GENERAL INFORMATION

1. SOLICITATION NO.: 21-05.

2. ISSUANCE DATE: January 21, 2021. 

3. CLOSING DATE/TIME FOR RECEIPT OF OFFERS: February 16,          2021 (4:30 PM East Africa Time). 

4. POSITION TITLE: Project Management Specialist (Grants and                Sustainability). 

5. MARKET VALUE: Equivalent to FSN-PSC 11: Step 1: 4,597,211.00 KSH to Step 13: 7,815,239.00 KSH per annum). In accordance with AIDAR Appendix J and the Local Compensation Plan of USAID/Kenya and East Africa. Final compensation will be negotiated within the listed market value.

6. PERIOD OF PERFORMANCE: Initial 1-year probationary period with 4 additional option years contingent on performance, position need, and funds availability.

7. PLACE OF PERFORMANCE: Nairobi, Kenya; with possible travel as stated in the Statement of Work.

8. SECURITY CERTIFICATION REQUIRED: Prior to joining USAID, the selected candidate will be required to:

• Undergo a comprehensive background investigation.
• Undergo a health check to obtain medical clearance and;
• Obtain and Retain an embassy issued Security Certification.

9. STATEMENT OF DUTIES: (See Below).

10.  AREA OF CONSIDERATION: Open to qualified Kenyan Citizens. USAID provides equal opportunity and equitable treatment for employment of all people without regard to race, color, religion, sex, national origin, age, disability, political affiliation, marital status, or sexual orientation.

11. PHYSICAL DEMANDS: The position requirements do not involve rigorous physical demands.

BACKGROUND

The Project Management Specialist (Grants & Sustainability) position is located in the USAID/Kenya and East Africa’s (USAID/KEA) Office of Education and Youth. The Office of Education and Youth (EDY) implements a diverse portfolio to improve literacy outcomes of primary school students nationwide, strengthen the host government's education management information system, increase educational and employment opportunities for young adults, build the capacity of youth networks, and prepare the next generation of young African leaders with the skills and mindset to transform the region. 

The PMS will focus on two core areas of responsibility. The first is providing grants and financial management leadership to EDY through the oversight of local partner grants across the entire portfolio and strengthening the capacity of those local partners to effectively manage their grants. The second core area of responsibility is providing technical expertise on local sustainability to ensure that the financing of USAID education and youth activities progressively shifts toward other public and private sector partners. The incumbent serves as a subject matter expert on grants and financial management, providing technical guidance to EDY office leadership, implementing partners (IPs), USAID award recipients, and the Government of Kenya (GOK).

The incumbent must understand and apply a highly technical body of knowledge as well as applicable USG rules and regulations. The PMS will provide capacity building to the GOK, local technical and vocational education and training (TVET) institutions, higher education institutions (HEIs), and youth-serving organizations to better manage financial resources, improve budget planning, and strengthen national-level stewardship and county-level management of education and training spending, all of which will lead to increased ownership and accountability. The incumbent will advance USAID/KEA’s contributions to USG policy strategies including the USAID Policy Framework/Journey to Self-Reliance (J2SR), the USG Strategy on International Basic Education, the USAID Education Policy, and the USAID Youth in Development Policy.

The incumbent will be based in Nairobi but will be required to travel frequently across Kenya to monitor programmatic activities. 

POSITION ELEMENTS

A.  SUPERVISION RECEIVED: The incumbent is a key member of the Education and Youth team and reports to the EDY Office Director or a designee. S/he will receive overall supervision, policy guidance, and managerial oversight from the Office Director or a designee. The supervisor makes assignments in terms of overall objectives and resources available. Completed work is reviewed in terms of achievement of program, project, and/or activity goals, effectiveness in meeting host-country and USAID objectives, and integration with other initiatives in the EDY and USAID/KEA portfolio. The incumbent will be expected to exercise considerable autonomy and best judgment in discharging the duties and responsibilities of the position.

B. SUPERVISION EXERCISED: None

C. AVAILABLE GUIDELINES: The position requires an understanding of an array of USG and USAID regulations, and comprehension of host-country regulations and practices as they affect USAID/KEA operations. Available guidelines include USG program/project/activity guidance, rules, and requirements; USAID Mission Orders, Mission strategy, CDCS, and other relevant reports; the Automated Directives System (ADS); USAID Mandatory and Standard Provisions, and the FAR and AIDAR; GAO, OMB circulars and bulletins; Operational Plans, host-government Five-Year Strategic Plans (or equivalent), and other published and unpublished guidelines. Guidelines are often general in nature and not specific to the situation at hand, requiring considerable interpretation.

D. EXERCISE OF JUDGMENT: A high degree of independent judgment and initiative is expected. The incumbent receives general and technical direction and minimal day-to-day supervision. The incumbent is expected to carry out all duties in an independent manner, calling on the supervisor for highly complex decisions and matters of policy. Exercise of sound judgment for management issues, politically sensitive issues, and routine implementation issues is required. The incumbent represents the USAID/KEA and USG position to internal and external stakeholders. The incumbent will apply appropriate Agency and Federal regulations and policies to a broad spectrum of technical and program support matters and in communication with Embassy and Mission employees; GOK counterparts; donor counterparts; and partners and beneficiaries. USAID/KEA may make policy decisions based on the incumbent’s recommendations.

E. AUTHORITY TO MAKE COMMITMENTS: The incumbent has no authority to commit funds on behalf of the U.S. Government. However, the incumbent is fully responsible for and is expected to provide grants and financial management expertise and recommendations to EDY. The incumbent is expected to take initiative and act independently with little direction and may speak with authority on USAID project implementation requirements and regulations, acting as both a specialist and an information resource to contacts within and outside of USAID. The incumbent may be designated as an AOR or COR and will have full authority and responsibility as delegated by the Automated Directives System (ADS) and other USAID guidelines for these functions. All work is performed in collaboration with EDY.

F. NATURE, LEVEL, AND PURPOSE OF CONTACTS: The incumbent has a full range of contacts within the Mission at all levels and maintains contact with IPs implementing USAID-funded programs, projects, and activities in the sector. The incumbent will have regular contact with USAID/KEA and USAID/Washington staff; international donors and implementation partners; GOK representatives at the national and county levels; higher education institutions; youth networks and NGO partners; and senior staff of local and international private sector and civil society organizations. The incumbent may be the principal liaison on issues related to program implementation and USG policy. Most contacts will be in the education and youth and workforce development sectors, related to policy, planning and budgeting, program implementation, budgeting, and monitoring and evaluation.

G. TIME EXPECTED TO REACH FULL PERFORMANCE LEVEL: One year.

MAJOR DUTIES AND RESPONSIBILITIES 

1. GRANTS AND FINANCIAL MANAGEMENT 30%

• The PMS will serve as a specialist on USAID rules, regulations, and procedures for EDY staff, implementing partners, and sub-awardees, distilling complex information into comprehensible products for broad audiences. The PMS will provide technical and financial oversight of local awards or sub-awards and related financial management for those grants.                                               
• Oversee all grant activity operations including budget management, monitoring, compliance, financial accounting, and auditing for multiple awards in up to 47 counties.                                                  
• Collaborate with EDY AOR/CORs and respective implementing partners to develop scopes of work, program descriptions, and other terms and conditions for sub-award. Provide support on developing sub-award grants with local partners. Assist with setting up, managing, and providing technical assistance to the grant-making component of EDY’s basic education and youth programs. Manage the grant application, review, approval, implementation, and close out processes.                                                                
• Establish a grants management database with updated budgets, grant agreements, contact information, and other relevant information for EDY to track and monitor the implementation of sub-award grants.                                                                                   
• Develop strong internal control measures for the award of grants, conduct internal reviews, and coordinate internal and external financial audits as necessary. Coordinate with the EDY Monitoring, Evaluation, and Learning Specialist to ensure appropriate oversight during implementation and closeout.                                                   
• Oversee financial monitoring of sub-award grants including pre-award evaluation, funds disbursements and expenditure reconciliation, financial reporting, audits, and closeout. Ensure that all financial and grants management and reporting are compliant with USAID grants management and financial management regulations. Navigate compliance issues between EDY and the acquisition and assistance and finance teams.                                 
• Provide technical assistance to AOR/CORs in reviewing implementing partners’ financial reports and addressing issues prior to submission to the USAID financial management team. Closely collaborate with EDY’s Financial Analyst and Financial Management Office teams to ensure sub-awardees comply with USG financial and reporting requirements.

2. LOCAL SUSTAINABILITY AND CAPACITY BUILDING         30%

• The PMS will provide leadership, technical assistance, and training to build the capacity of the GOK including central ministries, county governments, local organizations, local TVETs, HEIs, and youth-serving organizations to better manage their financial resources to respond to basic education and youth challenges.                                 
• Collaborate with EDY, implementing partners, and national and county governments to develop, monitor, and assess project-specific sustainability strategies aligned to the Mission’s J2SR priorities, including but not limited to negotiating budget line items into recurring public or private sector budgets as part of initial counterpart contributions to projects as well as long-term activity sustainability beyond the life of USAID assistance.                                      
• Establish close working relationships with county financial managers and USAID County Liaison Teams to integrate USAID’s investments into county budgets and implementation plans to ensure sustainability of key EDY activities. Advise EDY on county level budgetary issues to inform discussions with county governments on budgets, policy, and programming alignment. Represent EDY in advocating with local and national governments for the inclusion of key USAID-funded activities in the annual county and national budgets.                                                                        
• Provide technical assistance to local partners to identify sustainability constraints and collaborate with partners on appropriate solutions and mitigation to unlock opportunities for sustainability that benefit both the USG and GOK.                             
• Build the capacity of counties, local TVET institutions, HEIs, local organizations, and local youth-serving institutions to strengthen sustainability through better mobilization of resources for education and training; to use resources more effectively and sustainably; and to consider equity and inclusion in resource allocation.                    
• Coordinate closely with GOK, implementing partners, and private sector partners to track and accurately report on costs and financial contributions at the national and county levels using USAID’s Cost Reporting Guidance as a model.                                                          
• Provide technical assistance and coaching to local sub-awardees who may be unaccustomed with the complexity and restrictions of USAID funding. Build the capacity of local awardees to effectively manage their grants. Interface directly with sub-awardees to ensure understanding and compliance of USAID rules and regulations.                                                                                         
• Provide training and technical assistance on financial and grants management as needed for EDY staff, implementing partners, sub-awardees, and other stakeholders. Train implementing partners and sub-awardees on USAID rules and regulations. Lead compliance initiatives including developing training materials, toolkits, and templates, and guidance for sub-awardees.                                                      
• Ensure the Agency’s J2SR approach underpins all capacity building activities.

 3.  PROGRAM MANAGEMENT  25%

• The PMS will plan, design, develop, and/or manage new and existing grant activities EDY.                                                          
• Serve as an AOR and/or COR for one or more activities including a grants mechanism providing small grants to youth nationwide to support USAID education objectives. Ensure that USAID exercises prudent management over the award, monitor the recipients’ progress in achieving program objectives, provide financial/ programmatic oversight to ensure awards achieve anticipated results and are linked to, and enhance the attainment of, EDY, USAID/KEA, and USG objectives.                                                           
• Maintain monthly project financial management tracking systems to ensure that obligations, expenditures, and budget pipelines conform to action plans and results. Ensure appropriate and timely incremental funding of activities. Prepare internal implementation documentation including GLAAS actions and other required reporting.                                                                                      
• Monitor and evaluate implementing partner(s) through site visits and annual review of work plans and progress reports to ensure compliance with USAID guidelines; analyze and report on results, and practice adaptive management to make programmatic adjustments when necessary and make recommendations to implementing partner(s) to increase project impact and enhance sustainability.                                                                                           
• Ensure activities comply with USAID and USG regulations, audits, evaluations, assessments, and reviews.

 4.  STAKEHOLDER RELATIONS AND REPRESENTATION           15%

• The PMS will facilitate relationships with stakeholders and identify avenues to further meet and align USG foreign policy objectives with GOK and county government youth and education policy objectives.                                                                                   
• Establish and maintain contacts at the highest level of the GOK National Treasury and Ministry of Education on issues related to development budgets, programming sustainability, and public-private partnerships. Communicate effectively and diplomatically with broad audiences in the education and youth sectors including host government, international donors, non-governmental organizations, private sector, and youth networks.                            
• Provide technical input into GOK national and county level education and youth budgetary strategies, plans, and policies.                  
• Identify potential partners in the private sector and develop relationships with private businesses, corporations, foundations, NGOs, and other non-traditional development organizations for the purpose of leveraging private sector resources to sustain successful education and youth activities beyond the life of USAID awards. Connect county governments with private sector partners for collaboration and investment opportunities in support of education and youth activities that further the Mission’s J2SR objectives.                       
• Represent USAID at meetings with implementing partners, donors, host government at the national and county levels, USG interagency, local partners, and beneficiaries.

PRIOR WORK EXPERIENCE: The position requires a minimum of five (5) years of experience in financial management that includes tracking and verifying budget expenditures, conducting financial audits, and working with partners to improve their overall financial management systems. Moreover, the position will require experience in the education and youth sectors to support sustainability through capacity building of local organizations and government partners, negotiation of counterpart financing, and to a lesser extent grant management and compliance.

JOB KNOWLEDGE: Comprehensive, professional-level knowledge of financial analysis, financial reporting, cash flow analysis, budget development, accounting, forecasting, and preparation of final accounts. Knowledge and understanding of Generally Accepted Accounting Principles (GAAP) and Generally Accepted Auditing Standards (GAAS) as well as governmental and not-for-profit accounting, budgeting, and reporting required. The incumbent must have an understanding of Kenya’s development challenges and an understanding of the resources, resource constraints, and the overall development prospects and priorities of Kenya and the region. The incumbent is expected to have or to rapidly develop a deep understanding of county budgets and public financial management.

 

SKILLS AND ABILITIES: The incumbent must have the ability to perform analysis of management controls and capabilities of partner/beneficiary organizations and evaluate financial aspects of activities and programs, institutional capacities, and capabilities. The incumbent must have strong skills in financial analysis and reporting, data collection, problem-solving and analysis, and ethical management. The incumbent must have the ability to adapt in the face of change, quickly analyze and synthesize new information for decision-making and troubleshooting, solve complex problems, manage difficult situations, and plan ahead. The incumbent must operate with minimal supervision in a fast-paced environment where work performance is reviewed primarily on the basis of results achieved within the broad constraints of policy and priorities.

The incumbent must be able to develop and maintain an extensive range of contacts with both high-level and working-level officials throughout the U.S. Embassy, USAID/KEA, USAID/Washington, implementing partners, GOK officials, donors, and NGOs. The incumbent must be able to clearly communicate results and recommendations to a broad audience, both orally and in writing, particularly to those who may be unfamiliar with USAID’s systems and processes. Excellent interpersonal skills are required. The incumbent must effectively identify, mobilize, and draw upon the expertise of technical and managerial personnel in the Mission. The ability to provide information and advice with objectivity is required. The ability to orient and train personnel is required. Strong knowledge of Microsoft Office suite, online platforms such as Google suite, financial management software, administrative and management skills, and policy and diplomacy skills are necessary.

EVALUATION AND SELECTION FACTORS

Applicants must submit a resume/cv which describes how their relevant professional experience and education has prepared them to meet the specific challenges of the duties and responsibilities described above.  As part of the interview process, those applicants ranked highest may be required to submit a timed writing sample on a topic provided.  The selection committee may conduct reference checks at any time during the selection process.

Applications that do not meet the required minimum qualifications will not be scored. 

• Prior work experience (30 points)
• Job Knowledge (40 points)
• Skills and abilities (30 points)

Total possible points:  100

Candidates meeting the above required qualifications for the position will be evaluated based on information presented in the application and reference checks.   References will be asked to assess the applicant’s technical knowledge, work performance, communication skills, and group dynamics, using the above criteria.  USAID reserves the right to conduct interviews with the top ranked short-listed applicants.  The interview will be one of the determining factors in the final selection.

How to Apply

Step 1: Register in MyJobsInKenya at www.myjobsinkenya.com    

Step 2: Complete the job application questionnaire at www.myjobsinkenya.com  The applicant must answer all the questions in the Questionnaire.

Step 3: Internal Applicants/Current USG Employees: Attach an updated curriculum vitae/resume (no more than five pages), a copy of your most recent Performance Evaluation Report, and copies of all relevant certificates. Scan and attach all the documents and upload to MyJobsInKenya.

                                                  OR

External Applicants/Not Current USG Employees: Attach an updated curriculum vitae/resume (no more than five pages) and copies of all relevant certificates. Upload all the documents to MyJobsInKenya.

Note to Applicants:

1. Applications must be received by the closing date and time specified in Section I, item 3, and submitted through myjobsinkenya.com as stated in Section IV.

2. Submissions will only be accepted through myjobsinkenya.com Late and Incomplete applications (those that do not contain the applicant’s most current and up to date detailed CV and relevant education certificates) will not be considered for the position. The closing date for receipt of applications is indicated above.

USAID DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING) AND DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS' BANK ACCOUNTS.