Farm Africa is a leading charity that works in partnership with smallholder farmers and small businesses in eastern Africa to improve the quality, quantity and value of their produce, so that they can support their families with more resilient livelihoods. We build the positive case for farming in harmony with nature, so that increasing yields goes hand in hand with restoring ecosystems and... biodiversity.

Work in close consultation with the Project Coordinator (PC) to review and prepare the project’s work plan and budget as part of the monthly, quarterly and annual planning process.
Manage monthly, quarterly and annual work plans for project activities and logistics, identifying and responding to the implications of interdependencies between different sub-project work stream activities. more

Farm Africa is a leading charity that works in partnership with smallholder farmers and small businesses in eastern Africa to improve the quality, quantity and value of their produce, so that they can support their families with more resilient livelihoods. We build the positive case for farming in harmony with nature, so that increasing yields goes hand in hand with restoring ecosystems and... biodiversity.

Work in close consultation with the Project Coordinator (PC) to review and prepare the project’s work plan and budget as part of the monthly, quarterly and annual planning process.
Plan and deliver project monitoring and evaluation activities for AGRA project
Working with the Project Coordinator (PC), and MEL Coordinator to execute the Monitoring & Learning Plan (MLP) for the AGRA project
Ensure that the project delivery team fully understand the MLP and the role that they will be playing in ensuring the outcomes of the project and delivered and the data required to demonstrate that
Develop (as appropriate), and disseminate data collection tools to project delivery staff and ensure that they are fully understood
Coordinate data collection by the project delivery team – and in particular support the delivery team to integrate regular data collection into their routine activities
Ensure that all monitoring data as outlined in the MLP and requested by the PC is accurately entered on to the project databases in a timely manner and is readily available to support quarterly donor reporting requirements
Organise and facilitate bi-annual community feedback sessions
Work with PC, and MEL Coordinator to plan and deliver baseline survey, annual/quarterly data collection exercises and the final project evaluation.
Work with the PC and the Project Accountant and Administrator (PA&A) to ensure all activities are planned and conducted according to the organisation’s and the donor’s financial and procurement requirements and procedures more

Farm Africa is a leading charity that works in partnership with smallholder farmers and small businesses in eastern Africa to improve the quality, quantity and value of their produce, so that they can support their families with more resilient livelihoods. We build the positive case for farming in harmony with nature, so that increasing yields goes hand in hand with restoring ecosystems and... biodiversity.

Work in close consultation with the Project Coordinator (PC) to review and prepare the project’s work plan and budget as part of the monthly, quarterly and annual planning process.
Manage monthly, quarterly and annual work plans for project activities and logistics, identifying and responding to the implications of interdependencies between different sub-project work stream activities. more

Farm Africa is a leading charity that works in partnership with smallholder farmers and small businesses in eastern Africa to improve the quality, quantity and value of their produce, so that they can support their families with more resilient livelihoods. We build the positive case for farming in harmony with nature, so that increasing yields goes hand in hand with restoring ecosystems and... biodiversity.

Ensuring that proper accounting records are maintained across all field sites including debtor and creditor listings and staff working advance records, carrying out monthly reconciliations
Ensuring prompt and accurate accounting for all project income and expenditure using SUN templates
Coding and gaining authorisation for all expenditure according to Farm Africa procedures
Ensuring timely payment of all invoices and expenditures.
Ensuring enough cash available for smooth implementation of the project by preparing and submitting monthly cash forecast to the Uganda Country Office
Ensuring the field office has sufficient cash available to meet project running costs.
Undertaking regular banking duties including checking of balances, prompt cash and cheque deposits, collecting bank statements periodically as may be required. And acting as a bank agent for Farm Africa.
Performing monthly general ledger accounting reconciliations and analysis ensuring accuracy of ledger and month end reporting in accordance with GAAP, organisational policy and donor regulations. This includes reconciliations of bank, cash, SWA, Prepayments and creditors/Inter-project accounts more

KEY TASKS AND RESPONSIBILITIES


Lead the research, development and roll out of organisation-wide standard project indicators, tools, templates and guidelines, in adherence to the organisation’s existing learning framework and MEL minimum standards, under the guidance of the Head of MEL.
Support the achievement of organisational digital data collection ambitions, driving the development,... utilisation and roll out of systems to streamline and standardise data collection and reporting, and strengthen organisational learning.
Support the attainment of organisational MEL minimum standards within projects through developing and updating training materials and templates, and providing targeted induction support and training to country office MEL leads, relevant project staff and implementing partners.
With country office MEL leads, ensure all projects have log frames, monitoring and learning plans, and data collection tools that are fit for purpose, appropriate to context and enable them to gather and use results data for effective results-based programming and wider organisational learning.
With country office MEL leads, provide remote support, mentoring and backstopping to strengthen the availability and use of evidence, including, but not limited to; conducting ad-hoc analysis of project monitoring data, and providing technical support and quality


Education, qualifications & other knowledge


Post-graduate degree in a relevant, numerate discipline (e.g. economics, statistics, applied social sciences)
Academic training in applied econometrics/ statistical analysis
Demonstrable understanding of quantitative data collection methods and best practice
Applied knowledge of qualitative data collection/ social research methods
Fluent in written and spoken English


Experience


Significant experience in a similar role supporting the design and delivery of overarching monitoring, evaluation, learning and research frameworks at a multi-country, organisational level, for complex project portfolios in the setting of a charitable, environmental, or development focused organisation
Experience of working in a multidisciplinary team
Demonstrable understanding of monitoring and evaluation tools, principles and best practices including theories of change, results frameworks and log frames for development interventions in multiple countries
Experience of providing remote line management and support to teams
Experience in coordinating and improving processes for data collection, analysis and reporting
Experience of managing large datasets and databases
Significant experience in drafting clear written reports/ briefings for technical and non-technical audiences
Experience working with individuals or institutions operating across multiple countries
Fluency in Microsoft Office tools, with significant experience analysing and interrogating data in MS Excel more

Farm Africa, founded in 1985, is an international non-governmental organization working in Uganda, Ethiopia, Kenya and Tanzania. We drive agricultural and environmental change to improve lives. Our strategy has three pillars: agricultural expertise, management and preservation of ecosystems, and the power of business to drive prosperity. We believe Africa has the power to feed itself and are... helping make this happen by establishing and spreading the best farming and forestry techniques so that poor farmers and herders have more food to feed their families and to sell. We help smallholders manage their natural resources sustainably so that they can withstand climate change challenges and shocks and ensure their families have enough food in the future as well as now. Farm Africa works in partnership with communities, government, local and international organizations, and the private sector to innovate, learn and share best practices for maximum impact of our projects.

Work in close consultation with the Program Manager (PM) to review and prepare the project’s work plan and budget as part of the monthly, quarterly and annual planning process.
Manage monthly, quarterly and annual work plans for project activities and logistics, identifying and responding to the implications of interdependencies between different sub-project work stream activities.
Ensure all project staff are clear on project plans and required resources during planning and that it aligns with that of broader CASCADE Project.
Work closely with CARE International CASCADE project team to develop an implementation plan and budget in line with CARE International requirements and contractual plans for the overall programme.
Regularly review delivery progress against plans, highlighting areas of concern in a timely manner and proactively addressing them in good time. more

PURPOSE OF THE ROLE

This position requires a highly motivated person who is capable of working flexibly to ensure the highest possible results for the Farm Africa Kenya team. S/he will have experience in administration and good procurement practice preferably within a non-governmental organisation. High competency in time management, communication and IT skills are essential to this role

KEY... TASKS AND RESPONISBILITES

The Project Administrative Officer will focus on the following to support the Kenya Country office team and the smooth implementation of the projects:

 Administration

Supervise implementation of administrative services and contracts, and verify service providers' invoices before submission to accounts for payment.
Pro-actively assist the administrative assistant in providing creative solutions to resolve logistical problems and concerns in collaboration with the various stakeholders.
Conduct routine and periodic audits to ensure the projects offices have the following and well maintained – First aid kits, security, fire extinguishers, etc. Report areas of concern
Support on HR Induction management.
To maintain comprehensive and up-to-date fleet and administrative records.
Assist the corporate services manager in filling documents.

Procurement

Responsible for procuring and securing the best quotations for purchase of all company items.
Review and update list of pre-qualified suppliers for goods and services and ensure that all suppliers have valid contracts.
Procurement of goods and non-HR services for the Hub Office and all projects in conformity with Farm Africa’s financial procedures manual and donor requirements; in liaison with the programmes and finance teams.
Preparation of procurement requests forms for the country office and verifying those from the field before processing, ensuring they comply with the Farm Africa procurement procedures.
Reviewing all bid analysis’ before processing.
Review project decision statements and quotations.
Prepare LPOs and ensure that they are fully signed before giving to suppliers to offer services.
Ensure procurement records are processed and maintained in compliance with accepted policies and procedures, which meet both internal and statutory reporting requirements.
Regularly evaluate suppliers to ensure that records are maintained, timely deliveries and ensure all turnaround and timelines are met.
In consultation with the Logistics officer in Nairobi, to ensure that office supplies (equipment and stationery) are promptly requisitioned and supplied
Ensure value for money when making purchases

Assets Management

Updating the asset register for the country office and projects.
Compile and review the monthly fleet mileage against tracking systems to ensure that it reconciles and report any anomalies.
Physical verification of all assets allocated to staff and ensures that they are correctly tagged.
Maintain an accurate record of equipment borrowed by staff members for use outside
the Country Office (e.g. laptops, digital cameras, projectors).
Assist with the disposal of assets as required in accordance with Farm Africa policies

Other responsibilities

Participate in Procurement Review Committee meetings and take minutes
Form part of, the Farm Africa Kenya Country Team and contribute to the overall
development of the Farm Africa mission.
Undertake any other tasks as requested by the projects and Nairobi office senior team

Education, qualifications & other knowledge

Degree in Business Administration or related field
Professional qualification in procurement/ supply chain management preferred
CPA (Part 2 Section 4) added advantage
Projects Management
Certificate of good conduct

Experience

At least 2 years’ experience in project / fund accounting
Experience in administrative work and procurement
At least 2 years’ experience in administrative
At least 2 years’ experience in procurement
At least 2 years’ experience in project / fund accounting
Experience in administrative work and procurement

Skills and abilities .

Computer literacy in MS-Office, Word, Excel, Outlook
Speak English and Swahili.
Networking skills more