Promoting Effective and Inclusive ICT Policy in Africa

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30Aug

Job Opportunity: Procurement Officer

Author CIPESA Posted on

Announcement |

We are searching for a Procurement Officer who will be responsible for the efficient coordination and management of procurement functions for CIPESA.

See below for further details;

Job Description

Position: Procurement Officer

Organisation: Collaboration on International ICT Policy for East and Southern Africa (CIPESA)

Location: Kampala, Uganda

Duration: Two (2) years Full time- renewable

Reports to: Programme Manager

About Us: Established in 2004, CIPESA is a leading centre for research and analysis of information aimed to enable policy makers in the region to understand ICT policy issues, and for various multi-stakeholders to effectively use ICT to improve governance and livelihoods. Our work responds to shortage of information, resources and actors consistently working at the nexus of technology, human rights and society in Africa. We conduct our work mostly through research, advocacy, capacity development, and convenings.

Main Purpose of Job:

The Procurement Officer is responsible for the efficient coordination and management of procurement functions for CIPESA. The position holder will procure Program supplies, services and equipment, whilst ensuring good practices and maintaining audit-compliant records. You will ensure that all purchases of goods and services are done transparently, at the best available price, and in compliance with Organisational and donor procurement policy and procedures.

Key responsibilities

  1. Procurement: Responsible for implementing the procurement plan and strategy and ensuring all procurement needs are met on time in line with Global Supply Chain best practices (GSC) and donors’ standards, the role holder will:
  • Act upon submission of duly approved Purchase Requests (PR). Educate and support customers to ensure timely submission of approved PRs with sufficient details and realistic delivery target dates.
  • Process approved Purchase requisitions ensuring data accuracy.
    Initiate and process Request for quotations (RFQ) and Request for proposals (RFP).
    Prepare bids analysis and other bidding documents for approval.
    Conduct negotiations with suppliers that are transparent and documented.
  • Receive invoice and control against original order, advance payments/instalments already delivered, request for payment.
    For goods: Facilitate delivery of orders and collect Goods Received Note.
    For services: Facilitate delivery of services and ensure that the period of guarantee, after-sales service is mentioned.
  • Collaborate with all departments by Coordination with finance and programmes to ensure smooth and timely procurement.
  1. Procurement Planning
    Working closely with internal and external partners, you will effectively plan and support programme implementation by:
  • Collecting, organising, and analysing market information and data to enable effective procurement planning.
  • Preparing and implementing procurement plans following related Organisational procurement Standard Operating Procedures (SOPs).
  • Monitor supply market and conduct market surveys & analysis to ensure value for money in procurement.
  • Create and update supplier and price lists.
  1. Contract Management
    Lead the contracting process so that the terms and conditions, and contracting procedures as provided by Global Supply Chain best practices are followed. To achieve this, you will:
  • Prepare and execute contracts for recommended bidders
  • Ensure timely renewal of qualifying contracts and agreements
  • Execute contracts against set requirements and performance indicators
  1. 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 suppliers’ files and documentation
  • Monitoring and documenting supplier performance
  1. Compliance and Ethics
    You will assist in identifying and analysing compliance risk in procurement processes and in implementing donor rules & regulations for all procurements by:
  • Implementing due diligence for suppliers, including by conducting reference checks, and supplier visits.
  • 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.
  • Implementing corrective action plans (CAPs) in response to internal and/or external audit queries.
  1. Reporting
    You will support timely and accurate reporting by:
  • Preparing and submitting accurate monthly reports to the Programme Manager on time.
  • Supporting with developing and updating the procurement plans as required.
  • Submitting periodic procurement tracking reports for specific procurements assigned. 

Functional skills and knowledge (REQUIREMENTS):

  • Degree in Procurement, Supply Chain Management, Business Administration or Financial Accounting and related fields.
  • 3-4 years of work experience in supply chain operations (Procurement).
  • Experience working with NGOs is an asset.
  • Knowledge of donor procurement and accounting systems is an advantage.

Demonstrated Skills and Competencies:

  • Knowledge of generic procurement procedures and practices.
  • Good collaborator with effective interpersonal and analytical skills who work seamlessly across cultures, organisational units and suppliers.
  • Knowledge and experience in procurement plans, strategies, market analysis techniques, procurement and contracting.
  • Good negotiation skills.
  • Excellent skills in conducting market analysis and sourcing strategies.
  • Ability to work effectively in a matrixed structure 
  • Knowledge of USAID reporting requirements and standards is a plus.

Standards of Professional Conduct:

CIPESA staff and partners must adhere to the values and principles outlined in the Code of Conduct, Equal Opportunity Policy, and Safeguarding against Sexual Exploitation and Abuse and Sexual Harassment (SEAH) Policy. In accordance with these CIPESA operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Harassment-Free Workplace, Fiscal Integrity, Anti-Retaliation, and several others.

Application Process: 

Kindly send applications to  [email protected]  latest September 12, 2023 at 18:00 East African Time (EAST), including a cover letter outlining how you fit the job requirements and your areas of expertise; a CV; names and contacts of three referees and the salary expectations.

30Aug

Job Opportunity: Monitoring and Evaluation Officer

Author CIPESA Posted on

Announcement |

We are searching for the Monitoring and Evaluation Officer (M&E Officer) will carry out monitoring and evaluation activities including data collection and reporting on project outcomes.

See below for further details;

Job Description

Position: Monitoring and Evaluation Officer

Organisation: Collaboration on International ICT Policy for East and Southern Africa (CIPESA)

Location: Kampala, Uganda

Duration: Two (2) years Full time- renewable

Reports to: Programme Manager

About Us: Established in 2004, CIPESA is a leading centre for research and analysis of information aimed to enable policy makers in the region to understand ICT policy issues, and for various multi-stakeholders to effectively use ICT to improve governance and livelihoods. Our work responds to the shortage of information, resources and actors consistently working at the nexus of technology, human rights and society in Africa. We conduct our work mostly through research, advocacy, capacity development, and convenings.

Job Summary:  The Monitoring and Evaluation Officer (M&E Officer) will carry out monitoring and evaluation activities including data collection and reporting on project outcomes. The M&E Officer will oversee data collection, consolidate and analyse monitoring data and draft reports, conduct specific research activities, and conduct regular Data Quality Assessment (DQA). 

Responsibilities:

  1. Develop M&E Framework:
    • Finetune and implement a comprehensive M&E framework for CIPESA, including indicators, data collection methods, and reporting mechanisms.
    • Ensure alignment of the M&E framework with programme objectives and donor requirements.
  2. Data Collection, Management, and Analysis:
    • Coordinate data collection activities, including surveys, interviews, focus groups, and other data sources.
    • Establish data collection tools and ensure they are used consistently.
    • Manage and maintain a database for storing project data.
    • Analyse collected data to assess project progress and impact.
    • Identify trends, successes, challenges, and lessons learned.
    • Provide timely and relevant feedback to project staff.
  3. Reporting:
    • Prepare regular M&E reports for project management and donors, highlighting key findings and recommendations.
    • Ensure that project reports are submitted on time and in compliance with organisational and donor requirements.
  4. Capacity Building:
    • Train project staff and partners on M&E tools and techniques.
    • Provide ongoing support and mentorship to improve data collection and reporting.
  5. Quality Assurance:
    • Conduct data quality assessments to ensure the accuracy and reliability of project data.
    • Recommend corrective actions when data quality issues are identified.
  6. Learning and Adaptation:
    • Promote a culture of learning within the CIPESA team by facilitating discussions on M&E findings and implications for programme design.
    • Support the organisation in making data-driven decisions and adapting strategies as needed.
  7. Risk Assessment and Mitigation:
    • Identify potential risks and challenges in project implementation through M&E activities.
    • Collaborate with the CIPESA management to develop risk mitigation strategies.
  8. Stakeholder Engagement:
    • Engage with project stakeholders, including beneficiaries and partners, to gather feedback and incorporate their perspectives into the M&E process.

Qualifications and Skills:

  • Bachelor’s degree in statistics, demography, M&E or related field. A master degree or a bachelors plus an advanced certificate in M&E, and statistics preferred.
  • Proven three-year experience in monitoring and evaluation, preferably in a non-government/ development/ humanitarian context.
  • Strong data analysis and interpretation skills.
  • Proficiency in relevant data analysis software and tools.
  • Excellent written and verbal communication skills.
  • Ability to work independently and as part of a team.
  • Attention to detail and a commitment to producing high-quality work.
  • Knowledge of USAID reporting requirements and standards.

Standards of Professional Conduct:

CIPESA staff and partners must adhere to the values and principles outlined in the Code of Conduct, Equal Opportunity Policy, and Safeguarding against Sexual Exploitation and Abuse and Sexual Harassment (SEAH) Policy. In accordance with these CIPESA operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Harassment-Free Workplace, Fiscal Integrity, Anti-Retaliation, and several others.

Application Process:

Kindly send applications to  [email protected] latest September 12, 2023 at 18:00 East African Time (EAST), including a cover letter outlining how you fit the job requirements and your areas of expertise; a CV; names and contacts of three referees and the salary expectations.

30Aug

Job Opportunity: Finance and Grants Manager

Author CIPESA Posted on

Announcement |

We are searching for a Finance and Grants Manager who will be responsible for overseeing financial transactions, maintaining accurate financial records, and ensuring compliance with financial policies and regulations.

Job Description

Position: Finance and Grants Manager 

Organisation: Collaboration on International ICT Policy for East and Southern Africa (CIPESA)

Location: Kampala, Uganda

Duration: Three years (renewable)

About Us: Established in 2004, CIPESA is a leading centre for research and analysis of information aimed to enable policy makers in the region to understand ICT policy issues, and for various multi-stakeholders to effectively use ICT to improve governance and livelihoods. Our work responds to shortage of information, resources and actors consistently working at the nexus of technology, human rights and society in Africa. We conduct our work mostly through research, advocacy, capacity development, and convenings.

Main Purpose of Job:

The Finance and Grants Manager is responsible for overseeing financial transactions, maintaining accurate financial records, and ensuring compliance with financial policies and regulations. This role plays a vital part in the organisation’s financial management and supports decision-making processes by providing accurate and timely financial information. Furthermore, the Manager will support the CIPESA management in donor compliance, timely reporting, project document filing, and project management.

Key responsibilities

  1. Financial Transactions:
    • Process and record financial transactions, including payments, invoices, receipts, and expenses.
    • Ensure accuracy and completeness of financial data and documentation.
    • Review and verify financial documents for compliance with organisational policies and procedures.
  2. Budget Management:
    • Assist in budget preparation, monitoring, and control.
    • Track budget expenditures and report on variances.
    • Collaborate with relevant departments to ensure adherence to budgetary guidelines.
  3. Financial Reporting:
    • Prepare and generate financial reports, including balance sheets, income statements, and cash flow statements.
    • Provide regular financial reports to management, highlighting key financial metrics and trends.
  4. Bank and Cash Management:
    • Manage bank accounts and perform bank reconciliations.
    • Monitor cash flows and ensure adequate liquidity to meet organisational needs.
    • Facilitate cash and fund transfers as required.
  5. Audit and Compliance:
    • Assist in the preparation for internal and external audits.
    • Ensure compliance with financial regulations and reporting requirements.
    • Implement and maintain internal controls to safeguard assets and prevent fraud.
  6. Financial Analysis:
    • Conduct financial analysis to support decision-making and long-term financial planning.
    • Provide insights and recommendations based on financial data.
  7. Payroll Processing:
    • Administer payroll processes, including salary calculations, deductions, and tax compliance.
    • Ensure accurate and timely disbursement of employee salaries and salary slips.
  8. Vendor and Supplier Management:
    • Manage relationships with vendors and suppliers.
    • Review and process supplier invoices and payments.

     9. Grant Management:

  • Oversee the implementation of grant-funded programs and projects.
  • Monitor grant progress, track expenses, and ensure compliance with grant requirements.
  • Prepare and submit required grant reports and documentation in a timely manner.
  • Maintain accurate records of grant-related activities

   10. Relationship Building:

  • Cultivate and maintain positive relationships with donors, funding agencies and programme partners.
  • Attend meetings, conferences, and networking events to stay informed about grant opportunities and trends.

   11. Compliance and Risk Management:

  • Ensure that the organisation complies with grant requirements and regulations.
  • Identify and mitigate risks associated with grant-funded projects.

Qualifications and Skills:

  • Bachelor’s degree in Finance, Accounting, or a related field.
  • Professional certification (e.g., CPA, CFA) is a plus.
  • Proven experience in finance or accounting roles and grants management .
  • Familiarity with financial regulations, accounting principles, and best practices.
  • Proficiency in financial software e.g. QuickBooks and Microsoft Office applications, especially Excel.
  • Knowledge of donor compliance regulations
  • Strong analytical and problem-solving skills.
  • Excellent attention to detail and organisational skills.
  • Effective communication and interpersonal skills.
  • Ability to work independently and as part of a team.

Standards of Professional Conduct:

CIPESA staff and partners must adhere to the values and principles outlined in the Code of Conduct, Equal Opportunity Policy, and Safeguarding against Sexual Exploitation and Abuse and Sexual Harassment (SEAH) Policy. In accordance with these CIPESA operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Harassment-Free Workplace, Fiscal Integrity, Anti-Retaliation, and several others.

Application Process:

Refer to the application procedures here.