience in federal compliance rules, regulations and standards associated with federal funds. (This would include knowledge of 2CFR200 regulations.)
• Self-motivated and able to work with minimal supervision.
• Strong organizational skills with the ability to gather, synthesize and analyze large amounts of data and information in an efficient, organized manner.
• Strong communication skills both speaking and writing. Ability to communicate positively and effectively in English.
• Skilled in dealing with individuals across the organization and with external third parties.
• Ability to travel broadly across Western Kenya region to various PATH and its partners' offices up to 30% of the time.