ANTI-COUNTERFEIT AGENCY
The Anti-Counterfeit Agency (ACA) is established under the Anti-Counterfeit Act No. 13 of 2008 with a core mandate to co-ordinate
national efforts against counterfeit products and to co-operate with national, regional and international organizations involved in
combating counterfeiting. The Agency is seeking dynamic self-starters, with exceptional communication and IT skills who will work
flexibly in a highly professional team, respond imaginatively to a varied and demanding range of tasks and have the ability to turn
strategy into practical measures while mastering complexity and detail. We will reward you with a competitive salary, benefits and the
opportunity for professional growth. The positions to be filled are as follows:-
DEPUTY DIRECTOR, ADMINISTRATION AND FINANCE – GRADE ACA 10 (1 POST) –REF: ACA/DDAF
This is a senior management role reporting to the Executive Director and will be responsible for ensuring prudent management of the
Agency’s financial, human resources and physical assets.
Overall Purpose
This is a very senior management position with oversight of two critical divisions i.e. Finance, and Human Resources and
Administration.
Responsible to the Executive Director for providing technical and professional leadership in the planning, development and evaluation
of ACA’s financial policies and systems, including strategic financial plan and budget aimed at ensuring prudent management and
control of financial resources. In addition responsible for interpreting ACA’s prevailing financial position and advising the Executive
Director and Board of Directors on the measures to be taken to improve the organization’s financial performance. Other duties include,
analysing and interpreting policy issues and reports on financial and taxation issues affecting the Agency.
Further responsibility to the Executive Director for planning, coordinating and implementing human capital and administration
policies, strategies, systems and processes aligned to the strategic objectives. Specific duties include organisational analysis and design,
recruitment and selection, performance management, assessment of training needs, design and delivery of staff training and
development programmes, job evaluation and pay structure design, benefits administration as well as employee relations aimed at
raising staff morale, increasing productivity and enhancing organisational effectiveness.
Other duties include, coordinating the implementation of administrative support services such as visitor reception, procurement and
supplies, logistics and mail delivery, transport services, risk assessment and provision of insurance cover, health and occupational
safety, security and disaster recovery as well as maintenance of equipment, machinery and office facilities
CORE DUTIES AND RESPONSIBILITIES
Finance Division
• Developing and installing effective financial management systems and procedures aimed at improving financial reporting and
accounting through effective collection of statutory levy contributions to ensure that revenues are properly receipted and
accounted for
• Provide professional leadership and technical guidance in identifying and evaluating organisational risk factors in all ACA
programmes and activities in order to devise appropriate strategies and methods aimed at reducing loss and minimising
duplication and inefficiency
• Plan and coordinate the timely preparation of annual work plans and budget estimates as well as outlining key activities to be
undertaken to achieve desired targets
• Coordinate the collection of statutory levy contributions, ensure proper acknowledgement of receipts, reconcile levy records,
review outstanding levy payments, issue demand letters and institute penalties in accordance with prescribed regulations, in
addition monitor and following up payments in order to maximise on levy collections
• Coordinate banking services, reconciliation and custody of funds, securities and financial instruments as well as preparing
reports which summarise and forecast financial position in areas of levy collections, expenditure and investments
• Review procurement process to ensure that the Agency gets value for money through competitive bidding process and only
disbursing payment after verifying the actual delivery of high quality goods and services
• Establish stringent expenditure control procedures to ensure proper authorization for payments is strictly followed, any
expenditure incurred are supported by payment vouchers and other valid accounting documents as well as ensuring that
budgetary allocations are not exceeded without justifiable cause
• Analyse financial information detailing assets, liabilities and capital and prepare financial statements and other reports to
summarise current and projected financial position in order to ensure availability of funds to implement planned activities
• Develop and implement computerised financial information systems to cover general ledger, job costing as well as a fixed
assets management register for documenting acquisitions, maintenance, valuation, depreciation, capitalisation, replacement
and disposal of assets
• Monitor and track the utilisation of capital and operational expenditure against approved plans and ensure that any variances
are justified in accordance with approved policies and procedures
• Coordinate and monitor the organization’s investment of surplus funds, also devise and implement effective strategies for
managing working capital and expenditure programmes
• Interpret financial reports, statements, accounting records and advice the Executive Director on the significance of the same
and presenting, identifying and evaluating options for action.
• Coordinate the preparation of tax returns to ensure compliance with periodic tax payments, information reporting and other
statutory requirements as well providing advice to the Executive Director and the Board of Directors the effective strategies
for minimizing tax liability
• Review analysis of activities, costs, operations and status of on-going programmes in order to determine progress towards
stated goals and objectives and taking the necessary steps to ensure that any deviations are immediately acted upon
• Identify areas that need improvement, develop and implement continued improvement of accounting systems and procedures
that will enhance the quality, timeliness and availability of financial information
• Provide technical advice to management and staff on policy matters related to financial compliance of statutory and legal
requirements as well as overseeing the interpretation and implementation of government policies related to the management
of funds.
• Deliver presentations regarding proposed budgets to the Board Finance Committee, Treasury Officials and Donor Agencies to
clarify financial estimates and gain support for projected budget needs
Human Resources and Administration Division
• Provide professional leadership in the development and implementation of human capital and administration plans and
budgets, outlining activities to be undertaken, resource requirements, key performance measures and indicators as well as
expected outcomes
• Conduct workforce analysis, determine optimum staff requirements and design organisational structure that maximises
synergies across functions to support the implementation of the approved strategic plan
• Analyse organisational structures, business processes and workplace relationships in order to eliminate hierarchical layers and
strengthen opportunities for increased collaboration through flexible work teams
• Conduct job analysis in order to develop job descriptions and competency profiles to facilitate human capital planning, staff
recruitment and selection, performance management, training and development, job evaluation and pay structure design as
well as career planning
• Coordinate the recruitment and selection process in order to ensure that ACA has a critical mass of qualified human capital
with the required competencies necessary for implementation of functional strategic management plans
• Develop and coordinate the implementation of staff induction and on-the-job orientation programmes aimed at providing
new staff with relevant information about the technical and social aspects of their work
• Assess training needs analysis and baseline attitude surveys in order to design and implement relevant training programmes
aimed at building capacity by equipping staff with the necessary knowledge, skills and behaviour characteristics in line with
the strategic plan
• Coordinate the implementation of the performance management system and ensure that individual and team performance is
continuously monitored and measured against realistic but challenging targets aligned to the strategic direction by clearly
defining performance measures and indicators, expected timeframe as well as resource requirements.
• Oversee implementation of an effective human resource management information system for monitoring, tracking and
evaluating employee activities including staff training, performance management, medical, pension and welfare programmes
Administration Division
• Oversee proper maintenance, storage and security of personnel records to ensure integrity of data and information related to
human capital development programmes as well as administrative support services
• Coordinate resolution of employee grievances and disciplinary cases, recommending appropriate action to resolve problems
as well as assisting employees to find satisfactory solutions to personal problems through counselling services
• Develop, coordinate implement of a responsive procurement system that ensures cost-effective procurement of goods and
services in line with approved policies. In addition, follow-up contracts to ensure that contractual obligations are fulfilled
• Coordinate provision of office services, comprising cost-effective mail delivery systems, office security, communication
facilities and front office reception service
• Administer provision of employee medical and insurance packages including workers compensation through the appropriate
benefit schemes such as NHIF, NSSF, and other employee welfare programmes
• Develop, coordinate and implement effective motor vehicle transport systems, including registration, insurance and licensing.
In addition monitor vehicle incidents and accidents and ensure that all vehicles are serviced and properly maintained
• Coordinate risk assessment and ensuring that ACA properties and assets are properly insured for damage and loss. In
addition, lodging insurance claims and following up to ensure that payment is made on time
• Develop and implement human resource policies and procedures aimed at enhancing workplace relations in order to gain
employee commitment and improve morale by ensuring that employees are treated fairly, uniformly and equitably
• Conferring with relevant professional bodies and government agencies on the interpretation and application of particular
human resource management regulations that apply to public sector organisations
Generic Tasks
• Develop and implement strategies for creating a high performing organisational culture based on transparency, integrity,
accountability, performance measurement and results to ensure that programme activities are undertaken on sound
management principles and practices
• Provide technical leadership to multidisciplinary teams to enable them develop, implement and evaluate strategic
management plans and budgets aimed at improving performance standards and organisational effectiveness
• Initiate and participate in organisational performance reviews, and business process improvement programmes, as well as
undertake special investigations aimed at improving organisational effectiveness
• Participate in the implementation of advocacy and public relations strategy aimed at generating goodwill and advancing the
mission of ACA
• Participate in the recruitment and selection of staff in order to ensure that the candidates selected have the required job
competencies and are provided with orientation and induction programme necessary for effective job performance
• Review incidents of violations against organisational policy and regulations as well as handle employee disputes and take
appropriate action in line with approved policies, procedures and regulations
• Conduct training needs assessment, design and implement training programmes aimed at equipping staff with appropriate
job competencies in order to improve the design and delivery of high quality services
• Plan, monitor and evaluate the performance of staff against set targets and objectives and implementing development action
plans aimed at building the capacity of individuals and multi-disciplinary teams
• Participate in education and training programmes designed to update stakeholders on ACA requirements as well as creating
awareness and sensitising the general public on the benefits of pension schemes
• Represent ACA at local, regional and international meetings, conferences and workshops and other forums to promote and
articulate issues related to the development of pension industry
• Develop funding proposals to access grant funding opportunities from governmental agencies, development partners and
private foundations in order to implement programmes that will supplement budget allocations
• Cultivate a network of strong and lasting partnerships with stakeholders in the pension industry and relevant Government
agencies to ensure continuing support to ACA’s mission and strategic objectives
• Prepare concept papers, board papers, periodic progress reports and annual reports showing organisational achievements
against planned targets as well as providing justification for performance variances and areas of improvement
• Preparing monthly progress reports showing achievements of the human resources management function against planned
targets as well as providing justification for performance variances and also defining areas of improvement
Minimum Qualifications
• Masters degree in business Administration (MBA), Economics, Finance, Law or a related field or Masters degree in Human
Capital Development, Business Administration (MBA) or relevant higher degree in the Social Sciences focusing on the
management and development of the workforce
• Professional qualifications such as CPA, ACA, ACCA, ACMA or equivalent membership to a relevant professional body.
Professional qualifications such as IPM, KIM, IPS or membership to a relevant professional body will be an added advantage.
• Over eight (8) years experience gained in the Finance and Administration function in reputable organizations
KEY COMPETENCIES
Primary Competencies
• Considerable knowledge of economics, financial management, commercial law, including in-depth understanding of ACA
rules, regulations and guidelines
• Considerable knowledge of international accounting standards including financial forecasting and monitoring of budgets
• Ability to deliver ACA’s articulated vision for change, create a sense of urgency around change and motivates staff to join
change efforts
• Strong communication skills including ability to develop proposals, concept papers, position papers as well as write reports
and prepare relevant publications
• Strong customer focus, flexibility and responsiveness in handling and determining stakeholder complaints
• Technical expertise in strategic planning and budgeting, risk management, quality assurance as well as monitoring and
evaluation
• Ability to establish flexible multidisciplinary teams in an environment conducive to continuous learning, creativity and
innovation
• Ability to empower staff through coaching and counselling by emphasizing accountability and results oriented management
rather than direct supervision
• Proficiency in computer applications such as Microsoft Word, Excel, Access, PowerPoint and Outlook express including
financial and statistical packages
Secondary Competencies:
• Proven track record and ability to managing change and interpersonal conflict
• Proficiency computer applications including computerised HR information systems and other relevant software packages
• Ability to deliver the articulated vision for change to staff members. Creates a sense of urgency around change and motivates
staff to join change efforts.
• Ability to identify and clarify key underlying issues in employee problems and independently counsel staff on significant
challenges facing the organisation, and negotiate resolutions to conflicts which seem to be at an impasse
• Ability to monitor progress of a project against milestones or deadlines double-checks the accuracy of information to discover
weakness or missing data and strive for high quality performance.
• Ability to take personal responsibility for dealing with employee issues and concerns. Makes self fully available and takes
actions beyond normal expectations.
• Ability to maintain professional status and keep abreast of evolving trends in human capital development through continuing
professional education programmes
ASSISTANT DIRECTOR, LEGAL SERVICES – GRADE ACA 9 (1POST) REF: ACA/AD/LS
This is a senior management role reporting to the Deputy Director Enforcement & Legal Services and responsible for providing
technical and strategic leadership in the development and enforcement of a robust and facilitative legal and regulatory framework
aimed at achieving the objectives of the Anti Counterfeit Act, as well as undertake criminal prosecutions under the Act.
Overall Purpose
Responsible to the Deputy Director Enforcement and Legal Services for implementing an effective enforcement programme for
investigating and prosecuting offenders against the ACA Act to preserve and sustain the integrity of intellectual property rights. In
addition, responsible for reviewing the Anti-counterfeit enabling legislation, rules, regulations and guidelines and recommending
amendments that will assist the Agency achieve its statutory mandates. Other duties include providing legal interpretations to direct
enforcement of anti-counterfeit rules and regulations, preparing investigative reports and recommending disciplinary sanctions against
offenders. In addition, liase with Attorney General’s Chambers, Registrar General, Law Reform Commission, legal firms and other key
stakeholders regarding effectiveness of legislation and other statutory instruments relevant to enforcement of the ACA Act and related
legislation in order to ensure robust enforcement of the anti-counterfeit legislation and protect the intellectual property rights of
members of the public.
Core Duties and Responsibilities
• Participate in the development of annual work-plans and budgets with a special focus on improving ACA’s legal and
regulatory framework in order to ensure the integrity and robustness of the anti-counterfeit legislation
• Participate in the review of ACA’s statutory legislation, including relevant aspects of cross-sectoral laws in order to
recommend appropriate amendments that will reduce incidents of counterfeiting in Kenya
• Conduct legal surveys, compile and analyse data and information to support the amendment of anti-counterfeit legislation
and statutory instruments aimed at reducing systemic risk of counterfeit goods coming into Kenya
• Review stakeholder complaints, conduct field investigations to collect evidence and determine extent of violations against the
ACA Act in order to provide legal interpretations and recommend appropriate sanctions
• Observe high standards of fairness and confidentiality when exercising powers and delegated responsibilities in the public
interest to ensure fair and consistent enforcement of applicable ACA laws, rules and regulations
• Compile cases and update legal data-base to record information on successfully completed prosecutions or other enforcement
actions to help improve the ACA’s anti-counterfeiting surveillance capabilities
• Provide legal advice and assistance on all aspects of anti-counterfeit regulations and prepare opinions and legal
interpretations on various matters related to the interpretation and review of ACA Act and other statutory requirements
• Review cases of violation against the ACA rules and regulations, provide legal opinion, recommend disciplinary sanctions
and participate in all judicial proceedings to assist the ACA, competent tribunals and courts of law in the interpretation of
anti-counterfeit laws, rules and regulations
• Protect ACA’s rights, privileges and interests in intellectual property and other product innovations, processes through
patents and copyrights and take the necessary action to protect and preserve such rights from infringement
• Prepare legal drafts and negotiate contracts, leases, formal agreements and other legal instruments between the Agency and
other parties, participate in settlement and arbitration of disputes to ensure compliance with the ACA Act and related
statutory requirements
• Conduct legal research, develop concept papers, prepare legal briefs and opinions as well as develop effective strategies,
arguments and testimony in preparation for legal proceedings
• Liaise with Attorney General’s Chambers, Registrar General, law enforcement agencies and stakeholders throughout the
country in connection with prosecution of offenders and to develop and advance criminal cases when the violation warrants
severe action
Generic Tasks
• Provide technical leadership and also participate in multidisciplinary teams to develop, implement and evaluate strategic
management plans, in order to improve performance standards and organisational effectiveness
• Initiate and participate in organisational performance reviews and business process improvement programmes as well as
undertake special investigations aimed at improving organisational effectiveness
• Participate in the recruitment and selection of staff in order to ensure that candidates selected have the required job
competencies and are provided with orientation and induction programme necessary for effective job performance
• Review incidents of violations against organisational policy and regulations, identify culprits responsible for loss, handle
employee disputes and take appropriate action in line with approved policies, procedures and regulations
• Participate in the assessment of staff performance in order to ensure that individual and team performance is continuously
monitored and measured against realistic but challenging targets
• Assess training needs as well as develop and implement on-the-job training programmes aimed at equipping staff with
communication and interpersonal skills as well as media relations
• Participate in education and training programmes designed to update stakeholders on ACA requirements as well as creating
awareness and sensitising the general public on the dangers of counterfeit goods
• Represent ACA at local, regional and international meetings, conferences and workshops and other forums to promote and
articulate issues related to the issues of fighting counterfeiting and piracy
• Strengthen collaborative partnerships and networks with relevant government agencies, regulators and other stakeholders in
order to advocate, represent and influence policies on anti-counterfeit measures
• Prepare concept papers, periodic progress reports and annual reports showing organisational achievements against planned
targets as well as providing justification for performance variances and areas of improvement
Minimum Qualifications
• Masters degree in Commercial/Trade/ IP or related area of Law (LLM), business Administration (MBA), Economics, Finance
or a related field plus. In addition must have LLB degree.
• Professional qualifications such as CPS or equivalent and post-graduate Diploma in Law. Must be an Advocate of the High
Court of Kenya
• Minimum six (6) years experience in providing legal services as well as demonstrated experience in law enforcement and
prosecution
Key Competencies
• Comprehensive understanding of trade and intellectual property law including legal and regulatory framework governing the
regulation of trade
• Strong communication skills and ability to develop proposals, concept papers, position papers as well as write reports and
prepare relevant publications
• Flexibility and responsiveness in providing high quality customer service
• Demonstrate technical expertise in strategic change management, risk management, quality assurance as well as monitoring
and evaluation
• Proficiency in computer applications including word processing, spreadsheets, data base, presentation, email, internet etc
• Ability to maintain professional status and keep abreast of evolving legal trends through continuing legal education,
especially in the area of intellectual property rights and international trade
ASSISTANT DIRECTOR CORPORATE AFFAIRS & BOARD SERVICES – GRADE ACA 9 (1POST) REF: ACA/AD/CABS
This is a senior management role reporting to the Executive Director, responsible for managing the Board Secretariat, as well as,
developing and implementing communication strategies aimed at promoting and enhancing ACA’s image in order to create good-will
and build international credibility.
Overall Purpose
Responsible to the Executive Director for providing company secretarial services, advising the Board on legal matters as well as
implementing good corporate governance practices to enhance organisational credibility.
Further responsible to the Executive Director for oversight of the function responsible for developing and implementing
communication strategies aimed at promoting and enhancing ACA’s image in order to create good-will and build international
credibility. Also responsible for coordinating media events, conferences and exhibitions as well as spearheading special campaigns
aimed at creating public awareness of the role played by ACA in the socio-economic development of the country. Other duties include
lobby and advocacy on issues of public interest, as well as fundraising and resource mobilisation to support the expansion of
programme scope and outreach activities aimed at the achievement of strategic objectives.
Core Duties and Responsibilities
• Participate in the formulation and development of the Agency’s strategic plan including monitoring and evaluating the
implementation of work-plans related to the formulation of an enabling legal and regulatory framework aimed at protecting
and safeguarding pension funds
• Provide technical leadership and strategic direction in the development, implementation and evaluation of professional legal
services including overseeing, scheduling and coordinating the provision of corporate services
• Review ACA’s legal and regulatory framework with special emphasis on the removal of impediments, and protection of
stakeholder interests to enhance the integrity of the trade and manufacturing sectors
• Review complex, sensitive and high risk legal matters in order to determine which cases pose the greatest threat to the
Agency’s stakeholders and the wider Kenyan public
• Provide legal advice and assistance on all aspects of anti-counterfeit regulation and prepare opinions and legal interpretations
on various matters related to the interpretation and review of ACA Act and other statutory requirements
• Review cases of violation against the ACA Act, rules and regulations, provide legal opinion, recommend disciplinary
sanctions, represent ACA in courts of law, tribunals and before quasi-judicial bodies and may negotiate settlements to protect
the interests of the Agency in contested disciplinary proceedings
• Protect ACA rights, privileges and interests in intellectual property and other product innovations, processes through patents
and copyrights and take the necessary action to protect and preserve such rights from infringement
• Prepare, drafts and negotiate contracts, leases, formal agreements and other legal instruments between the Agency and other
parties, participate in settlement and arbitration of disputes to protect organizational interests
• Monitor developments in legal research and anti-counterfeit legislation, participate in outreach programs to strengthen
corporate governance and improve the quality of service delivery
• Provide company secretarial services to the Board of Directors and advice on good corporate governance practices to enhance
organisational effectiveness
• Draft legal documents, interpret and implement laws and rulings including government policies and regulations as well as
represent ACA in various capacities
• Establish and maintain contractual agreements with externally appointed professional legal firms to provide legal services in
case of civil or criminal litigation involving ACA
• Gather evidence in cases involving ACA to establish and verify basis for legal proceedings in order to formulate legal defence
or to initiate legal action
• Study the objectives, promotional policies and needs of ACA to develop public relations and communication strategies that
will influence public opinion and support the promotion of retirement benefits schemes in the fight against poverty and
unemployment
• Plan and implement communications strategy aimed at advancing the mission and objectives of ACA through focused public
relations program, positioning ACA as a leader in setting ethical and professional standards that enhance the integrity of the
pensions industry
• Plan, develop and implement lobby and advocacy programmes in all types of media to influence legislative and regulatory
affairs as well as public decision makers on issues of public interest aimed at reforming and improving retirement benefit
schemes
• Maintain regular contact with media representatives and stakeholders to promote good public relations for ACA. In addition,
promptly respond to requests for information from the media, other stakeholders and the general public
• Gather information, write articles and edit newsletters, reports, journals and other publicity materials, including posters, factsheets,
speeches, brochures, internet web pages and other publications for internal and external audiences, including
employees, stakeholders and the general public.
• Coordinate the development, production and delivery of promotional campaigns and special publications, including season
brochures, flyers, posters, electronic promotions, calendars, and other publicity support materials in all types of media to
promote increased membership into pension schemes
• Organise conferences, workshops, special events and presentations for informational purposes. In addition, arrange public
appearances, lectures, contests, or exhibitions for ACA to inform the general public about the benefits of pension schemes
• Participate in baseline surveys and in-depth research on specific issues and trends impacting public interests and concerns in
order to develop comprehensive communication strategies based on analysis and interpretation of accurate data and
information
• Develop and implement effective resource mobilisation strategies, including collecting intelligence on new donor funding
opportunities from development partners and private foundations in order to determine feasibility of developing proposals
that supplement local budget allocations
• Develop and implement effective resource mobilisation strategies, including developing funding proposals to access grants
from development partners and private foundations in order to expand programme scope and support special outreach
activities aimed at promoting increased membership into pension schemes
• Document and provide reports on donor funded programmes to ensure compliance with prescribed requirements, respond to
donor queries and ensure that the donor is informed of modifications, problems and constraints affecting programme delivery
• Develop strategies for strengthening collaborative partnerships and networks with stakeholders, government agencies
publicly listed companies and other players to ensure implementation of programmes that enhance the performance of capital
markets
Generic Tasks
• Provide technical leadership to multidisciplinary teams to develop, implement and evaluate strategic management plans and
budgets aimed at improving performance standards and organisational effectiveness
• Develop and implement strategies for creating a high performing organisational culture based on transparency, integrity,
accountability, performance measurement and results to ensure that programme activities are undertaken on sound
management principles and practices
• Initiate and participate in organisational performance reviews, business process improvements aimed at improving
organisational effectiveness
• Participate in the recruitment and selection of staff in order to ensure that the candidates selected have the required job
competencies and are provided with orientation and induction programme necessary for effective job performance
• Participate in the implementation of advocacy and public relations strategy aimed at generating goodwill and advancing the
mission of ACA
• Review incidents of violations against organisational policy and regulations; handle disputes and take appropriate action in
line
• Assess staff performance, identify training needs, as well as design and implement training programmes to equip staff with
appropriate job competencies in order to improve service delivery
• Participate in education and training programmes designed to update stakeholders on ACA requirements as well as creating
awareness and sensitising the general public on the benefits of pension schemes
• Represent ACA at local and international meetings, conferences other forums to promote and articulate issues related to the
development of pension industry
• Cultivate a network of strong and lasting partnerships with stakeholders in the pension industry and relevant Government
agencies to ensure continuing support to ACA’s mission and strategic objectives
• Prepare concept papers, board papers, periodic progress reports and annual reports showing organisational achievements
against planned targets as well as providing justification for performance variances and areas of improvement
Minimum Qualifications
• Masters degree in Commercial Law (LLM) Business Administration (MBA), Economics, Public Policy/ Communicatons, Media
Relations or a related field plus. In addition, must posses an LLB degree
• Professional qualifications such as CPS or equivalent and post-graduate Diploma in Law. Must be an Advocate of the High Court of Kenya
• Minimum six (6) years experience in providing legal and company secretarial services
• Good knowledge and experience of corporate/ public affairs matters
Key Competencies
• Comprehensive understanding of commercial and intellectual property law including legal and regulatory framework
governing trade and anti-counterfeiting
• Strong communication skills and ability to develop proposals, concept papers, position papers as well as write reports and
prepare relevant publications
• Flexibility and responsiveness in providing high quality customer service
• Proficiency in computer applications including word processing, spreadsheets, data base, presentation, email, internet etc
• Ability to deliver ACA’s articulated vision for change, create a sense of urgency around change and motivates staff to join
change efforts
• Ability to maintain professional status and keep abreast of evolving legal trends through continuing legal education.
CHIEF PROCUREMENT OFFICER – GRADE ACA 7 (1POST) REF: ACA/CPO
This is a management role reporting to the Deputy Director Finance & Administration, responsible for management, purchase and
distribution of stores, and disposal of unserviceable and/or other stores.
Overall Purpose
Responsible to the Deputy Director Administration & Finance for developing and coordinating the preparation of strategic
procurement plans and tender specifications for purchasing capital equipment, goods and services as provided in the annual budget.
Core Duties and Responsibilities
• Coordinate the development and implementation of procurement plans and budgets, as well as administrative and logistics
services outlining key activities to be undertaken, resource requirements, performance measures and indicators as well as
expected outcomes
• Develop and implement a computerised management information system for monitoring, tracking and controlling operating
costs as well as maintaining up-to-date inventory of goods and services
• Assess potential organisational risks against the organisation including staff, tools, equipment, machinery and motor-vehicles
and conduct negotiations to secure insurance policy cover in line with the prescribed regulations
• Review purchase requisitions against stock records and coordinate the development of detailed tender specifications and
performance standards to facilitate procurement of capital equipment, goods and services in strict compliance to both
government and donor procedures and regulations
• Confer with vendors and suppliers to obtain product or service information such as price, availability and delivery schedule.
Also estimates 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 and with due regard to market price, cost, quality and speed of delivery as well as economy
of operations
• Prepare purchase orders, obtain authorised signatures and forward procurement documents to the Finance Department for
cheque processing. Also monitor and evaluate the delivery and quality of approved supplies
• Receive goods and supplies and verify information on delivery notes and supply requisitions in order to establish the
accuracy of orders. In addition, issues goods and supplies against approved requisition orders.
• Coordinate cost-effective disposal of obsolete machinery, equipment, furniture and other salvage goods in accordance with
government and donor supplies policies and procedures
Generic Tasks
• Participate in multidisciplinary teams to develop and implement strategic plans, aimed at improving organisational
effectiveness
• Participate in organisational performance reviews, and business process improvement programmes, as well as undertake
special investigations aimed at improving organisational effectiveness
• Participate in the implementation of advocacy and public relations strategy aimed at generating goodwill and advancing the
mission of ACA
• Participate in the recruitment and selection of support staff and to provide orientation and induction programme necessary for
effective job performance
• Participate in the assessment of staff performance in order to ensure that individual and team receive frequent performance
feedback
• Review and document incidents of violations against organisational policy and regulations as well as handle staff disputes
and recommend appropriate action
• Conduct training needs assessment, develop and implement on-the-job training programmes aimed at equipping staff with
the necessary knowledge and skills to undertake cost-effective procurement and supplies activities
• Develop strategies for strengthening collaborative partnerships and networks with stakeholders and government agencies
• Represent the Authority at local, regional and international conferences, workshops and other forums to promote programme
activities
• Prepare progress and annual reports showing achievement of the procurement and logistics function and providing
justification for performance variances
Minimum qualifications
• Bachelor’s degree in business, commerce, economics or equivalent with additional qualifications in Purchasing and Supplies
Management
• Professional qualifications such as CPA, CPS, IPS or equivalent qualifications and membership to the Chartered Institute of
Procurement and Supplies
• Minimum six (6) years relevant experience in purchasing, logistics and gained from a reputable organisation
Key Competencies
• Considerable knowledge of procurement and logistics including office administration and security
• Strong communication skills and ability to develop proposals, concept papers, position papers as well as write reports and
prepare relevant publications
• Proficiency in word processing, database, spreadsheet applications and computerised procurement and stores software
packages
• Ability to analyse and process purchasing requisitions and vouchers and make purchasing decisions and maintain complex
inventory records
• Ability to listen and ascertain the needs of customers, ability and to respond to customers tactfully and courteously
• Ability to interpret and apply government procurement policies and procedures and directives issued to public sector
organisations.
• Ability to maintain professional status and keep abreast of evolving trends in procurement through continuing professional
education programmes
CHIEF INFORMATION &COMMUNICATION TECHNOLOGY OFFICER – GRADE ACA 7 (1POST) REF: ACA/CICT
This is a senior management role reporting to the Deputy Director Finance and Administration and will be responsible for
spearheading, formulation and implementation ICT policies and regulations.
Overall Purpose
Responsible to the Deputy Director Administration & Finance for developing, coordinating and implementing strategic plans and
design specifications aimed at the computerisation and networking of all functions, activities and processes in order to enhance
organisational effectiveness. Specific duties include developing or modifying software programmes to support organisational needs,
designing and installing interactive web sites that include database connectivity, multimedia and searchable content, troubleshoot basic
problems, including care and maintenance of information technology systems, coordinating the repair and maintenance of hardware
systems as well as monitoring computer security measures. Other duties include providing technical support services to computer
users as well as training computer users to acquire skills needed to implement computer-based information systems.
Core Duties and Responsibilities
• Provide professional leadership and technical guidance to drive the implementation of information and communication
technology policies and plans in all functions, activities and business processes
• Analyse user requirements, procedures and problems in order to prepare plans and specifications to computerise and network
research operations as well as improving the capability of existing computer systems.
• Evaluate user requests for new, modified or updated software application programmes to determine feasibility and
compatibility with current system
• Review, test and evaluate both hardware systems and software programmes to determine their efficiency reliability and
compatibility and recommending data communication systems
• Coordinate the implementation of computer security measures and guidelines to safeguard information and databases against
accidental or unauthorised access, modification, destruction and virus attacks
• Coordinate the security for new software, considering issues such as employee data access needs and risk of data loss or
disclosure.
• Test and evaluate the integrity of existing and new computer security measures as well as reviewing violations of computer
security procedures
• Investigate and resolve computer hardware and software problems reported by users to determine whether problem is caused
by hardware such as modem, printer, cables, telephone line or software problem such as virus attacks
• Coordinate and strictly enforce the implementation of anti-virus and file backup procedures to protect against loss of valuable
data and information caused by hardware problems, virus attacks or destruction of computer files.
• Monitor, diagnose and troubleshoot the computer network backbone which includes network switching systems and servers,
organisational data and information, telephone communication systems and intelligent terminal equipment
• Prepare funding proposals and budgets for technology improvements. Also confers with vendors, outside organizations, and
enterprise level staff to integrate complex and heterogeneous technology environments to support the achievement of
organisational goals
• Analyse and implement appropriate solutions to operational problems. In addition, identify existing and emerging
technologies and evaluate its utilisation and applicability
Generic Tasks
• Participate in multidisciplinary teams to develop, implement and evaluate strategic management plans, in order to improve
performance standards and organisational effectiveness
• Participate in organisational performance reviews, and business process improvement programmes, as well as undertake
special investigations aimed at improving organisational effectiveness
• Participate in the assessment of staff performance in order to ensure that individual and team performance is continuously
monitored and measured against realistic but challenging targets.
• Conduct training needs analysis to develop and implement on-the-job training programmes aimed at equipping staff and
users with effective computer application skills to navigate and undertake routine backup of files, including care and
maintenance of computer systems
• Develop strategies for strengthening collaborative partnerships and computer security infrastructure and government
agencies to ensure implementation of programmes that enhance organisational effectiveness
• Represent the Agency at local, regional and international meetings, conferences and workshops and other forums to promote
programme activities and articulate issues related to the provision of required computerisation of various business processes
to enhance organisational efficiency and effectiveness
• Prepare concept papers, periodic progress reports and annual reports showing achievements of the information,
communications and technology function against planned targets and providing justification for performance variances
• Develop funding proposals to access grant funding opportunities from governmental agencies, development partners and
private foundations in order to implement programmes that will supplement budget allocations
Minimum Qualifications
• MSc in Computer Science or equivalent qualifications.
• Membership to relevant professional body
• Minimum four (4) years experience in development and installation and customisation of computer hardware and software
systems
Key Competencies
• Effective leadership, communication and interpersonal skills
• Ability to develop, implement and deliver effective training programmes.
• Ability to identify user needs, information data sources and types including application requirements
• Knowledge of Relational Database Management Systems and ERP software
• Ability to create and link databases to websites and to protect the integrity of data and information
• Knowledge of computer programming, database and decision support systems
• Knowledge of data and computer security systems
• Knowledge of ethical, social and legal issues related to information systems
• Considerable experience with setting up information systems and networked applications and office automation systems
• Ability to resolve basic hardware/software installation and make minor adjustments to equipment and retrieve information
from data bases.
• Demonstrated ability to keep abreast of ICT developments using through continuous professional development
EXECUTIVE ASSISTANT – GRADE ACA 7 (1POST) REF: ACA/EA
This is a senior support role in the office of the Executive Director and will be responsible for the management of correspondence, office
management and responding to routine requests for information as well as providing administrative support through coordination of
internal and external meetings, travel planning as well as supervision of other administrative assistants.
Overall Purpose
Responsible to the Executive Director for providing effective confidential, administrative, public relations, secretarial and support
services. Specific duties include collecting and analysing data and information, preparing correspondence, providing information to
staff and other stakeholders, scheduling appointments, typing, filing and retrieving documents to ensure efficient and effective
progress in all commitments. Other duties include planning, prioritising and organising meetings and conferences, writing minutes,
conducting surveys, monitoring the progress of various assignments, preparing reports of findings and ensuring that the Executive
Director is kept fully informed on all matters requiring immediate attention
Core Duties and Responsibilities
• Coordinate activities in the Executive Director office by providing secretarial support services, technical assistance,
prioritising, assigning, monitoring and evaluating work progress and outcomes to ensure timely service delivery and ensuring
no issues are left pending
• Maintain efficient and effective communication channels between the Office of the Executive Director; the Board Chairman;
Board members; other departments and external stakeholders to ensure professional interface and superior customer service
• Draft routine correspondence and reports; proofread a wide variety of general and financial reports, letters, memos,
specifications, and statistical charts, independently compose correspondence on routine administrative matters
• Receive and screen incoming calls, visitors, correspondence and reports; handles routine matters personally and determines
and forwards priority matters to the Executive Director or appropriate officers accordingly. In addition, oversee the prompt
collection and delivery of incoming and outgoing mail to correct addresses
• Handle enquiries and complaints, brief the Executive Director of sticky and unresolved issues requiring prompt decisionmaking
to ensure customer satisfaction
• Maintain the Executive Director’s calendar and schedule of appointments, screen requests for meetings, synchronise office and
personal diaries to ensure that appointments do not overlap. Also organise the filing and retrieval of files and documents in
order to ensure that they are secure and accessible
• Conduct research and surveys on special issues in order to collect, compile, analyse and assimilate data and information,
prepare report of findings and make recommendations as directed by the Executive Director
• Review critical information that may impact ACA’s decision-making processes and ensure a full report is made to the
Executive Director and appropriate management staff in a timely manner
• Study reports, attend meetings and conferences, analyse comparative data and information, document deliberations of
proceedings and bring to the attention of the Executive Director critical and significant issues, items, changes, errors or
omissions that require action
• Coordinate the preparation of both local and international itineraries for the Executive Director, Directors and other staff;
confirm travel bookings, freight and hotel reservations
• Maintain inventory of office equipment and supplies, monitor utilisation of consumables and requisition for additional
supplies. In addition, prepare cost estimates for budget recommendations, submit justifications for budget items, monitor and
control office expenditure
Generic Tasks
• Participate in multidisciplinary teams to develop, implement and evaluate strategic management plans, in order to improve
performance standards and organisational effectiveness
• Participate in the assessment of staff performance in order to ensure that individual and team performance is continuously
monitored and measured against realistic but challenging targets
• Participate in the assessment of training needs as well as development and implementation of on-the-job training programmes
aimed at equipping staff with relevant skills and competencies
• Participate in education and training programmes designed to update stakeholders on ACA requirements as well as creating
awareness and sensitising the general public on the benefits of pension schemes
• Participate in organisational performance reviews and business process improvement programmes as well as undertake
special investigations aimed at improving organisational effectiveness
• Develop and strengthen collaborative partnerships and networks with relevant key stakeholders, government agencies and
the general public in order to ensure continuing support to ACA’s mission and strategic objectives
• Represent ACA at local, regional and international meetings, conferences and workshops and other forums to promote ACA
activities and articulate issues related to ACA’s mandate.
• Prepare periodic progress reports and annual reports showing specific achievements against planned targets as well as
providing justification for performance variances
Minimum Qualifications
• Bachelors degree in social sciences, Business Administration, Secretarial Studies or equivalent qualification from a recognised
institution of higher learning
• Computer Driving Licence or equivalent backed by high level proficiency in computer keyboard operations and transcription
skills (minimum 50 wpm typing skills)
• Minimum four (4) years relevant experience preferably gained in providing support to top executive and senior management
Key Competencies
• Considerable knowledge of office procedures and secretarial practices, including organization, planning, records
management, and general administrative skills
• Considerable tact and poise including excellent communication and interpersonal skills and the ability to establish and
maintain good working relationships with people from diverse backgrounds
• Ability to maintain excellent public relations through courteous responses to inquiries and provide information within scope
of responsibility
• High level proficiency in information technology including ability to operate and troubleshoot peripheral office hardware
equipment
• Strong analytical and problem-solving skills with keen attention to detail, along with an ability to conduct research and
surveys, collect, analyse and evaluate and interpret different types of data and information including strong report writing,
proofreading and editing skills
• Effective time management skills and the ability to prioritise workloads and work within tight deadlines
• Ability to maintain confidentiality of privileged information and to ensure absolute discretion and sensitivity to confidential
matters
• Ability to produce consistently high quality work in an intensely pressurised office environment
• Ability to perform a variety of important sometimes urgent, confidential, and complex tasks with constantly changing
priorities for top executives and senior management staff
If your career aspirations match these challenging and exciting roles, please email your application quoting the relevant job title by 24th
June 2011 to the Agency at the following email address: ACArecruit@aca.or.ke Please attach your
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