Commission on Administrative Justice Deputy Secretaries (Finance, Legal, Research, Advocacy, Compliance) and Procurement Officer Job vacancies in Kenya

The Commission on Administrative Justice (Office of the Ombudsman) is an Independent Constitutional Commission established under section 59 of the Constitution of Kenya.

Its core mandate is to investigate any conduct in state affairs, maladministration, complaints of abuse of power, unfair treatment, manifest injustice or unlawful, oppressive, unfair or unresponsive official conduct within the Public Sector, and to generally ensure compliance with the tenets of integrity, good governance and responsiveness.

In order to deliver on its mandate, the Commission wishes to fill the following key positions with suitably qualified candidates.

1. Position: Deputy Secretary – Office of the Chairperson

Key Tasks

• Acts as personal assistant to the Chair;
• Drafts legal presentations to be made by the Chair;
• In consultation with Deputy Secretary, Legal & Advisory, ensure all complaints, Inquiries, Hearings, Litigation, Advisories or mediations charged to the Chair are appropriately and timely addressed.
• Ensures protocol and administrative arrangements for the Chair and Commissioners ;
• In instances of local and international presentations, ensures itinerary and programmes are synchronized.
• In consultation with the Deputy Secretary - Communication and Media, prepare media briefs for the Chair;
• In consultation with the Chair, and in his absence, sign correspondence on behalf of the Chair;
• Reviews and advices the Chair on new legislative provision and emerging jurisprudence;
• Any other duties that may be assigned from time to time.

Person Requirements:

• Masters degree and a Bachelor of Laws from a university recognized in Kenya.
• Diploma in Law from the Kenya School of Law;
• Practicing Advocate of the High Court of Kenya;
• Must demonstrate proficiency in use of Computer Applications;
• At least 5 years proven progressive work experience at senior management level in a law firm, institution handling human rights or administrative issues
• Must meet the requirements of Chapter 6 of the Kenya Constitution;
• Must be a citizen of Kenya.

2. Position: Deputy Secretary – Finance & Administration

Key Tasks

• Oversees the efficient and effective provision of all the support services the Commission provides;
• Puts in place policies and strategies to ensure structures are managed by professional and competent staff;
• Ensures implementation of best practices and maintenance of the same in finance, human resource, procurement and administration functions;
• Ensures management of the financial systems so as to ensure timely service delivery and integrity of the systems;
• Ensures the procurement processes are efficient and meet integrity requirements;
• Ensures the human capital component of the Commission is well motivated and has a professional and positive work ethic;
• Oversees the management of the administrative component to ensure it is efficient and effective;
• Ensures adequate security is provided as required for Commissioners and in all areas of the Commission’s work;
• Prepares periodic reports providing the status of the various areas for monitoring and evaluating purposes;
• Any other duties that may assigned from time to time.

Person Requirements:

• Bachelors and Masters Degree in a relevant field.
• Extensive knowledge in Public Finance Management
• Must demonstrate proficiency in use of Computer Applications.
• At least 8 years proven progressive senior management experience managing diverse functions.
• Excellent interpersonal and communication skills.
• Proven strong problem-solving skills.
• Ability to be flexible and to adapt to dynamic environments.
• High level of proactive decision-making.
• Must meet the requirements of Chapter 6 of the Kenya Constitution;
• Must be a citizen of Kenya.

3. Position: Deputy Secretary – Legal & Advisory

Key Tasks

• Ensures there is adequate legal capacity to carry out the Commissions’ mandate;
• In consultation with the Chair, lead in the preparation of sound Advisory Opinions;
• Supervises the handling of all Complaints and Clients;
• Promotes Constitutionalism and observance of human rights, including protection of the rights of minorities and marginalized in the context of the Commission’s mandate;
• Design and facilitate mechanisms for formal Hearings and Inquiries by the Commission;
• Puts in place policies and strategies to ensure structures are managed by professional and competent staff;
• Ensures implementation of best practices in carrying out the strategies of the Commission;
• Prepares periodic reports providing the status of the various complaints for monitoring and evaluation purposes;
• Provides recommendations or remedial alternatives for resolution of dispute, and design effective mechanisms of ensuring compliance;
• Reviews modes of receiving complaints and synchronizes the physical and electronic files;
• In consultation with the Chair, responsible for representation of the Commission in any litigation and/or amicus briefs;
• Develops modes and mechanisms for mediation and reconciliation by the Commission where appropriate;
• Provide input in design, and act as liason person with Civic Educators
• Any other duties that may assigned from time to time.

Person Requirements:

• Masters degree and a Bachelor of Laws from a university recognized in Kenya;
• Diploma in Law from the Kenya School of Law;
• Practicing Advocate of the High Court of Kenya;
• Must demonstrate proficiency in use of computer applications;
• At least 8 years experience at senior management levels or a litigator;
• Proven leadership and supervisory experience;
• Excellent interpersonal, presentation and communication skills;
• Fluent in both English and Kiswahili;
• Must meet the requirements of Chapter 6 of the Kenya Constitution;
• Must be a citizen of Kenya.

4. Position: Deputy Secretary – Research & Investigation

Key Tasks

• Ensures all relevant cases are investigated in an appropriate and timely manner and presents findings to the Commission;
• Manages the process of carrying out relevant research on cases and other appropriate matters;
• Prepares periodic reports providing the status of the various complaints for monitoring and evaluating purposes;
• Coordinates the research on current trends of dispute resolution with comparable institutions;
• Helps identify salient trends in complaints received so as to suggest remedial measures in relevant institutions and recommend proactive action;
• Develops and implements best practice policies, procedures and systems for research;
• Compiles monthly statistical analyses of files handled and activities undertaken by the Commission;
• Investigate and report on compliance by state or Public Officers with the Constitutional and statutory requirements relating to leadership, integrity and ethics.
• Provides necessary information to the Commission for purposes of vetting of persons where applicable;
• Any other duties that may assigned from time to time.

Person Requirements:

• Bachelors degree in Sociology, Economics, Statistics or Mathematics and a Master Degree in a relevant field.
• Must demonstrate proficiency in use of computer Applications.
• Excellent management and organizational skills.
• Excellent interpersonal and communication skills.
• Excellent analytical, design and presentation skills.
• Demonstrated ability to manage high-level relationships.
• Demonstrated experience in both quantitative and qualitative research methods.
• Knowledge of STATA, SPSS or other data analysis software.
• At least 8 years progressive experience in the relevant field.
• Proven experience in undertaking audience research to inform communications on governance issues is highly desirable.
• Fluent communicator in both English and Kiswahili.
• Proven leadership and supervisory experience.
• Must meet the requirements of Chapter 6 of the Kenya Constitution;
• Must be a citizen of Kenya.

5. Position: Deputy Secretary – Advocacy & Communications

Key Tasks

• Be responsible for general protocol for purposes of the Commission and facilitate the organization of public events by the Commission;
• Supervises and participates in the process of carrying out civic education on the Commission’s mandate;
• Supervises the management of the Library and Resource Centre and ensures proper dissemination of information to the public;
• In consultation with the Chair holds public fora and exhibitions to promote public awareness of the Commission and its mandate;
• Ensures appropriate branding and visibility within and without the Commission;
• Undertakes both print and electronic media monitoring and in consultation with the Chair interacts with the media fraternity;
• Ensures the Commissions website is managed and continuously updated;
• Manages the internal communication system in liaison with the ICT Officer;
• Ensure all communication from the commission is properly framed and edited
• Any other duties that may be assigned by the Chair from time to time.

Person Requirements:

• Bachelors degree in Communications/PR/Journalism and a Masters Degree in a relevant field.
• Be a member of good standing of a communication or Journalism professional body.
• Must demonstrate proficiency in the use of Computer Applications.
• At least 8 years progressive senior management experience.
• Proven staff supervisory experience.
• Diverse experience in event planning and management and which should include protocol, preparing press kits, press briefing and media coverage.
• Proven experience in public relations.
• Excellent speaking skills and a strong ability to write edit and undertake research to inform media releases.
• Fluent speaker in both English and Kiswahili.
• Must meet the requirements of Chapter 6 of the Kenya Constitution;
• Must be a citizen of Kenya.

6. Position: Deputy Secretary – Compliance & Risk

Key Tasks

• Ensures the Commission is complaint in regard to all Constitutional and legislative requirements and provisions;
• Ensures that all staff are aware of their legal and statutory obligations;
• Prepares and assesses any and all risk the Commission may encounter and ensure prioritization of the same in the Risk Register;
• Ensures all periodic reports are done and submitted as and when required;
• Coordinates the performance contracting process and oversees the receipt, analysts and actions on Quarterly Reports received;
• Manages the training process of Ministries and departments of government;
• Coordinates the process of issuance of compliance certificates;
• Ensures setting up of complaints handling offices within County governments, ministries and other government institutions;
• Ensures declaration of wealth by the state and public officers is complied with and made accessible to the public;
• Ensures compliance with summonses, decisions and orders by the Commission;
• Any other duties that may be assigned from time to time.

Person Requirements:

• Bachelors degree and a Masters qualification in a relevant field.
• Relevant professional qualification such as IRM, PRMIA, ACAMS or CISA.
• Must demonstrate proficiency in Computer Applications.
• Prior experience in compliance a definite advantage
• At least 8 years proven progressive work experience at senior management level.
• Proven experience in conducting risk assessment in the public or private sector
• Proven leadership and supervisory experience
• Good understanding of organizational processes.
• Excellent interpersonal, presentation and communication skills.
• Ability to maintain confidences and trust regarding sensitive compliance issues.
• Must meet the requirements of Chapter 6 of the Kenya Constitution;
• Must be a citizen of Kenya.

7. Position: Procurement Officer

Head the Procurement function under the Finance & Administration docket.

Key Tasks

• Develop and coordinate the preparation of strategic procurement plans and tender specifications as required using the annual budget;
• Develop and implement in liaison with the ICT Manager a computerized management information system for monitoring, tracking and controlling operating costs;
• Maintain a current inventory of goods;
• Periodic review of purchase requisitions against stock records;
• Coordinate the process of developing detailed tender specifications and performance standards to facilitate procurement of goods and services in compliance with government, donor and other partners procedures and regulations;
• Confer with vendors and suppliers to obtain product or service information such as price, quality, availability and delivery schedule;
• Provide a list of estimates of value of goods and services by soliciting for multiple quotations from reliable and competitive suppliers in line with prescribed regulations;
• Coordinate and participate in procurement negotiations with suppliers and vendors to consider tender applications against approved technical specifications with due regard to market price, cost, quality and turn-around delivery time in order for business to operate cost-effectively;
• Prepare purchase orders in a timely and proactive manner, obtain the necessary approvals and forward the same as required;
• Carry out continuous monitoring and evaluation of delivery and quality of approved supplies;
• Coordinate the disposal of obsolete machinery, equipment, furniture and other salvage goods in accordance with government, donor and partner supplies policies and procedures;
• Any other duties that may assigned from time to time.

Person Requirements:

• Bachelors degree in Business or Commerce from a university recognized in Kenya.
• Diploma in Purchasing and Supplies from a recognized institution;
• Must be computer literate in MS Office applications and a procurement management software;
• At least 5 years proven progressive work experience in purchasing or logistics;
• Must meet the requirements of Chapter 6 of the Kenya Constitution;
• Must be a citizen of Kenya.

Interested candidates are requested to submit their application together with an up to date curriculum vitae, copies of certificates and testimonials, email and telephone contacts together with names, telephone and mail contacts of three (3) referees who must be familiar with the candidates previous work experience.

Applications should be addressed as detailed below and be sent by post or hand delivered to the Commission offices situated on the 6th Floor of the Prime Minister’s Building, to be received not later than 5.00pm on Friday 23rd March, 2012.

The Envelope shall be addressed as follows:-

The Commission Secretary
Commission on Administrative Justice
6th Floor, Prime Minister’s Building
Harambee Avenue

P.O. Box 20414-00200, Nairobi