Job Vacancies at The Center for International Health, Education and Biosecurity (CIHEB)

Information Technology jobs, Logistics jobs, Procurement jobs, Supply Chain jobs, Finance jobs, Accounting jobs, HR jobs, Project Management jobs, Administration jobs,

Regional ICT Assistant

OVERALL JOB FUNCTION

The Regional ICT Assistants will be responsible for training and supporting the field implementation teams as well as the Satellite Laboratories, to provide technical support to ICT survey technologies including but not limited to data collection IT systems such as tablets and servers by configuration, troubleshooting and ensuring data security to facilitate high-quality survey data collection.

DUTIES AND RESPONSIBILITIES:

• Act as the First point of contact to Support and troubleshoot all IT related issues in the field and satellite labs not limited to tablets, connectivity, questionnaire content issues i.e. Skip logics, constraints, consenting etc.
• Collaborate with the Program Data systems & HI Advisor, Senior ICT officer, and in-country IT team to conduct testing and deployment of CSPro tablet forms.
• Troubleshoot platform-level technology issues that may arise with tablets and under the guidance of the Progran Data team, CSPro Programmer, Senior ICT officer, and in-country IT team.
• Help identify and resolve potential connection issues within the survey teams (e.g., from tablets to a group router, from lab equipment to tablets, etc.) to ensure timely data transmission.
• Conduct daily data quality control checks under guidance of the Data team, Senior ICT officer and in-country IT team and develop reports.
• Ensure data security and integrity through implementation of Passwords on mobile devices, Mobile device management solutions, Network security, VPNs and proper physical handling of IT equipment etc.
• Working closely with the regional teams in liaison with the regional coordinator to support IT functions across board.
• Provide remote technical assistance by phone or through remote access of tablets used during survey.
• Provide in-person training and technical support on ad-hoc basis for field teams and support in enforcement of approved SOPs. 
•  Install application updates under guidance of the Prgram Data Manager, CSPro programmer and in-country IT team.
• Control and maintain an active inventory of tablets and other ICT equipment, report and send damaged equipment for repair and replacement.
• Help troubleshoot any software and connectivity issues with Geenius systems, LDMS systems and coordinate return of results.
• Attend in-country meetings on data management and security and be able to articulate the data architecture plan to both tech and non-tech external and internal parties.
• Perform other related duties as assigned by supervisor.

Requirements

REQUIRED QUALIFICATIONS

• Bachelor’s degree in computer science, Business Information Technology, Information Technology, Statistics, Informatics, Engineering, or related field.
• Minimum of two (2) years of related experience managing and working directly with health informatics applications and databases from large research studies.Demonstrated and successful experience managing large, population-based survey data.
•  Demonstrated experience in providing remote assistance and support (e.g. from a central office location) to public health teams working in the field.
•  Demonstrated experience conducting data quality checks and producing data collection monitoring reports.
• Demonstrated experience in using and troubleshooting electronic data collection tools, especially tablets.
• Strong writing and verbal communication skills.
• Experience working in humanitarian, health or development projects within Kenya with working knowledge of handling personal Identifying information.

OTHER REQUIREMENTS

• In-depth understanding of data collection applications such as ODK, CSPro, REDCap, CommCare, KoboToolbox etc.
• Demonstrated ability to work with mobile telecommunications technologies (GSM,3G/4G,5G etc.), mainly in disconnected mode.
• Basic Understanding of cloud-based data storage service offerings, android platform and network connectivity understanding using TCP/IP protocol suite.

Senior Program Manager

Job Summary

The Senior Program Manager (PM) brings together the different project components (following the technical team throughout the project cycle, coaching and guiding them in the process so they develop their capacities) and ensures quality and timely reports to the donor (monthly, ad hoc, interim and final reports to the donor). The PM ensures constant engagement by/with different support departments to ensure timely support to the project team. The PM supervises/monitors closely the financial planning, liquidity planning and budget utilization/burn rate working in close collaboration with the Program Director. Budget management is the PM’s responsibility for the specific project, and they must ensure that this goes together with a close log frame and work plan monitoring.

Roles and Responsibilities

• Ensure the planning, implementation and monitoring/evaluation and set targets as included in the project description. Flag significant deviation from the program implementation plan and estimated expenditures; alert Program Director.
• Guarantee efficient financial management for the project in compliance with Ciheb Kenya’s model and donor regulations.
• In Collaboration with the Program Director, deliver quality project activities reporting, including the findings regarding impact/changes at the level of beneficiaries achieved through the project, compliant and consistent reporting per Ciheb Kenya and donor requirements.
• Develop a clear understanding of the assigned programt and strategy to communicate the vision to the program team adequately – also ensure timely input/feedback by the team on strategic issues.
• Partnership engagement at the national and county level, working closely with the Program Director and Technical Leads.
• Administrative and office support activities (agreement, amendments, signed reports, communications, etc.), ensuring the documentation cycle is up to date, and ensure all departments’ requirements are aligned and addressed (liaison, procurement, finance, HR, M&E)
• Prepare, monitor and implement financial and procurement plans.
• Manages and evaluates the performance of the program management team
• Any other duties as assigned

Requirements

Experience and Academic Qualifications

• Masters degree in social sciences, Public Health or equivalent
• Minimum of 5 – 8 years of experience in event-based program management.
• Extensive experience implementing Community-Based Programs and a solid understanding of integrated community health programs including HIV/AIDS.
• Experience engaging various stakeholders at a high level.
• Excellent organizational and project management skills, using flowcharts, spreadsheets, timelines, etc., that can be shared with partners and senior staff.
• Ability to exercise sound judgment independently.
• Proficiency in MS Office suite.

Required Skills, Knowledge and Abilities

• Excellent Coordinator
• Ability to plan and work with minimal supervision
• Willingness to travel for fieldwork at regular intervals.
• Ability to foster teamwork
• Effective interpersonal skills and ability to work successfully with various stakeholders and professionally represent the organization.
• High level of attention to detail and task orientation; ability to manage workload and deadlines. 
• Flexibility, high energy, and a strong team player. Willingness to change tasks on short notice and pitch in on team strategy when needed. 

Senior Fleet Officer

OVERALL JOB FUNCTION

The Senior Fleet Officer is responsible for supporting fleet management across the country through the regional fleet officers to ensure timely and accurate services and maintenance for vehicles, motorcycles, boats, etc. This role involves overseeing fuel and maintenance records, ensuring compliance with procedures, conducting routine checks, and providing recommendations for enhancing fleet efficiency. Additionally, the Senior Fleet Officer will monitor fleet movements through tracking systems, address anomalies, and report incidents or accidents as necessary.

DUTIES AND RESPONSIBILITIES:

• Manage fleet activities, including fueling, servicing, and maintenance through review of approved travel schedules and trip sheets weekly to ensure efficient use of fleet.
• Review and approve fuel reports received from the regional fleet officer by the 5th of each month and address any discrepancies as well as sign off on fuel vouchers.
• Coordinate service and repair schedules to ensure compliance with maintenance requirements.
• Responsible for processing fleet maintenance documents, including service records and repair invoices for all regions and submission to the Operations Director for monthly approval.
• Inspect vehicle logbooks and perform physical checks on motorcycles for damage at the beginning of the project and subsequently conduct this exercise periodically (Monthly) and generate a comprehensive actionable report.
• Ensure adherence to safety regulations and procedures within the fleet department and ensure all drivers undergo the basic training and are certified, as well as conduct regular checks using the approved CIHEB Kenya vehicle SOP check list
• Conduct routine analysis and spot checks to identify efficiency opportunities and provide recommendations.
• Monitor fleet tracking systems to track movement, speed, location, and driving behavior and flag any anomaly for discussion with the relevant project driver and escalation to the Operations Director immediately.
• Respond to alerts from the fleet tracking system regarding anomalies such as over speeding or movement outside designated boundaries and escalate to the supervisor as appropriate.
• Address all fleet-related issues, including incidents or accidents, and report them to the Operations Director
• coordinate with the regional fleet officers and the service provider to ensure timely repairs and replacement of vehicles where applicable.
• Flexibly undertake any additional tasks or duties as assigned by the supervisor.

Requirements

REQUIRED QUALIFICATIONS

• Bachelor’s degree in business administration, Logistics, Supply Chain Management, Transport Management, or a related field.
• Professional Certifications: Possession of a professional certification in fleet management, logistics, or supply chain (e.g., Certified Fleet Manager, Certified Supply Chain Professional) is highly desirable.
• Mechanical Knowledge: Solid understanding of vehicle mechanics or technical training in auto-mechanics is an added advantage.
• Driving License: A current and valid Class A, A2, B, or D driving license is required.
• Minimum of 3 years of relevant experience in fleet management, logistics, or a related field.
• Experience in managing a diverse fleet, including vehicles, motorcycles, and boats.
• Prior experience working in humanitarian, health, or development projects within Kenya or similar contexts is an advantage.

OTHER REQUIREMENTS

• Languages: Fluency in English and Kiswahili is mandatory.
• Technical Skills: Proficiency in computer skills, particularly in MS Office (including Excel), and experience with fleet management software.
• Safety and Security Knowledge: High level of knowledge regarding safety and security protocols relevant to fleet operations.
• Analytical Skills: Strong analytical skills, with the ability to perform data analysis using Excel or other tools.
• Communication Skills: Excellent communication and interpersonal skills to effectively coordinate with team members and external partners.
• Leadership and Management: Demonstrated experience in leading a team, with strong organizational and multitasking abilities.
• Problem-Solving: Ability to troubleshoot fleet-related issues and provide timely solutions.

Finance Assistant

 OVERALL JOB FUNCTION

The Finance Assistant’s role will involve actively engaging with the Survey field teams to ensure DSA & financial transactions are accurately and completely recorded on a timely basis as per CIHEB Kenya Policies and Procedures

DUTIES AND RESPONSIBILITIES:

• Ensures that all payments which include but not limited to DSA, Stipend to NGAOs, and CHPs are made against sufficient, complete, correct, and relevant supporting documents duly verified and approved by Team lead, Regional survey coordinator & budget holders
• Attach payment references to & from the Program Mpesa Account to all payment vouchers. 
• Provide support to day-to-day operation of accounting transactions and in administration of the function in the Field
• Perform Weekly Mpesa Account reconciliation for the Program.
• Assist in issuing program activity and travel advances to staff and follow up on retirement of the same after conclusion of activities and/or travel. 
• Keep track of and follow up all expected surrenders to ensure that all unused cash returned from specific program advance is deposited in CIHEB Kenya Specific Bank account daily and expenditures settled as per CIHEB Kenya policy.
• Reviewing all meeting, Training, mobilization participants reimbursements to ensure completeness and accuracy before Mobile payment is made as per CIHEB Kenya policy
• Ensure completeness of all financial documentation and file all payment vouchers and journal vouchers sequentially and maintain an effective filling system (virtual and physical) in line with organizational requirements 
• ERP Support for the Regional field teams and ensuring that the advance & retirement are coded correctly in the Office Dynamic system
• Responsible for ensuring finance policies compliance at the field Level Perform all other duties related to the position.

Requirements

REQUIRED QUALIFICATIONS

• Bachelor’s degree in finance and accounting, business administration, business management or relevant fields.
• Certified Public Accountant (CPA-2).
• 2 years of practical experience in Accounting & administration, Experience working with NGOs is Preferred
• Competency in Reconciliations including Bank and Mpesa

OTHER REQUIREMENTS

• Competency in Microsoft applications including Word, Excel, and Outlook. Knowledge of Office 365 dynamic accounting system is an advantage
• Team player with excellent communication skills. 
• Attention to detail, problem-solving, analytical, and interpersonal skills.  
• High standards of ethics and Values 
• Ability to Travel and work long hours in any part of the country as per survey requirements

Program Assistant

OVERALL JOB FUNCTION

The Program Assistant will be responsible for the coordination of administrative and program support within the Specific Program activities in close collaboration with the Program and Admin Specialist and HR Officer This role will involve actively engaging with the Survey field teams to streamline participants payments and ensure that timelines are met.

DUTIES AND RESPONSIBILITIES:

Program Management Functions

• Work with the program and administration specialist to support meeting survey coordination including booking boardrooms/ venue, registration of participants etc. for in-person meetings within the assigned program. 
• Support coordination and monitor planned activities in line with the work plan and serve as a liaison between the field teams and the office staff.  

Administrative Functions

•  Responsible for tagging of all program assets and issuing staff with the required office resource
•  Management of program inventory to ensure it is regularly updated, tracking of assets and sharing the same with finance.   
•  Reporting and following up on staff office/furniture repairs.  
• Work with the logistics and operations team in the coordination of weekly office transportation needs for the staff as well as support in the deployment plan
• Verify taxi requests, prepare taxi analysis and share taxi reports as well as filing of taxi reports  
•  Organize and coordinate trainings, workshops, meetings and provide logistical support
• Ensure timely payments of participants
•  Provide logistics support by making travel and accommodation arrangements for program staff
•  Raise PRQs for Program activities and follow up with procurement for LPO issuance
• Minute taking in meetings and sharing the same within the stipulated timelines

HR Functions

•  ERP Support- Ensure all field survey members are added into the ZOHO People and tagged to the right supervisors.  
• Support the creation of physical employment files for field staff guided by CIHEB Kenya filing procedures and follow up with individual staff to verify that all documents have been filed.
•  Support the HR team and the Regional Survey coordinator in ascertaining leave requests in the system and contact respective field team members for any anomalies.  
• Verify field team’s timesheet filing and confirm completeness of the same before filing into their individual files.
•  Support the HRO in exit management of field staff – Clear the field staff of all assets issued to them and ensure proper documentation inclusive of timesheet, leave and clearance forms are duly signed and filed.  
• ​Any other duties assigned by the management 

​​​​​​​Requirements

REQUIRED QUALIFICATIONS

• Degree in development-related course Project Management/Social Sciences/Administration.
• An understanding of HR management principles.
• 2-year Experience managing health-related donor-funded programs will be an added advantage

OTHER REQUIREMENTS

• Good computer skills with proficiency in Microsoft packages
• Good organizational skills
• Sound interpersonal and liaison skills as well as a team player
• Excellent planning and organizational skills
• Good communication and facilitation skills
• Must be a self-motivated and reliable person who can work with minimal supervision.
• Ability to travel and work non-standard working hours in any part of the country as per survey requirements.

Method of Application

Use the link(s) below to apply on company website.

• Regional ICT Assistant
• Senior Program Manager
• Senior Fleet Officer
• Finance Assistant
• Program Assistant