Position Summary
Under the supervision of the Executive Director, the core function of this position is the coordination of activities (operations and planning) and ensuring timely flow of information to and from the executive office.
The successful candidate will have a proven ability to independently manage multiple tasks and projects with competing priorities and deadlines, screen and prioritize communications and opportunities from external and internal sources, and organize and maintain administrative processes essential to this position.
This is a high demand position requiring someone who can be available at the request of the Executive Director and her schedule.
Personal Assistant Job Essential Duties and Responsibilities
Devising and maintaining office systems, including data management and filing;
Arranging travel, visas and accommodation and, occasionally
Meeting and greeting visitors at all levels of seniority;
Organizing and maintaining diaries and making appointments;
Dealing with post, often corresponding on behalf of the manager;
Producing documents, briefing papers, reports and presentations;
Liaising with clients and other staff.
Responsibility for accounts travel and medical reconciliations
Required Skills and Qualifications for the Personal Assistant Job
Bachelor’s degree in Social Sciences, administration and business management.
Minimum 1 year or equivalent work-related experience
Applicants with secretarial background will be an added advantage.
In addition to relevant experience and secretarial and administrative knowledge, you will need to show evidence of the following:
Exceptional written and oral communication skills;
Excellent word processing and IT skills, including knowledge of a range of software packages;
The ability to work under pressure and to tight deadlines;
Good organisational and time management skills;
The ability to research, digest, analyse and present material clearly and concisely;
Excellent interpersonal skills;
The ability to work on your own initiative;
Honesty and reliability;
Attention to detail;
Flexibility and adaptability to juggle a range of different tasks and to work extra hours to meet deadlines;
Discretion and an understanding of confidentiality issues.
Company Founded: Founded in 1991
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Personal Assistant
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Field Finance and Administration Officer
Purpose of the job: To provide technical expertise in finance, administration and logistics and support in planning, implementation, monitoring, reporting and communication to the Senior Accountant, Senior Project Officer and Project Manager.
Location: Office in Dollow with travels to field locations with travels as may be required from time to time.
Duties and Responsibilities
Provide financial, logistical & administrative support to the projects
Implement donor financial regulation in funds management at the field level.
Manage the Projects finance and oversee all local procurement ensuring that donor and Organization’s policies are adhered to.
Manage the project petty cash, keeping records of all field financial transactions.
Submit monthly returns both hard copies and soft copies to the regional office.
Prepare backups of financial documents both hard and soft copies
Support preparation of cash forecasts, requests and submission to regional office to ensure flawless cash flow.
Assist in monitoring of expense levels to avoid over expenditure and mis postings of expenses.
Support Program Manager and field staff in drafting budgets, preparing field documentation and submission of field returns.
Manage contracts with 3rd parties and supervise services rendered to the projects.
Ensure stock cards and fuel cards are well kept with up to date fuel usage and stock records.
Supervise junior camp staff as appropriate.
Follow up on field staff leaves and share with line managers
Ensure that Timesheets are prepared well and in time each month
Undertake any other duties assigned to you by your supervisors
Minimum qualifications and work experience
At least a Diploma qualification in business administration, accounting
At least 3 years working experience as a field finance Officer (or similar position) in implementation of donor-funded projects.
At least 3 years working experience in emergency interventions linked to Cash for work, Food security and livelihood or working with community based groups in similar activities.
Experience in liaison with national and international actors in community based interventions, gender and youth issues.
Good knowledge in monitoring and documentation of knowledge management.
Ability to promote team work for effective and efficient output.
Fluency in spoken and written English will be an added advantage -
General Manager
Ref: AD/09/09/16 Location: Kisumu Hotel Grade 13
Qualifications for the General Manager Job
Applicants must be holders of a Masters Degree in Hospitality Management with at least three (3) years experience in senior management of a hotel OR
Bachelors’ degree in Hospitality Management with at least five (5) years management experience in a busy hotel rated three stars and above.
The General Manager must possess strong communication skills, demonstrate outstanding leadership and problem solving skills and be a team player.
The General Manager must be computer literate and conversant with the latest hotel and hospitality software packages
General Manager Job Responsibilities
Planning and managing catering, accommodation and other hotel services
Development and implementation of hotel policies
Preparing budgets and financial planning for the hotel
Setting targets and achieving the targeted sales and profits
Maintenance, renovations, furnishings and improvement of hotel facilities
Human resource management of hotel staff
Ensuring all guest related issues are resolved promptly in line with hotel policies
Note: This position shall be tenable for a contractual period of Three (3) years based on annual performance assessment, upon which the holder shall be eligible to apply for another term. -
Finance/HR/Admin Coordinator
Specific duties include:
Managing accounting, budget monitoring, expenditure planning, and treasury management for the mission;
Assisting in developing reports, analysis and project proposals;
Managing National Staff policies/procedures including: Recruitment, Contracts, HR Files, Payroll, Leave/Overtime planning, Training Plans etc.;
Interacting with the local authorities to obtain Expatriate Visas & Work Permits;
Updating HR and administrative procedures and ensure compliance in accordance with local laws/ SIF procedures;
Managing the National Staff salary administration process;
Reporting on Financial, HR and Administrative matters to HQ;
Representing SIF at meetings with other humanitarian actors, local authorities and donors as required.
Minimum Knowledge / Skills / Qualifications
University degree in Economics / Finance or other directly related studies.
Minimum 5 years of previous directly related experience, preferably in the humanitarian field.
Previous international experience as Finance & Admin Coordinator would be a definite asset.
Sound knowledge and reporting experience in dealing with rules/regulations of donors.
Good knowledge of standard logistics and procurement procedures.
Microsoft Pack office proficient and familiar with accounting software packages. Note: Saga is used within the mission
Proven experience in mentoring and capacity building of National Staff.
Ability to work effectively/accurately within tight deadlines with minimum support/supervision.
Proven interpersonal/conflict management skills together with demonstrated team-building and leadership skills.
The position title (Finance/HR/Admin Coordinator) must be indicated on the subject line -
Senior Finance Manager – REGAL-IR Technical Advisor – Disaster Risk Reduction (DRR)
PROJECT SUMMARY
Resilience and Economic Growth in Arid Lands-Improving Resilience (REGAL-IR) is a 5-year program sponsored by USAID/Kenya and Feed the Future (Ftf) to reduce hunger and poverty, increase social stability and build strong foundations for economic growth amongst pastoralists and transitioning pastoralists in Kenya’s arid and semi-arid lands (ASALs). The program is designed to empower communities to take charge of their development and to strengthen their capacity to select, design, implement and monitor activities toward increasing their social, economic, and environmental resilience to natural and human-induced shocks.
REGAL-IR is led by Adeso and is implemented by a consortium of partners. An intensive community engagement process – Participatory Learning, Planning and Action (PLPA) – guides program implementation in six thematic areas including diversifying livelihoods, improving value chain inclusiveness, natural resource management, conflict management and mitigation, disaster risk reduction, and improving nutrition. REGAL-IR is based in Nairobi and implements projects in Isiolo, Garissa, Wajir, Marsabit, and Turkana Counties.
POSITION PURPOSE
Provide finance oversight and implementation of the REGAL-IR program.
Supervise the Program Accountant (1) and line manage Field Accounts Assistants (5).
Advise the Chief of Party (COP) on project finance and operational matters.
POSITION SUMMARY
The Senior Finance Manager, REGAL-IR will be a full-time member of the REGAL-IR Leadership Team, working with the Adeso team in HQ, and the REGAL-IR field sites. The post holder will develop and implement finance systems, protocols and tools for all finance, and administrative functions applicable to the project HQ in Nairobi and field offices in the project counties. The Senior Finance Manager, REGAL-IR will be in charge of finance policies, procedures, and ensuring compliance with USAID rules and regulations in these areas. He / She will liaise with Finance and Operations Managers at Adeso HQ to ensure compliance with Adeso policies and regulations and to ensure smooth functionality of finance.
SPECIFIC ROLES AND RESPONSIBILITIES
Planning
• Plan and implement financial policies and systems ensuring consistency, accountability, transparency, viability and integrity in accordance with Adeso and USAID accounting principles.
• Ensure financial accounting records, monitoring, and internal controls.
• Ensure budget implementation, controls and reporting including forecasts, projections, accruals, funds requests, regular and ad hoc financial reports, variance analyses, and reconciliations.
• Manage audits of REGAL-IR including consortium partners.
Financial Management
• Planning and coordinating the activities of the REGAL-IR Finance unit by ensuring that the unit has adequate resources to effectively undertake its activities.
• Providing leadership to all field accounts assistants in the REGAL-IR project sites in regards to carrying out their daily tasks in an effective and efficient manner as per Adeso policies and procedures and USAID requirements.
• Coordinate the preparation and monitoring of budgets for all projects/program as per Adeso and Donor formats, on monthly, quarterly and annual basis.
• Ensure provision of timely and sound financial reports to the management, donor and other stakeholders on monthly, quarterly and annual basis.
• Represent REGAL-IR in various forums and be able to proficiently report on REGAL-IR activities effectively.
• Instituting organizational financial policies and procedures with the approval of the Chief of Party, identifying where there are gaps and ensuring compliance to the said policies.
• Responsible for all financial issues and correspondence on financial matters with partners, donors and government agencies.
Business Reporting and Donor Management
• Prepare annual operations plan for the REGAL-IR Program.
• Review, revise, update financial operations policies and procedures as and when required
• Supervise budgeting and program planning of REGAL-IR project partners.
• Manage the overall program cash flow.
• Oversees and manages the annual auditing process and liaises regularly with auditors (internal and external), donors and government agencies.
Compliance and Implementation of Policies and Procedures
• Ensure Financial Management in accordance with Adeso and USAID rules and regulations, including strategic management of objectives, resources, and risk.
• Ensure regular financial monitoring in the field /project sub offices are undertaken and any findings and recommendations are implemented in good time.
• Ensure the REGAL-IR is in compliance with statutory laws and legislations.
• Ensure full compliance with internal policies, donor regulations and budget restrictions on all projects.
• Oversee the performance management of all finance staff and undertake annual performance review of finance officers.
Capacity Building
• Provide orientation and training to the all managers in the program on cost- effective management and Adeso’s financial policies and procedures.
• Ensure Identification of any capacity gaps and ensure any capacity building needs in the finance team are identified.
• Ensure the planning and implementation of capacity building activities for REGAL-IR finance staff and partners on timely and efficient manner.
• Mentor and develop REGAL-IR finance team and ensure staff develop competencies in the key functional areas.
SKILLS AND QUALIFICATIONS
Essential:
• Bachelor’s degree in accounting from a reputable university. An advanced degree will be an added advantage
• Professional qualifications – ACCA, CPA or CIMA
• Minimum of 5 years work experience (with at least 3 years at Finance Manager Level) in a reputable large International NGO or donor organization involved in grant making.
• Substantial experience in managing USAID funds and ensuring compliance with USAID/US Government funding requirements.
• Ability and skills to establish compliance systems, present, discuss and supervise compliance with grants monitoring protocols with team members of varying levels.
• Strong understanding of risks, related relevant controls and effective mitigation of these; primarily in the overall grant cycle including program, financial and procurement cycles.
• High level skills in written Standard English and ability to transform documents and reports developed by program staff into disseminable standard documents.
• Demonstrated ability to develop and maintain effective project files for accountability and audit purposes
Desirable:
· Experience of working in a HQ or large regional office setting.
• Ability to work as a team with program staff at all levels without holding any direct line management authority
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Young Adolescents Project Intern
The intern will support implementation of YAP activities within Kilifi County and will be supervised by YAP Project Coordinator.
S/he will work closely with the Project Coordinator, Project Officer and the DSW Coast regional team in delivering DSW’s mandate.
Areas of responsibility for the position include: Support and monitor mentorship programs in schools
Support Peer learning sessions in schools
Support in administering tools and collection of data
Support in project documentation (collecting stories from the field, writing field reports and taking photos during activities).
Assist the project team in organizing and planning of activities, meetings and trainings
Add meeting representations at the community level
What He/She will learn: How to engage Young Adolescents in meaningful discussions on issues of sexual reproductive health and rights.
Relationship and network building and how to work with Young Adolescents
Documenting stories and sharing Information for learning purposes
Creative feedback and strengthening of communication between DSW-YAP, Mentors and YAP Schools
Access plenty of additional opportunities in related projects.
What We Require: Diploma in community development, social sciences or other related discipline.
Strong communication skills.
Proficiency in Microsoft Office.
Self starter, with an ability to prioritize time-sensitive assignments.
Creativity and flexibility
Familiarity with social networking sites desired,
Interest in non-profit management and community development.
Duration: The position will be for a four month period (November, 2016 to February, 2017) -
Team Lead – Business and Program Development Senior Communications and Advocacy Officer
Reporting To: Director of Strategic Partnerships
Working With (Remotely): Country Programme Teams, Finance/Human Resources/Logistics, Communications and Advocacy Manager
Program / Duty Station: London, UK
Starting Date: As Soon As Possible – Applications will be accepted on a rolling basis until position is filled.
Gross Salary Range: GBP 40,000 – 45,000 Annually.
Position Summary: The Team Lead – Business and Program Development will provide leadership to the agency’s positioning for and pursuit of institutional and private sector donor resources, with an emphasis on various competitive funding mechanisms.
S/he will provide business development expertise to cross-discipline and cross functional teams in the development of proposals to ensure the highest quality standards and competitiveness.
S/he will contribute to and support internal learning processes that improve business development practices to ensure funding opportunities align with organization’s mission and objectives, enhance the agency’s value propositions, and leverage innovative, evidence-based results into new revenue and programming.
S/he will research and track upcoming opportunities through the capture planning stages and into final proposal production and negotiation.
S/he will strengthen the capacity of country program staff and the technical units as appropriate, in capture planning and proposal development and the introduction of new tools and best practices in coordination with agency-wide efforts from the Business Development community of practice.
Position Purpose
Pre-Positioning (focus on Capture Planning)
Pursuit of Opportunities
Award Administration
Agency Learning
Specific Roles and Responsibilities
1. Pre-Positioning (Focus on Capture Planning)
1.1. Stay abreast of trends in new business development in priority Adeso sectors and share those with country program teams. Strengthen intelligence and market research to identify opportunities for diversified funding and inform positioning efforts.
1.2. Actively gather intelligence about new funding opportunities, analyze them, and share with headquarters, regional, and country program staff as appropriate.
1.3. Champion the use of Adeso’s online relationship management system (Salesforce) by staff and ensure the accuracy and completeness of all opportunity records in the system.
1.4. Support country programs to improve capture planning capacities and practices, including identification of proposal development teams and expected proposal development support needs.
2. Pursuit of Opportunities
2.1. Support country management to perform due diligence in go/no-go analyses and decisions.
2.2. As determined with the Director of Partnership and Strategy, deploy to provide hands-on proposal development support to country programs. As appropriate, serve in lead or support role in proposal teams. Write or edit technical narratives, produce budgets and other proposal pieces as required depending on capacities of proposal development team.
2.3. Assist proposal development teams to improve proposal competitiveness through cross-sector engagement and integration of industry tools and best practices.
2.4. Provide BD strategic oversight and input for proposal teams; review proposals from a growth perspective as needed, including overall responsiveness to donor requirements, incorporation of cost-effectiveness considerations, and other aspects that may affect Adeso’ competitiveness.
2.5. Ensure accurate, complete and timely submission of proposals to donors, including compliance review of all proposal components, upload into donor systems as required. Follow through with negotiations including support to oral defense, issues letter response and proposal revision through to award signature and award modification as appropriate.
2.6. Assist teams to conduct after-action reviews for key funding opportunities to promote continuous learning and improvement in capture planning and proposal development.
3. Award Administration
3.1. Ensure effective award management for a select portfolio of centrally-issued awards such that: high risk issues are quickly surfaced and handled effectively with donors; reports meet deadlines and quality expectations; agreement terms and compliance requirements are commonly understood and respected; and problems and trends are fed back to project management.
3.2. Work with colleagues across the agency to track, document and build upon donor hot buttons, trends in implementation issues, successes and challenges, and related understanding of donor expectations. Build award implementation experience into proposal development.
4. Agency Learning
4.1. Share relevant learning with the BD community of practice.
4.2. Build country program capacity in BD-related skills through training and ongoing accompaniment.
4.3. Support development and roll-out of BD-related competencies and training programs.
4.4. Work with Country Program teams to develop and maintain capacity statements, past performance tables, and evidence-based results for priority areas; work with HQ to maintain global past performance and corporate capacity statements.
Skills and Qualifications
Master’s Degree in Development, International Relations, or relevant field preferred; equivalent experience acceptable
7-8 years of international development experience, including at least 3 years working with an NGO in a developing country
Demonstrated experience leading and producing competitive proposals in programming contexts similar to Adeso required. Comprehensive familiarity with technical and cost application requirements of main institutional donors required
Demonstrated experience managing people and processes; leading teams to produce deliverables under tight deadlines and at exceptional quality
Familiarity with relevant regulations and with the institutional agency-specific policies, procedures and priorities
Experience with staff and local partner capacity development and mentoring
Experience with implementation and management of awards
Must be eligible to work in the UK
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Social Worker
Job Description: SIF is currently implementing a multi-faceted pilot project in the slums of Nairobi that involves youth and community empowerment on activities associated with the education / prevention of Gender based Violence, education and prevention of HIV/AIDS, reduction in drug / alcohol abuse and peace and reconciliation efforts.
Under the supervision of the Technical Project Manager, the SIF Social Worker will be in charge of all the social components of this pilot project and reporting on activities and progress.
S/he will also be required to work closely and cooperatively with other SIF units including Finance and Logistics to ensure the success of projects while maintaining full compliance with established policies and procedures.
Specific Responsibilities
Project Development and Management
Duties will include:
Taking the lead in the guidance/mentorship of Youth Advocacy Officers in delivering on their mandates that include, but not limited to, mobilizing the local CBOs, conducting a professional outreach service to the youth engaged or affected by Crime/Violence, HIV/Aids, Gender and Domestic violence and Drug/alcohol abuse.
Mapping of institutions that provide guidance/counselling support to those affected and linking them to those individual cases identified by the Youth Advocacy Officers
Is responsible for choosing the right interventions to make sure those affected by GBV, HIV/Aids, Drug/alcohol access the right institutions.
Creates a data base of all the statistics of those reached and served by the project, analyze and consolidate reports.
Visiting the Sub county and county social departments and all relevant structures of the government and mobilizing for facilitation in consultation with the implementing partner – Inter Faith Council.
Performing any other duties as assigned by the Technical Project Manager and/or Field Coordinator
Security management:
Comply with all SIF Security Regulations and consult immediately with the line manager, Field Coordinator and/or the Head of Mission on matters to do with staff security and safety.
Academic Qualifications
A Bachelor’s degree or a diploma in Social work or other related humanitarian field is required
Professional Attributes / Qualifications
At least 2 years previous experience with an INGO in at least two of the following thematic areas of humanitarian intervention: Orphans & Vulnerable Children (OVC), Child Protection, Youth/Community Empowerment Programming, is required.
Certified courses and/or other specialized training such as the Project Planning Cycle, the Principles of Management, and Monitoring/Evaluation Techniques would be considered a definite asset.
Desired Attributes
Self-driven, motivated and results oriented with proven leadership skills.
Analytical, accurate and able to multi-task.
Passionate about the humanitarian context and serving the poorest of the poor.
Ability to produce quality work and decisions under pressure and adhere to deadlines.
Strong computer skills including MS Word, Excel, Power point, spread sheets etc.
Demonstrated competence in clear written and spoken English.
Acceptance of diverse cultures and religions -
Field Logistics & Procurement Officer – Cueibet Field Accountant & Admin Operations Manager
Background: VSF SOUTH SUDAN seeks to recruit A FIELD LOGISTICS AND PROCUREMNT OFFICER for a BMZ-funded livelihood project (2.8 Mio Euros) from October 2016 till July 2017, implemented in Lakes States, South Sudan. Duty station is Gok State (Cuibet County)
The initial contract will be for 12 months with possibility of extension dependent on performance. This position is based in Cueibet with travels to field locations. The post holder will undertake the following duties/ responsibilities:
Duties and Responsibilities of Field Logistics & Procurement Officer
Support all project procurement process
Participate in project procurement plans developmenet
Responsible for al lproject input supplie transport and storage
Ensure security of storage facilities
Ensure proper records are kept as per the organisation policies
Prepare monthly store recrods (inventories)
Management the fleet assets
Responsibe for all project drivers, mechanics etc
Ensure that all communications equipment is operational, used in line with communications equipment policy and that requisite training provided to staff on usage protocols
Oversee the maintenance of a live, up-to-date Fixed Asset Register ensuring all assets are labeled and current locations of all assets are known and reported,
Ensure appropriate disposal of assets is followed in accordance with VSFG and donor guidelines,
Make field visits to various project locations to ensure operationalization of systems and record keeping and offer on the job training as required.
Attend to any other duties as assigned by operations manager.
Field Logistics & Procurement Officer Qualifications, Experience, Attributes & Skills required:-
Minimum Diploma in procurement and supplies chain management/logistics or its equivalent.
Minimum 2-3 years experience in logistics management with an INGO/International Agency with significant procurement and logistics functions or its equivalent.
Good spoken and written English is essential, Arabic is desirable.
Good interpersonal and communication skills
Strong computer skills in Microsoft packages, including Word, Excel, and Outlook
Previous experience in remote management is highly desirable
Flexible/motivated
Experience in managing staff and ability to operate in an insecure and dynamic environment
Reporting Lines:
The position reports to the Project Coordinator based in Cueibet with technical support from Operations Manager based in Juba
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Compliance Officer
Overall responsibility
The Compliance Officer verifies that the implementation of projects, its procurement, recruitment, financial practice and reporting is in line with rules and regulations of the specific donor, the country laws of implementation, the organizations own rules and regulations and other determining factors which may be of importance.
Training of staff on compliance regulations as outlined above is a major factor of the position. VSF G believes on good guidance and knowledge transfer to capacitate its staff in understanding and following set rules and regulations.
For this reason, the Nairobi based position needs to work in close collaboration with the heads of departments (Programs; Finance; HR & Administration; Logistics; Monitoring, Evaluation and Learning), its implementing partners and the country offices where VSF G is working in.
The Compliance officer works under leadership of the Internal Auditor
The Compliance Officer provides guidance and support on statutory compliance in the countries VSF Germany is implementing Projects.
Together with the Internal Auditor and M&E staff, the Compliance Officer will analyze cost effectiveness and efficiency of our projects
Compliance Officer Job Specific responsibilities
Working closely with project team members and VSF G field offices to:
Review donor and partner agreements ensuring the financial terms and conditions are compatible with VSF Germany’s systems and guidelines (procurement rules and financial guidelines like co-financing, exchange rates, interest and budget rules) and are favorable to quality implementation and reporting.
Ensure all project expenditures and contracts are in compliance with terms and conditions of donor agreements by conducting regular desk and field reviews Identify ways to maximize efficiencies within and across projects.
Provide training and ongoing support to relevant stakeholders including VSF G project team members, VSF field offices and partners on understanding donor rules and regulations and other best practices related to grant management.
Participate in developing budget guidelines with a focus on appropriate costing models, alignment with proposed activity and staffing plans as well as maximizing cost effectiveness. Track, document and disseminate donor reporting trends, quality assurance issues and feedback from donors;
Support the development and implementation of standardized package for quality management of grants including standard KPIs, budget and reporting guidelines, procurement and asset management plans, compliance training, project start-up and closing procedures, etc.
Skills, experience, qualifications for Compliance Job
University degree in social or development studies or law
Progressive work experience in grant management , quality assurance and finance/audit is an added advantage
Good command of English (both oral and written)-knowledge of German, Amharic, Arabic is an added advantage
Hands on experience reviewing complex contracts and agreements
Experience of managing grants/contracts from institutional donors such as BMZ, ECHO, DFID, USAID, EC and UN agencies funding with ability to provide clear guidance on donor policies and procedures to other staff;
Experience of setting up and managing donor compliance monitoring systems, developing and implementing relevant tools
Coaching & mentoring skills for building project staff capacity on quality grant management
Understanding of project management cycle
Good ability in working in a cross-cultural environment Enthusiasm to train staff and interact with them
Excellent computer skills using Microsoft Office, Internet and databases
At least five years of working experience in at least two countries in the greater Horn of Africa.