Procurement Planning and Strategy


Develop and implement procurement plans based on administrative and programmatic needs and budget allocations.
Collaborate with programme managers, finance, and operations teams to forecast procurement needs.
Ensure procurement activities comply with donor regulations, organisational policies, and legal requirements.
Work with the Finance Manager and... Project managers to determine procurement needs, quality and delivery requirements.
Work with the finance manager to build a robust contract management system for All procurement contracts.


Supplier Management


Identify, evaluate, and establish relationships with reliable suppliers and service providers.
Conduct market research to assess price trends, availability of goods, and supplier capabilities.
Negotiate contracts, terms, and pricing to achieve cost savings and ensure value for money.
Maintain and update a database of pre-qualified suppliers and vendors.


Procurement Process Execution


Prepare and issue purchase orders, request for quotations (RFQs), and tenders.
Evaluate supplier bids and proposals based on quality, cost, delivery timelines, and compliance with Fairtrade Africa standards.
Ensure all procurement documentation (contracts, purchase orders, invoices) is complete and accurately recorded.
Monitor delivery timelines, inspect goods upon receipt, and co-ordinate with relevant departments to verify quality and quantity.


Compliance and Risk Management


Ensure that all procurement activities adhere to donor regulations, ethical standards, and anticorruption policies.
Identify and mitigate procurement risks, including fraud, conflict of interest, and supplier nonperformance.
Maintain proper documentation and audit trails for transparency and accountability.


Budget and Cost Control


Work closely with finance teams to align procurement expenditures with organisational budgets.
Track and report on procurement expenditure and cost savings initiatives.
Optimize procurement strategies to achieve financial efficiency while maintaining quality.


DUTIES & RESPONSIBILITIES


Stakeholder Engagement
Collaborate with internal teams (programme, operations, finance, administration) to ensure timely and accurate procurement.
Engage with external stakeholders, including regulatory authorities, and industry networks, to stay informed of procurement best practices.
Reporting and Record Keeping
Maintain accurate procurement records, including purchase orders, supplier agreements, and receipts.
Prepare and submit procurement reports for management and donor reviews.
Support internal and external audits by providing necessary documentation and reports.


KNOWLEDGE, EXPERIENCE AND SKILLS

Qualifications


Bachelor’s degree in Procurement, Supply Chain Management or a related field.
Professional Certification Chartered Institute of Procurement and Supply (CIPS) qualifications or the
Certified Professional in Supply Management (CPSM).


Experience and Knowledge


5+ years of experience in procurement or a similar position.
Strong understanding of international trade laws, import regulations and logistics.
Proficiency in procurement software and ERP Systems.
Ability to multi-task and work in a fast-paced environment. more

A proposal with six sections:


Section 1: An overview of the organisation profile.
Section 2: A list of project managers that will be assigned to this project
Section 3: Financial proposal/quotation for the provision of services.
Section 4: Any additional information the organisation believes demonstrates added value for Fairtrade Africa within the scope of this service... provision.
Section 5: Three references (name and contact) from organizations with whom similar services have been undertaken outlining the service provision performance for at least the last 3 (three) years.
Section 6: Copy of Certificate of registration, payment terms inclusive of payment terms if contracted. more

Scope of work
The selected agency will be responsible for:

Campaign ideation – since the campaign will be 3 months, the agency will come up with the ideation while taking advantage of the different calendar seasons such as the festivities in December.
Multi-media content creation for all Fairtrade Africa Marketplace’s social media platforms. I.e. Instagram, Facebook, X, LinkedIn, TikTok,... WhatsApp, YouTube and Email. This content might need translation to French for the Ivory Coast market.
Creation of digital media assets to be used by Fairtrade licensees and retailers in the aforementioned markets. These could be graphics and reels.
Public relations

Campaign Milestones

Detailed campaign plan outlining strategies, budget and timelines.
Campaign execution
Monthly progress reports with analytics and insights.
Final campaign report with performance analysis and recommendations.

Deliverables

An impactful and actionable campaign plan.
Development of campaign assets as required.
Community management.
KPI reporting.

Timelines

Proposal Submission Deadline: Friday, 23rd August 2024
Internal review of proposals: By 2nd September 2024
Contracting of agency: By 10th September 2024
Campaign planning and approval: By 24th September
Asset development and approval: By 30th September
Campaign Kick-Off: October 1, 2024
Campaign End and Reporting: December 31, 2024

Required Qualifications

The agency should have a proven track record in executing short-term, consumer-facing campaigns. Relevant industry experience in sectors such as FMCG, retail, or sustainability is crucial.
The agency must demonstrate strong abilities in campaign strategy development and creative execution, delivering innovative concepts across multiple channels. Expertise in media planning and buying is also essential.
Extensive experience in the Fast-Moving Consumer Goods (FMCG) industry as well as General Trade, Modern Trade and Online Trade.
In-depth knowledge of local market dynamics and consumer behaviour is essential.
A dedicated team with relevant qualifications and experience in campaign strategy, creative direction, media planning/buying, and data analysis is required. more

KEY DUTIES AND RESPONSIBILITIES:
Project Implementation

Lead the development of the project implementation strategy and conceptual frameworks.
Support the needs assessment, stakeholder mapping and analysis process.
In conjunction with the Heads of Region, develop and implement project plans to ensure that each project under the category is delivered on time and meets the agreed objectives of... the wider strategy and result framework.
Develop, monitor and manage the project budget to deliver the category strategy and associated projects, using resources effectively in accordance with the funder’s requirements.
Support Senior Project Officers in the planning and implementing of project tasks, ensuring correct budget use and conformity to programme specifications.
Prepare and regularly review a detailed risk assessment for projects to identify, manage and formulate strategies to mitigate any risks to project delivery.
Facilitate effective liaison between FTA and project implementation partners.
Convene and steer a project implementation team composed of project implementation leads (senior project officers) from the 4 projects under the programme.

Monitoring and Reporting

Ensure the effective monitoring and evaluation of projects within the portfolio by supporting field staff to capture and submit result-based narrative reports.
Work with the M&E officer in the collection of monitoring data to inform impact or evaluation studies.
Coordinate, organize and formulate narrative and financial reports in accordance with project, donor and organisational requirements
Support and respond to financial and programme audit to improve project performance.
Establish and maintain a database of all project documents and reports.
Disseminate top level programme recommendations and key learnings with staff and relevant stakeholders

Programme Advocacy

Establish and maintain strategic partnerships across the regional networks and thematic areas.
Proactively support advocacy communication and visibility activities in line with FTA’s strategic objectives and project thematic focus.
Identify opportunities to increase the project portfolio through the identification of programme needs for the category, establishment of partnerships and design of programmes/ projects.
Manage relationships with existing donors and delivery partners, to promote deeper engagement, loyalty and maximize long term value.
Develop relationships with new donors, support fundraising efforts and proposal writing.
Represent FTA in external for a e.g. launch events, donor meetings, conference and trade fairs

General Management

Support staff in developing realistic work plans based programmatic needs(as appropriate)
Regularly discuss performance, giving timely, constructive feedback, providing support to address issues and actingwhen necessary
Provide technical support, guidance and development for team members
Promote a culture of high performance and continuous improvement

SKILLS & EXPERIENCE
Qualifications

Bachelor’s degree in project management, Social Sciences, Agriculture or related field Experience and Knowledge
At least 5 years of experience in planning, developing and managing projects in the agricultural sector.
Experience in external representation with governments, civil society donors and producer networks.
Experience in managing gender project desirable. more

To assist in the execution of FTA’s financial policy manual, systems, and procedures, supporting key functions, including the timely and accurate processing of financial and accounting data. To maintain accurate books of accounts and ensure that all financial transactions comply with set organizational policies and procedures and internal controls are complied with.

Duties and... Responsibilities:
Financial Management

Ensure accurate and timely posting of data into the accounting system e.g. receipts, bills, fund requests, payments, and Journals.
Process purchase orders, invoices, payments, and grants, ensure accuracy, and that all supporting documents are attached and appropriately approved.
Maintain the staff Imprest System Management
Perform financial accounts reconciliations including petty cash, Imprest, creditors among others.
Assist the Regional Finance and Administration Officer in updating the Asset Register.
Prepare and submit monthly statutory deductions on a timely basis e.g. Withholding Tax.
Act as banking agent for all ECAN bank accounts.
Provide regular updates and reports on financial activities undertaken and/or status of financial processes

Requisitions and Procurement

Prepare requisitions for procurement of office assets and other office running costs for all ECAN offices.
Monitor and procure kitchen supplies as needed for all ECAN offices.

Administrative Support

Supervise office cleanliness, and coordinate office equipment repair and maintenance
Coordinate Operation Team’s Logistics.
Ensuring timely payment of utility bills (water, electricity, internet)
Maintain an accurate filing system for finance transactions
Coordinating projects accounting including filing of timesheets and project documents and correspondences.
Issue Travel Insurance for the team.

KNOWLEDGE, EXPERIENCE AND SKILLS:

Qualifications

Degree in Accounting, Finance or a related field
Member of a professional body such as CPA or ICPAK
Experience and Knowledge
Experience working with international organizations in the field of accounts and finance
Knowledge of financial systems, including accounting systems such as Oracle
Sound knowledge of Kenyan tax laws

Skills

Good knowledge of accounting and bookkeeping procedures.
Data entry and records maintenance skills
Bookkeeping and accounting skills
Excellent analytical skills
Dynamic and problem-solving skills
Excellent attention to detail skill.
Excellent written and oral communication skills
Good MS Office skills particularly MS Excel
Excellent organisational skills
Ability to work with different accounting packages
Good customer service skills
Attention to details
Ability to work independently more

The purpose of this role is to:

To support a coherent and coordinated policy and research activities that assist FTA grow its influence  and visibility in Africa;
To promote and maintain relationships with key audiences including producers, policy makers and other  external agencies in Africa related to policy and advocacy;
To provide capacity strengthening and technical support to policy,... research, and advocacy initiatives in 

Key Performance Areas
Policy and Research 

Lead policy relevant analysis and research, contributing to the development Policy Advocacy publications (position papers, petitions etc.); 
Support and develop the capacity of FTA staff to generate materials and conduct other desk-based research  and policy analyses; 
Track and analyze country, regional, continental, and global policy and advocacy environment,recommending strategic opportunities for FTA engagement and undertake country specific analysis;
Support the implementation of a MEL system to track the output, outcomes, and impact of FTA’s Policy Advocacy work;

Advocacy

Lead initiatives to build the capacity of FTA staff and producer organizations to more effectively engage in advocacy, strengthen linkages with key advocacy stakeholders in core supply chains;
Identify, and participate in networks in established FTA priority areas for Fairtrade certified products with relevant stakeholders and partners, providing salient information on a continuous basis;
Network with continental stakeholders to build strategic relationships and deepen FTA understanding of key policy issues and advocacy opportunities in core supply chains;
Represent FTA in relevant governance, planning, intelligence and lobby meetings of umbrella organizations and coalitions related to core supply chains;

Knowledge Management and Information Sharing 

Support the collection and documentation of impact stories for sharing, learning and advocacy;
Contribute to the drafting of written materials and copy for social media as well as supporting digital communications; 
In collaboration with the regional teams and key FTA stakeholders, identify and lead resource mobilization development opportunities contributing to concept and proposal development and donor reports;
Establish and maintain all documentation, data and information systems related to research, policy and advocacy;
Develop policy and research tools, frameworks, and curriculum to strengthen the advocacy capacity of FTA staff and producer networks;

Resource Mobilization and Sustainability Initiatives

Support advocacy related resource mobilization initiatives- identify and facilitate opportunities for  relationship building and proposal development with key donors;
Develop and manage strategic partnerships with CSOs, and development agencies to leverage FTA’s  advocacy work in competitive calls for advocacy related proposals;
Support positioning of advocacy work around sustainability issues such as climate support FTA make  progress on its ongoing commitment to become a more sustainable and socially responsible company.

Qualifications

Advanced Degree in a relevant subjects (Public Policy, Political Science, etc.)
Certification in research methods, policy or advocacy and related subjects

Experience and Knowledge

10 years’+ experience implementing research, policy, and advocacy initiatives in a not-for-profit  organization;
Experience in capacity building of CSOs, etc.
Experience in qualitative and quantitative research methodologies;
Experience conducting policy analysis and synthesizing technical information and materials for decision  making for advocacy actions;
Experience in management or coordination of research, policy, and advocacy-related events;
Knowledge of key international, regional sustainable goals agreements and conventions.

Skills

Fluent in English and excellent written communication for a range of audiences
Strong research and policy development skills
Excellent trainer with presentation, training, and facilitation skills 
Excellent interpersonal and negotiation skills
Strong planning and project management skills more

Objective and Scope of the Study
The purpose of the DONUTS Kenya coffee project baseline study is to determine and document reference data and information for defined indicators under the following three (3) components:

Diversification, alternative/additional Income for coffee farmers in targeted cooperative societies
Climate change and environment resilience, mitigation
Inclusive and... democratic coffee cooperative societies

The study will utilize standard UN definitions and metrics for measuring social economic status of Coffee producers in the target cooperative societies. This information is considered critical in setting targets for each project indicators/metrics
Methodology and Approach to the baseline study
The applicant is expected to;

Develop suitable methodology (including sample size), appropriate study design and data collection instruments for use in the study. These will be approved by FTA before adoption and use.
Utilize mixed methods (qualitative and quantitative approaches) for triangulation and data/information verification/validation purposes.
Conduct in-depth data analysis to estimate baseline figures for the project.
Draw comparison of the baseline data and information with other areas of the sector including national benchmarks.
Provide key information and context of the project’s target groups and operational areas for more effective targeting and delivery of project’s interventions.

Deliverables of the Assignment
The successful consultant/firm will be required to produce the following outputs:

An inception report complete with narrative in line with the ToR, Data instruments, timeframe/workplan among other sections.
Complete baseline study report with data for each indicator as described in the logframe.

Consultancy Timeframe
The consultant is expected to submit ALL deliverables outlined above within four (4) weeks in the month of March/April , 2023. The preferred start date for this assignment is March 15, 2023.
Consultant Specifications
Fairtrade Africa seeks an experienced, proactive, and dedicated consultant to carry out this assignment. We welcome applications that meet the following criteria:

Graduate qualifications/expertise in Agricultural Sciences, International Development, Community Development, Anthropology, or related field
Over 5 years relevant experience in conducting baseline surveys and formative studies preferably in the agricultural sector.
Professional qualifications in Project Management and / or Operations Research will be an added advantage
Advanced skills and experience in computer applications
Strong interpersonal, communication and reporting skills

Submission guidelines
Technical and Financial proposals from interested consultants or consultancy firms should include but not limited to the following elements:

An introduction letter on the assignment
A complete CV of the consultant outlining the relevant skills and experience
Three references from organizations with whom similar assignments have been undertaken outlining the consultant’s role, performance, and the project deliverables
Technical proposal detailing consultant’s proposed methodology and workplan
Financial proposal with detailed budget for the assignment (inclusive of tax) more

Objective and Scope of the Study
The purpose of the DONUTS Kenya coffee project baseline study is to determine and document reference data and information for defined indicators under the following three (3) components:

Diversification, alternative/additional Income for coffee farmers in targeted cooperative societies
Climate change and environment resilience, mitigation
Inclusive and... democratic coffee cooperative societies

The study will utilize standard UN definitions and metrics for measuring social economic status of Coffee producers in the target cooperative societies. This information is considered critical in setting targets for each project indicators/metrics
Methodology and Approach to the baseline study
The applicant is expected to;

Develop suitable methodology (including sample size), appropriate study design and data collection instruments for use in the study. These will be approved by FTA before adoption and use.
Utilize mixed methods (qualitative and quantitative approaches) for triangulation and data/information verification/validation purposes.
Conduct in-depth data analysis to estimate baseline figures for the project.
Draw comparison of the baseline data and information with other areas of the sector including national benchmarks.
Provide key information and context of the project’s target groups and operational areas for more effective targeting and delivery of project’s interventions.

Deliverables of the Assignment
The successful consultant/firm will be required to produce the following outputs:

An inception report complete with narrative in line with the ToR, Data instruments, timeframe/workplan among other sections.
Complete baseline study report with data for each indicator as described in the logframe.

Consultancy Timeframe
The consultant is expected to submit ALL deliverables outlined above within four (4) weeks in the month of March/April , 2023. The preferred start date for this assignment is March 15, 2023.
Consultant Specifications
Fairtrade Africa seeks an experienced, proactive, and dedicated consultant to carry out this assignment. We welcome applications that meet the following criteria:

Graduate qualifications/expertise in Agricultural Sciences, International Development, Community Development, Anthropology, or related field
Over 5 years relevant experience in conducting baseline surveys and formative studies preferably in the agricultural sector.
Professional qualifications in Project Management and / or Operations Research will be an added advantage
Advanced skills and experience in computer applications
Strong interpersonal, communication and reporting skills

Submission guidelines
Technical and Financial proposals from interested consultants or consultancy firms should include but not limited to the following elements:

An introduction letter on the assignment
A complete CV of the consultant outlining the relevant skills and experience
Three references from organizations with whom similar assignments have been undertaken outlining the consultant’s role, performance, and the project deliverables
Technical proposal detailing consultant’s proposed methodology and workplan
Financial proposal with detailed budget for the assignment (inclusive of tax) more

DUTIES & RESPONSIBILITIES
External Relations and Media

Lead the development and execution of an integrated continental communications, media and public relations strategy to build FTA’s reputation and brand recognition with key audiences.
Provide strategic advice and support to the Executive Director and the Senior Leadership Team on all facets of communications and campaigns including... changing trends and opportunities in the continental and global media landscape.
Respond to media inquiries, arrange interviews and act as a spokesperson for the organisation.
Establish, nurture and sustain strategic partnership with mainstream media, journalists and public relations partners to boost FTA’s public image, profile and visibility.
Work with regional teams, programme staff and partners to ensure production and availability of high quality communications products for a wide range of audiences at global, regional and national levels.
Manage risk and brand reputation to ensure media work benefits Fairtrade Africa and safeguards staff, programmes, partners and the producers we work with.
Ensure that FTA’s events calendar is managed to leverage national and international moments to maximize communications opportunities.
Ensure crisis communication preparedness, and communication procedures are known and respected.
Maintain records of media coverage and collate analytics and metrics
Produce high quality materials such as; information packs, opinion pieces, press releases, speeches, news reactions, photos, blogs, annual reports, newsletters and videos.
Manage the organizations website and social media outlets ensuring the consistency, accuracy and adequate cross linking of information.

Capacity Building

Provide technical support, mentorship as well as on the job training to staff at the regional level on communications and campaigns in addition to the capacity building of producers on communications and media relations.
Support regional offices in ensuring adherence to communication policies, protocols, standards and brand compliance.

Event Management

Plan events, workshops and press conferences and oversee production of merchandising and branding materials.
Receive, accompany and provide support to official delegations including donor, buyers and partners.

SKILLS & EXPERIENCE REQUIRED
Qualifications

A Bachelor’s Degree in Communication, Public Relations, or related field

Experience and Knowledge

At least 5- 7 years of experience in managing and developing communications and public relations strategies and plans.
Experience of media relations and organization of press conferences
Knowledge of all communication disciplines, including social media and their use as part of an integrated communication strategy
Knowledge of desktop publishing software and or web content management systems (InDesign/Photoshop)

Skills

Strong oral communication and presentation skills
Ability to adapt style to a variety of channels and audiences.
Ability to develop and produce communications materials for website, print and other electronic media.
Strong writing skills
Ability to create engaging news stories and content for external audiences.
Excellent time management and organisational skills, able to manage own workload and prioritise tasks in a busy work environment. more

KEY DUTIES AND RESPONSIBILITIES:
Grants & Partner Management

Ensure departments comply with all donor rules, regulations, and award conditions to ensure funds are used for the intended purpose.
Monitor deposits & money transfers and maintain balances to ensure project needs are met.
Ensure all costs related to the grant are charged to avoid overspending and underspending within... projects.
Monitor budget spends and account for any variances.
Participate in grant proposal development and extensions and provide technical support in development of grant budgets
Monitor financial performance for grants and produce reports according to donor reporting requirements
Manage preparation, consolidation and distribution of timely monthly, quarterly and annual financial statements reflecting status of projects and or programs based on donor requirements
Facilitate the transfer of funds to partners, monitor fund utilization and ensure partners understand and complete the financial reports.
Carry out periodic review of internal control environment affecting both program and support operations for potential risk exposures
Monitor compliance with grant funding requirements and provide appropriate guidance to programme and partner staff including allowable and non-allowable costs, grant closeout, preparation of budget modifications and requests for carry over or extensions as needed.
Consolidate regular progress reports from the projects managers and provide donor reports. Ensure donor rules are adhered to and reporting instructions followed
Regularly review of partner organization’s reports and provide them with documented feedback ensuring they comply with FTA

Financial Management Guidelines

Manage timesheets
Financial Management
Post and review all expenditures and transactions in Oracle, according to programme and projects budgets and FTA’s internal financial procedures
Ensure that all information required for audit is available including financial reports and schedules
Review payments, journal entries, cost allocations and other postings into accounting system and ensure proper coding, data quality and integrity of all accounting/financial transactions
Analyse risk areas in internal controls and recommend mitigating measures
Carry out monthly reconciliations of partner accounts.
Ensure all partners /staff comply with the Internal control procedures at FTA.

Qualifications

A Bachelor’s degree in Finance, Accounting or in a related field
Professional accounting qualification such as CPA-K, ACCA

Experience and Knowledge

At least 3 - 5 years’ experience in a similar position in an international non-governmental organization
Experience in managing large donor-funded budgets and donor reporting
Knowledge of grants management, donor contracting, monitoring of expenditure, budgeting, donor/financial reporting.
Experience working with a multitude of donors/funding partners.
Experience in enforcing internal financial procedures

Skills

Good command of spoken and written English
Proficiency in the use of accounting systems, in particular Oracle NetSuite.
Advanced book-keeping skills, including the ability to analyse financial information and prepare complete financial statements.
Strong financial planning and management skills.
Ability to analyze and synthesis complex information quickly and effectively.
Strong networking and relationship building ability; ability to work with a range of stakeholders, internal and external, including senior staff and donors.
Advanced excel skills more