Job Vacancies at Emali Dedicated Children’s Agency

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Business Development Officer

Summary
The Business Development Officer will support in the implementation of Emali Dedicated Children’s Agency (EDCA) 2016-2026 roadmap and 2023-2027 strategic plan. S/he will support in the management of the business development efforts working closely with the Chief Executive Officer with roles including proposal development, prospecting potential donors and partners and managing the relationships. H/she will serve as the resource person for conceptualization, development, technical design and writing of quality proposals. The Business Development Officer will work in close coordination and collaboration with the technical specialist, finance, and sponsorship team.

DUTIES/RESPONSIBILITIES
Resource Mobilization

•  Ensure that business development activity aligns with EDCA’s policies, procedures, and practices.
•  Actively participate in the preparation of the office plans and budgets to ensure conformity with the journey to self-reliance plan and annual operating plans.
•  Coordinate and support in market study, donor mapping – to ensure strong fundraising concepts -. In collaboration with the CEO, the post holder will ensure robust analysis of the funding landscape and proactively support actions to strengthen it.
•  Working in close coordination with the technical team ensure design of quality and competitive proposals.
•  Gather relevant and timely intelligence information necessary for grant acquisition; identify grant opportunities and relevant institutional guidance materials to share with relevant departments.
•  Support the use of organizational system and tools to support the execution of organization’s strategy.

Proposal Development /Grant writing

•  Lead in proposal development, conducting desk reviews to inform proposal strategy, such as Go/No-go decisions, problem analysis, partnering and staffing decisions.
•  In coordination with technical teams, develop evidence-based capability and experience (e.g. capacity statements, past performance references, reports, and evaluations).
•  Ensure business processes are in place for quality proposal development in compliance with donor requirements and EDCA’s Policy, Procedures and Practices.

Networking and Relationship building

•  Developing donor engagement strategy for key identified donors and stakeholders relevant to priority bids.
•  Maintain proactive, coordinate, and strategic engagement with potential donors and partners.
•  Ensure business development documentation and material are up to date and ready for sharing with potential donors.
•  Attend networking events and representing the organization from time to time.

Knowledge Management, Learning and Sharing

•  Develop and maintain knowledge management system for tracking opportunities from capture to award including maintaining a repository of proposal development templates, pre- award tools, program concepts, capacity statements, proposal templates, pricing tables etc.
•  Lead the management of the knowledge database to ensure information is shared among technical team, field program and other concerned staff, to capture new opportunities and track the ongoing grants.

Child Safeguarding

•  Remain alert and responsive to any child safeguarding risks, acquire relevant knowledge and skills which will enable s/heto promote strong safeguarding practices, understand the child safeguarding policy and procedures and conduct her/himself in a manner consistent with EDCA’s Child Safeguarding Policy.

Qualifications/Experience

•  At least 5 years’ experience in Business Development and/or grant writing preferable in NGO and development organization.
•  Proven experience in writing quality and grant winning proposals
•  Demonstrated experience in fundraising and donor’s expectation management.
•  Proven ability to manage teams and work in a demanding environment.
•  Excellent presentation, public speaking, and interpersonal skills.
•  Strong computer skills, with familiarity in using Microsoft Office suite applications (particularly Word and PowerPoint).
•  Ability to establish and maintain relationships.
•  Organized, detail-oriented, team player, self-starter, and results-oriented individual.
•  English fluency
•  Candidates must possess an ability to work well under pressure and the ability to seek and synthesize information and communicate in a compelling and succinct form.

Education

•  A bachelor’s degree in public relations/business development or other relevant area.
•  A master’s degree will be an added advantage.
•  Experience in fundraising/investor relations /marketing or closely related discipline or equivalent relevant work experience would be considered.

Deadline – 11:59 PM on 31st March 2024.

Finance and Administration Manager

Purpose

The job holder is responsible for providing leadership to the finance and administration unit and oversees all financial management, internal controls and financial compliance aspects of the organization, in accordance with all relevant internal regulations, donor regulations and statutory requirements. They will manage the implementation of accounting systems, budgeting, expenditure tracking, and financial reporting for EDCA. FAM is responsible for ensuring that an appropriate structure exists to ensure effective support of operations and to protect the integrity of EDCA’s financial and administrative operations.

DUTIES/RESPONSIBILITIES
Compliance

•  Ensure that the finance and administration unit complies with laid down policies, procedures and regulations
•  Ensure that all operational services are audited for their efficiency and effectiveness on a regular basis, and that suitable risk management arrangements are established
•  Co-ordinate the annual audit and follow-up on recommendations and action points raised by auditors
•  Develop and maintain sound reporting systems to facilitate effective financial management and strong internal control mechanisms
•  Ensure an effective internal control system is maintained and adheres to statutory and fiscal requirements
•  Ensure that the project operations are carried out in accordance with sound financial management and procurement practices.
•  Ensure EDCA is compliant with all legal requirements including but not limited to filing all the necessary statutory deductions on time.

Budget Management

•  Prepare and monitor budgets to ascertain that spending occurs as planned and that variances are anticipated, noted, and corrected; ensure that key program personnel are aware of budgetary resources and can monitor their budgets respectively.
•  Perform financial review of purchase requests, purchase orders, and payment requests to ensure compliance with EDCA’s policies and procedures and the donor’s and contracts requirements.

 Monitor burn rates, advise on spend projections and maintain and update the status of obligated funds
Reporting

•  Reviewing the regulations, mechanisms and procedures to assess the adequacy of the reporting requirements to enable sufficient monitoring
•  Record, analyze and report project accounts accurately in accordance with rules and procedures
•  Reviews all the daily financial transactions and the books of accounts to ensure they are appropriately recorded and coded
•  Prepare monthly reports, quarterly reports, consolidated annual fiscal report, cumulative life of project reports, and any other required donor submissions.

Administration

•  Supervise the finance and administrative staff, conducting performance appraisals and revising job descriptions as necessary. Providing capacity development and training opportunities for the team and facilitate their professional growth.
•  Ensure that there is adequate and conducive office environment for all staff (furniture, security and safety, equipment and supplies)
•  Ensure the safe custody and security of all organizations’ assets including vital records (purchase contracts, proof of ownership documents, after sale service contracts etc.)
•  Develop a fixed asset register, ensuring filling and archiving system is maintained
•  Carry out day-to-day operations of the project designated accounts, adhering to the procedures of the respective donors for this account

Child Safeguarding

•  Remain alert and responsive to any child safeguarding risks, acquire relevant knowledge and skills which will enable s/he to promote strong safeguarding practices, understand the child safeguarding policy and procedures and conduct her/himself in a manner consistent with EDCA’s Child Safeguarding Policy.

Qualifications, Knowledge and Skills

• Minimum level of academic qualification, skills and knowledge required to perform effectively in the role
•  A Bachelor’s degree in commerce or finance from a recognized academic institution
•  Professional accountancy qualifications i.e., CPA K
•  Those with professional training in Administration and Human Resource Management will have an added advantage
•  Computer skills and familiarity with an accounting software is essential
•  Proven Knowledge of QuickBooks online
•  Experience in coordinating budgeting processes and managing budgets and monitoring and supervising administrative processes.
•  Good oral and written communication skills
• Minimum level of personal and professional experience required to perform effectively in the role
•  At least Five years’ experience in financial and administrative management, three of which must be in a management position at an NGO or overseeing donor programs/grants management.

Deadline – 11:59 PM on 17th March 2024.

Procurement and Administration Officer

Purpose

The Procurement and Admin Officer is responsible for the efficient procurement functions for EDCA’s office. The position holder will procure Program supplies, services and equipment, while ensuring good practices and maintaining audit-compliant records. The Procurement and Administration Officer will ensure that all purchases of goods and services are done transparently, at the best available price, and in compliance with EDCA and donor procurement policy and procedures.

DUTIES/RESPONSIBILITIES
Procurement Planning

•  Collecting, organizing, and analyzing data market information to enable effective procurement planning.
•  Preparing and implementing procurement plans following EDCA procurement Policies
•  Monitor supply market and conduct market surveys & analysis to ensure value for money in procurement.
•  Lead periodic vendor prequalification

Procurement

• Responsible for implementing procurement plan and strategy and ensuring all procurement needs are met on time in line with EDCA and donors’ standards, the role holder will:
•  Support the development of procurement specifications
•  Process approved Purchase requisitions through the procurement software ensuring data accuracy.
•  Initiate and process Request for quotations (RFQ) and Request for proposals (RFP).
•  Train and certify procurement committee members and participate in tender meetings and evaluations.
•  Prepare bids analysis and other bidding documents for approval.
•  Conduct negotiations with suppliers that is transparent and documented.
•  Review procurement documents for accuracy before taking payment for approval.
•  Collaborating with all departments by Coordination with finance, grants, and program to ensure smooth and timely procurement

Contract Management

•  Prepare and executing contracts for recommended bidders
•  Timely renew qualifying contracts and Master Agreements
•  Execute contracts against set performance indicators

Supplier Management

• The role will lead supplier relationships and performance to ensure that Suppliers adhere to Service Level Agreements (SLAs), and that there is precise record keeping. This includes:
•  Maintaining supplier’s files and documentation
•  Monitoring and documenting supplier performance
•  Maintain supplier performance score cards.

Supplier Management

• You will assist in identifying and analyzing compliance risk in procurement processes and in implementing donor rules & regulations for all procurements by:
•  Implementing due diligence for suppliers, this includes conducting reference checks, supplier visits etc.
•  Providing consistent and constructive support to other departments to ensure compliance with policies and procedures
•  Identifying and reporting procurement red flags across the procurement value chain

Child Safeguarding

•  Remain alert and responsive to any child safeguarding risks, acquire relevant knowledge and skills which will enable s/he to promote strong safeguarding practices, understand the child safeguarding policy and procedures and conduct her/himself in a manner consistent with EDCA’s Child Safeguarding Policy.

Qualifications, Knowledge and Skills

• Minimum level of academic qualification, skills and knowledge required to perform effectively in the role
•  A bachelor’s degree in commerce, Business Administration or any other related field from a recognized academic institution
•  Good oral and written communication skills
•  Practical knowledge and experience with any procurement software.
•  Good planning, financial and budgeting skills
•  Energetic, proactive with ability to meet deadlines in a busy environment.
•  Negotiation and relationship building management with suppliers.
•  Team player
•  Customer service excellence

Deadline – 11:59 PM on 17th March 2024.

Method of Application

Interested candidates should submit their application at hr@emalidca.org