The overall objective of this assignment was to provide KNEC with technical assistance to implement the recommended improvements to the financial management systems and coordinate and manage the implementation of the ERP and Online Registration Application for maximum benefits to the Council.

The scope of work for this assignment included but not limited to the following:

• Development of a work plan which will ensure a comprehensive implementation of the improvement to the financial systems including the ERP and EPS in a coordinated manner;
• Develop and implement a comprehensive chart of accounts which will take into consideration of all KNEC financial control and reporting systems including its documentation;
• Develop and implement the financial and accounting manual to ensure adequate internal controls and financial reporting systems;
• Develop and implement other financial policies and procedures to cover procurement management, budgeting and budgetary controls, etc;
• For the whole organisation, undertake job analysis and grading of all positions in the Council;
• Develop detailed job description for the finance department positions and assist the Council in assessing and allocation of duties for the staff in the department;
• Coordinate the implementation of the ERP and EPS systems in line with the implementation of the improved financial management systems.
• Overall provide project management to ensure comprehensive implementation of the improved financial management systems in the council which among others include:
  • Direct and manage project development from beginning to end
  • Define project scope, goals and deliverables that support business goals in collaboration with senior management and stakeholders at KNEC
  • Develop full-scale project plans and associated communications documents
  • Ensure that a steering committee representing all stakeholders is established, advise on the membership, mandate and reporting mechanism
  • Prioritize and coordinate project activities to ensure project objectives have been most efficiently achieved.
  • Establish the needs and requirements of the project
  • Monitor progress whilst testing and certifying deliverables
  • Develop change management process and manage change within the project
  • Effectively communicate project expectations to team members and stakeholders in a timely and clear fashion.
  • Liaise with project stakeholders on an ongoing basis
  • Estimate the resources and participants needed to achieve project goals
  • Draft and submit budget proposals, and recommend subsequent budget changes where necessary
  • Where required, negotiate with other department managers for the acquisition of required personnel from within the council
  • Determine and assess need for additional staff and/or consultants and make the appropriate recruitments if necessary during project cycle.
  • Set and continually manage project expectations with team members and other stakeholders
  • Delegate tasks and responsibilities to appropriate personnel
  • Identify and resolve issues and conflicts within the project team
  • Identify and manage project dependencies and critical path
  • Plan and schedule project timelines and milestones using appropriate tools
  • Track project milestones and deliverables
  • Develop and deliver progress reports, proposals, requirements documentation, and presentations.
  • Determine the frequency and content of status reports from the project team, analyze results, and troubleshoot problem areas. Proactively manage changes in project scope, identify potential crises, and devise contingency plans
  • Define project success criteria and disseminate them to involved parties throughout project life cycle
  • Coach, mentor, motivate and supervise project team members and contractors, and influence them to take positive action and accountability for their assigned work