THE COMMISSION ON ADMINISTRATIVE JUSTICE Office of The Ombudsman. Hata Mnyonge Ana Haki

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1 THE COMMISSION ON ADMINISTRATIVE JUSTICE Office of The Ombudsman Hata Mnyonge Ana Haki EMPLOYMENT OPPORTUNITIES The Commission on Administrative Justice (Office of the Ombudsman) is a constitutional body established under Article 59 (4) of the Constitution and the Commission on Administrative Justice Act, The mandate of the Commission is to enforce administrative justice in the public sector, and overseeing and enforcing implementation of the Access to Information Act, 2016 The Commission seeks to fill the following vacant positions:- No. POSITION GRADE NO. OF POSTS 1. Finance Manager CAJ Senior Research and Investigations Officer CAJ Accountant II CAJ Human Resource Administration Officer II CAJ Internal Auditor II CAJ Legal Officer II CAJ Planning Officer II CAJ Principal Supply Chain Officer CAJ Research and Investigations Officer II CAJ Chief Librarian CAJ 8 1 Visit our website for detailed job specifications and other requirements. The closing date is on 2 nd October 2018 at 4.30pm. The applications should be addressed to: THE COMMISSION SECRETARY/CEO COMMISSION ON ADMINISTRATIVE JUSTICE 2 ND FLOOR, WEST END TOWERS WAIYAKI WAY P. O. BOX CITY SQUARE, NAIROBI Only shortlisted candidates will be contacted. The Commission on Administrative Justice is an Equal Opportunity employer. 1

2 1. INDENT FOR FINANCE MANAGER FINANCE MANAGER DIRECTOR CORPORATE SERVICES CORPORATE SERVICES FINANCE JOB GRADE: CAJ 3 NO. OF POSTS: 1 Supervise the Finance and Accounts functions; Develop and implement effective financial management systems and procedures; Coordinate timely preparation of departmental annual work plans; Prepare the Commission s budget estimates; Authorise imprest warrants and payments in accordance with the Commission s procedures; Provide advisory on financial matters the Commission; Prepare financial reports and statements to ensure compliance with the PFM Act; Maintain and update records on the Commission s Assets and Liabilities; Coordinate the preparation of tax returns and compliance with other statutory obligations; Interpret and implement government policies relating to the financial management of the Commission; Prepare Commission s proposed budget to the Management Committee for Treasury approval; Prepare statutory financial reports including the appropriation accounts; Coordinate banking services, reconciliation and safe custody of cash. Any other duty as assigned by the Commission. For appointment to this position, a candidate must have: - Masters Degree in any of the following disciplines: Commerce, Accounting or Finance from a recognized institution; 2

3 Have served for at least nine (9) years of relevant experience with at least five (5) years at senior management/leadership position in the area of accounting; Have professional qualification such as CPA(K), ACCA finalist; Be a member of a professional accounting body such as ICPAK; Have proven leadership and supervisory experience; Meet the requirements of Chapter 6 of the Kenya Constitution; 2. INDENT FOR SENIOR RESEARCH AND INVESTIGATIONS OFFICER JOB TITLE REPORTING TO DIRECTORATE : SENIOR RESEARCH AND INVESTIGATIONS OFFICER : DIRECTOR, RESEARCH AND INVESTIGATIONS : RESEARCH AND INVESTIGATION JOB GRADE : CAJ 5 NO. OF POSTS : 1 TERMS OF EMPLOYMENT : KEY RESPONSIBILITIES Duties and responsibilities entail: Carry out relevant research on issues that the Commission may deem fit from time to time. Identify systemic issues and recommend remedial measures and proactive action. Provide necessary information to the Commission for purposes of vetting of persons where applicable. Ensure compliance with directorate objectives, policies and procedures, and annual work plan. Prepare briefs for commission and media as appropriate. Assist in the development of research policies and procedures for the commission and best practises in management of investigations Supervise the implementation of research projects as necessary to support key cases for the commission. Undertake systemic and specific investigations as required by the commission Prepare investigation plans and research proposals. Undertake investigations as directed by the Commission. Compile, and submit reports on all investigated cases allocated by the Head of Investigations 3

4 For appointment to this position, a candidate must: - Bachelor s degree in Statistics, Economics, Security Studies, Forensic Investigations, Law (LLB), or Social Sciences or any other relevant field from a recognised institution Research Certification SPSS Knowledge on Investigations and security matters At least 5 years relevant experience in similar position Fund raising skills will be an added advantage Meet the requirements of Chapter Six of the Kenya Constitution. 3. INDENT FOR ACCOUNTANT ACCOUNTANT II SENIOR ACCOUNTANT CORPORATE SERVICES FINANCE JOB GRADE: CAJ 7 NO. OF POSTS 1 Examine payment vouchers and royalty statements for accuracy and correctness; Prepare timely and accurate bank reconciliation statements for decision making; Reconcile the general ledger account for accuracy and correctness; Manage the assets register for accuracy and correctness; Prepare payment vouchers; Prepare audit schedules for approval; Scrutiny of batch entries before posting in general ledger for accuracy and correctness; Process safari imprests surrender and maintain the imprest debtors sub-ledgers for accountability; File payment vouchers and other general ledger records for ease of retrieval and future reference; Examination of expenditure vouchers; Prepare cheques banking schedule daily; 4

5 Process Invoices; Manage and prepare reports of the Commission s assigned accounts; Address and resolve customer queries and complaints to meet customer s expectation; Process payments to meet Commission s obligations as per policy and procedures; Process and file VAT and Withholding Tax Returns every month to comply with statutory requirements; Commit expenditure to the relevant vote head. For appointment to this position, a candidate must have:- Bachelor s degree in commerce (accounting or finance option) or any other relevant course from a recognized institution Certified Public Accountant (CPA-K) At least three (3) years of service in a comparable position from a reputable organization Must be a Member of ICPAK in good standing Knowledge in Public Finance Management Act (PFMA) Knowledge of Integrated Financial Management System(IFMIS) Knowledge in International Public Sector Accounting Standards (IPAS). Meet the requirements of Chapter Six of the Kenya Constitution. 4. INDENT FOR HUMAN RESOURCE AND ADMINISTRATION OFFICER II HUMAN RESOURCE AND ADMINISTRATION OFFICER II MANAGER, HUMAN RESOURCE AND ADMINISTRATION CORPORATE SERVICES HUMAN RESOURCE AND ADMINISTRATION JOB GRADE: CAJ 7 NO. OF POSTS: 1 Coordinate provision of staff welfare Administration and interpretation of HR policies and procedures 5

6 Facilitate orientations and inductions of new employees to foster positive attitude towards organizational objectives; Administer employee schemes on medical, staff retirement, mortgage and car loan Maintain personnel data and staff establishment; Compile staff retirement benefits data for computation and staff terminal dues on exit; Handle staff compensation claims, e.g. injury benefits, group personnel and group life assurance; Administering training schedules and plans; Supervising administrative function of the Commission; Staff leave management and administration. Management of staff attendance reports and staff register Maintain and update staff personal records Administer statutory monthly deductions such as I-tax, national hospital insurance fund (NHIF) and national social security fund (NSSF), PAYE in compliance with the law For appointment to this position, a candidate must have: - Bachelor degree in Business Administration (HR option), Business Management (HR option), Bachelor of Science Human Resource Management or any other social sciences from a recognized institution. Diploma in Human Resource Management At least three (3) years of experience in a similar position preferably in a government institution Knowledge of labour laws Must be a member of the Institute of Human Resource Management (IHRM) Meet the requirements of Chapter Six of the Kenya Constitution. 6

7 5. INDENT FOR INTERNAL AUDITOR UNITT: INTERNAL AUDITOR II MANAGER, INTERNAL AUDIT INTERNAL AUDIT JOB GRADE: CAJ 7 NO. OF POSTS: 1 Conduct Pre and Post Audit of payments and Imprests Examining payment vouchers and imprest requisitions before the cheques are processed and clearance of imprests to ensure validity and accuracy of expenditure. Compliance Audits Review/assess adherence to relevant government and other regulatory agencies laws and regulations and policies and procedures of the Commission. Operational/Value for Money Audits Review the use of resources and procedures/practices to determine if goals and objectives are being met in the most effective and efficient manner. Financial Audits Assess the adequacy of internal controls, accounting and the propriety of financial transactions to ensure reliability and integrity of financial reporting/information. Develop risk based audit plans and conduct risk assessments. For appointment to this position, a candidate must have:- Bachelor s Degree in any of the following disciplines Commerce (Finance or Accounting Option) Business Administration/Management (Finance or Accounting Option) from a recognised institution Certified Public Accountant (CPA K) and/or CIA, CISA, CFE, CRMA or its equivalent from a recognised institution is mandatory At least 3 years of service, or similar experience in a comparable position from a reputable organization Knowledge of relevant legislations on public procurement and public financial management. 7

8 Knowledge of relevant auditing and accounting standards Knowledge of systems audit in a computerized environment. Possession of risk assessment skills and the ability to plan effectively to ensure adequate coverage of all high and critical risks is necessary. Meet the requirements of Chapter Six of the Constitution of Kenya 6. INDENT FOR LEGAL OFFICER II LEGAL OFFICER II SENIOR MANAGER LEGAL AND ADVISORY LEGAL & ADVISORY LEGAL JOB GRADE: CAJ 7 NO. OF POSTS: 3 Attend to clients on matters relating to Commission s mandate and offering legal advice thereon; Represent the Commission in legal proceedings including amicus briefs; Assist the commission in conducting hearings, inquiries and investigations in matters falling within its mandate; Conduct legal research on matters relating to administrative justice and other legal matters; Promote and facilitate resolution of complaints and disputes through mediation and reconciliation; Prepare periodic reports on complaints investigated and remedial action taken by the Commission; Prepare Legal and Advisory opinions; Provide recommendations or remedial alternatives for resolution of disputes. Any other duty assigned by Commission. For appointment to this position, a candidate must have: - A Bachelor of Laws (LL.B) degree from a recognized University A current and valid practicing certificate Ability to undertake research and provide sound legal opinions Atleast 3 years of post admission experience 8

9 Knowledge and exposure to Alternative Dispute Resolution will be an added advantage Meet the requirements of Chapter six of the Constitution of Kenya. CLEARANCE/COMPLIANCE CERTIFICATES Successful candidates will be required to provide copies of clearance or compliance certificates from: a) Kenya Revenue Authority b) Ethics & Anti-Corruption Commission c) Directorate of Criminal Investigations (CID) d) Law Society of Kenya e) A credit reference bureau f) Higher Education Loans Board g) Advocates Complaints Commission 7. INDENT FOR PLANNING OFFICER II PLANNING OFFICER II DIRECTOR RISK AND COMPLIANCE RISK AND COMPLIANCE PLANNING JOB GRADE: CAJ 7 NO. OF POSTS: 1 Provide technical support in preparing departmental work plans and ensure alignment with the strategic plan; Prepare periodic reports for review on the status of implementation of work plans and the strategic plan Monitor donor funded commission programs and be accountable to donor objectives; Analyse reports from public institutions on performance contract guidelines Conduct spot checks to monitor public service delivery and prevent maladministration; Provide training to public agencies on how to effectively handle complaints within their institutions and enhance the resolution rates. 9

10 Provide technical support in budget preparation; For appointment to this position, a candidate must have: - A Bachelor degree in Commerce, Economics, Statistics or strategic management from a recognised institution. Post graduate diploma in Project Management, Monitoring and Evaluation from a recognized institution At least three (3) years of service in a comparable position from a reputable organization Knowledge of Program Based Operations and Government Budgeting will be an added advantage. Meet the requirements of Chapter Six of the Kenya Constitution. 8. INDENT FOR PRINCIPAL SUPPLY CHAIN OFFICER PRINCIPAL SUPPLY CHAIN OFFICER SUPPLY CHAIN MANAGER CORPORATE SERVICES PROCUREMENT JOB GRADE: CAJ 7 NO. OF POSTS: 1 Source for quotations, proposals and tenders from qualified/approved suppliers. Participate in the opening, negotiations and evaluation of quotations, tenders or proposals for goods, services and works. Preparing and issue Local Purchase Orders (LPOs), notification award letters to bidders and ensure timely delivery of goods and services. Conduct market survey on prices Maintain in safe custody all procurement records including service contracts. Responsible for management of stores and inventory Verify suppliers invoices for payment by the accounts department in so far as they relate to procurements made. 10

11 Adhere to the Public Procurement and Oversight Act For appointment to this position, a candidate must have: - Bachelor s degree in Commerce, Procurement, Supplies management or any other relevant field from a recognized Institution. Have relevant experience of not less than 5 years at a similar position in public or private sector. Be registered with Kenya Institute of Supplies Management. Have knowledge of IFMIS Meet the requirements of Chapter 6 of the Constitution of Kenya; 9. INDENT FOR RESEARCH AND INVESTIGATIONS OFFICER II JOB TITLE REPORTING TO DIRECTORATE : RESEARCH AND INVESTIGATIONS OFFICER II : DIRECTOR, RESEARCH AND INVESTIGATIONS : RESEARCH AND INVESTIGATIONS JOB GRADE : CAJ 7 NO. OF POSTS : 1 TERMS OF EMPLOYMENT : KEY RESPONSIBILITIES Duties and responsibilities entail: Investigate cases relating to the mandate of the Commission; Carry out relevant research on issues that the Commission may deem fit from time to time; Monitor and evaluate the status of complaints resolution; Identify systemic issues and recommend remedial measures and proactive action Prepare periodic reports on the status of all the investigated cases; Implement best practice policies, procedures and systems for research; Provide necessary information to the Commission for purposes of vetting of persons where applicable. 11

12 For appointment to this position, a candidate must: - Bachelor s Degree in Criminology, Forensic Investigations, Law (LLB), Statistics or Social Sciences from a recognized institution At least 3 years relevant experience in a similar position. Knowledge on data analysis and report writing skills will be an added advantage Meet the requirements of Chapter Six of the Kenya Constitution. 10. INDENT FOR LIBRARIAN CHIEF LIBRARIAN DIRECTOR, RESEARCH AND INVESTIGATIONS RESEARCH AND INVESTIGATIONS RESOURCE CENTRE JOB GRADE: CAJ 8 NO. OF POSTS: 1 Collect and collate information for Commission Receive and verify information relevant to Resource Centre. Coordinate access, stamp and label acquired materials relevant to Resource Centre Catalogue, classify, index and abstract CAJ documents Disseminate CAJ Publications Shelving of documents and shelve arrangement Charge and discharge of library materials Management of electronic information. Entering bibliographic details into the library database. Ensure overdue reminders are generated for compliance Conduct information searches and information retrieval Update and maintain current commission publications. 12

13 For appointment to this position, a candidate must have: - Bachelor degree in Library studies or Information Science (Library Management) or its equivalent. A Diploma in Library Management or Information Science. At least 5 years of service in a comparable position from a reputable organization Registered member of Kenya Library Association Meet the requirements of Chapter Six of the Constitution of Kenya CLEARANCE/COMPLIANCE CERTIFICATES All successful candidates will be required to provide copies of clearance or compliance certificates from: a) Kenya Revenue Authority b) Ethics & Anti-Corruption Commission c) Directorate of Criminal Investigations (CID) d) A credit reference bureau e) Higher Education Loans Board The closing date is on 2 nd October 2018 at 4.30pm. The Applications should be addressed to: THE COMMISSION SECRETARY COMMISSION ON ADMINISTRATIVE JUSTICE 2 ND FLOOR, WESTEND TOWERS WAIYAKI WAY P O BOX CITY SQUARE NAIROBI 13