Jobs Kenya

Website: Website www.popcouncil.org

  • Human Resource Officer Program Officer I – Data Manager

    Human Resource Officer Program Officer I – Data Manager

    Job Description

    Job Summary: Population Council seeks an experienced professional to serve as a Human Resource Officer (HRO) in its Nairobi, Kenya office.
    The position provides key support to legal, ethical, organizational and personnel issues related to human resources within PC Kenya office.
    In close consultation with the HR team in New York and the Country Director, the HRO will coordinate and ensure the proper entry and exit management of staff in line with Kenya labor laws and PC policies and procedures; ensure that performance appraisals are conducted in timely and effective manner.
    S/he will be responsible for the oversight of PC Kenya’s human resource systems/processes, standards, policies and procedures, ensure compliance with all regulatory authorities’ policies and consistency with PC global HR policies and strategies, while maintaining the capacity to recruit and retain the needed talent.
    All responsibilities shall be conducted in close coordination and consultation with HQ HR team, the Kenya Country Director and the Director of Finance and Administration.
    This position is a local hire position.
    Candidates must be Kenyan nationals.
    Key Responsibilities
    Recruitment and selection – 30%

    Coordinate the recruitment efforts including assisting with staffing requisitions, drafting and posting job descriptions, scheduling interviews, advertising vacancies, screening resumes, schedule interviews, ensure a positive interview experience for the candidates, coordinate reference checks, hiring and orientation processes;
    Ensure that all necessary recruitment documentation are completed and processes conformed to;
    Ensure that recruitment of new staff is in line with program budgets and salary structure;
    Ensure that consultants, research assistants and other temporarily staff are engaged as per Council policies and procedures and in compliance with local labor laws and Kenya Revenue Authority requirements;
    Coordinate the documentation of interns and ensure that they are appropriately placed supervised and mentored.

    Talent management – 25%

    Manage the performance systems and tools including: probationary process, regular performance evaluations, discipline / corrective action, professional development and termination;
    In consultation with Senior Management Team (SMT), conduct regular organizational, job and individual training and development needs analysis;
    Serve as a resource to in-house orientation on HR management and related subjects;
    In consultation with SMT, establish and regularly review standard and generic job descriptions, for all positions ;
    Ensure that PC Kenya understand the Council Appraisal process, monitor the implementation of the appraisal systems and maintain a full record of all local performance appraisals ;
    In consultation with SMT, identify areas for staff development and provide guidance to staff in accomplishing their development objectives;
    Maintain up-to-date records of:
    i) accurate and appropriate job descriptions and ensure the PC Kenya employees have copies of these job descriptions and
    ii) staff contracts

    Grievance Management – 5%

    Advise supervisors on personnel management issues and staff disciplinary actions;
    Assist staff with the resolution of grievances;
    In close communication and collaboration with the Director of HR, Council’s Legal Counsel and the Country Director, deal with grievances and appeals in disciplinary cases, and advise SMT on legal implications;
    Advise Country Director, Director of Finance and Administration and Program Heads on any legal matters that may require HQ involvement.

    Termination – 5%
    On termination of service with PC/Kenya ensure that:

    staff fillout an exit interview form;
    all personnel policy requirements are fulfilled;
    health insurance company is notified timely so that staff member is removed from the group cover.

    Benefits and Administrative Duties -35%

    In close consultation with Kenya staff, review and manage health insurance benefits and discuss concerns with service providers;
    Generate purchase orders for all HR related procurement of a confidential nature;
    Ensure HR-related support is provided to all PC/Kenya staff;
    Participate in meetings of office management, operations and programme teams as required ;
    Help identify and allocate office space, computer etc.;
    Foster and organize staff activities; Perform any other relevant duties as required by immediate supervisor.

    Qualifications, Knowledge and Experience

    Bachelor’s degree in Human Resources;
    Certification from the Institute of Human Resource Management of Kenya;
    At least 5-years of HR related working experience in Kenya;
    Evidence of implementing human resources policies;
    Excellent working knowledge of current Kenya labor laws;
    Proven communication skills to include fluency in speaking/reading/writing in English;
    Exposure to and interest in staff development ;
    Previous demonstrated ability to work as part of a team and interact with all levels of staff and management;
    Demonstrated disposition towards ethical and non-discriminatory behavior that will act as a role model for others;
    Strong organizational and time management skills;
    Detail-oriented and sensitive to confidential information;
    Good human relations skills and proven integrity.

    go to method of application »

  • Administrative Officer

    Administrative Officer

    The Population Council is seeking an experienced administrator to support various functions in the Population Council Nairobi Office including: facility management, procurement and general administrative services.
    This position is a local hire position. Candidates must be Kenyan nationals.
    Key Responsibilities
    General administration services:

    Ensure proper management and coordination of staff travel arrangements including ticketing, transport and security;
    Ensure good general office management and cleanliness and maintenance of the office premises and equipment;
    Verify all vendor invoices and deliveries with program personnel and liaise with the finance officer for payment;
    Ensure that the office is run in a professional and responsible manner including hosting guests, receptionist duties, and general contact and liaison with outside agencies;
    In close collaboration with Network Coordinator and Program Coordinators, ensure proper asset management and maintain an updated and accurate asset register, and room lists, and ensure that all assets are properly labelled and whereabouts regularly verified;
    Coordinate the purchase of office supplies and any other necessary administrative and office management details; Liaise with staff with regards to events/booking of meeting rooms and other meeting logistics;
    Provide administrative support to PC-Kenya Board; coordinate meeting documents including ensuring that all papers are prepared on schedule, and conform to the highest standards;
    Perform communication functions, including drafting letters, memos and formatting documents; and supervise the outsourced service providers and divide responsibilities where necessary, to ensure performance.

    Procurement:

    Ensure full understanding and adherence to the Council’s procurement policies and assist as needed in training staff on these policies
    Estimate and establish cost parameters and budgets for purchases
    Maintain accurate records of purchases and pricing
    Create and maintain good relationships with vendors/suppliers
    Maintain records of purchases, pricing, and other important data
    Review and analyze all vendors/suppliers, supply, and price options
    Develop plans for purchasing equipment, services and supplies
    Negotiate the best deal for pricing and supply contracts
    Ensure that the products and supplies are high quality;
    Create and maintain inventory of all incoming and current supplies
    Maintain and update list of suppliers and their qualifications, delivery times, and potential future development; and
    working with Program Coordinators and the Procurement Committee to complete duties as needed.

    Fleet management:

    Ensure that all vehicles are safe and road-worthy and organize regular service schedules for vehicles and maintain service schedule files;
    Collect and distribute of vehicle log-sheets to drivers;
    Schedule vehicle use to meet programmatic and operational needs;
    Maintain daily vehicle movement and oversee fuel consumption purchase and tracking;
    Ensure security measures for vehicles such as parking, storage of keys, insurance, etc.; and ensure that accident reports are completed and filed (if related to vehicles).

    Qualifications

    Degree in Business Administration, Communication, and other business management fields of relevant discipline
    Minimum of 5 years’ practical experience in a reputable organization
    Must demonstrate understanding of logistics, procurement and administration, ethics and good management skills with diverse team with large flow of information and activities
    Experience in an NGO setting is preferred
    A strong understanding of donor compliance is required
    Excellent organizational skills and ability to make recommendations for improvements
    Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, Outlook, and Excel)
    Excellent spoken and written skills in English
    Meticulous with an excellent sense of judgment and ability to multitask
    Ability to work independently and prioritize, show initiative
    Ability to coordinate and work effectively with a diverse team in a multi—cultural set up
    Thorough understanding on logistical challenges, market mechanism and supply chain dynamics; and positive team spirit.

  • Program Officer III

    Program Officer III

    The position will be expected to work at very high research standards, with energy and commitment to the growth and success of the overall program.
    The successful candidate will report to the Program Associate.
    This position is a local hire position.
    Candidates must be Kenyan nationals.  
    Key Responsibilities:
    Work with the PGY team to design studies and data collection instruments related to PGY work in Kenya and the region, especially focused on studies related to vulnerable adolescent girls.
    Oversee data collection and entry related to programmatic studies.
    Work closely with intervention staff and partners to ensure that intervention components of the study are being implemented at a high quality and with fidelity to the research design
    Work with senior program staff to clean, manage and analyze data
    Author in-country reports and policy research briefs related to studies.
    Work with senior staff in papers for peer reviewed journals and dissemination events.
    Author, assist with, or edit routine donor reporting related to PGY program activities in Kenya and the region
    Work with senior staff in both sub-Saharan Africa and New York to develop programmatic activities and proposals for funding, with a view to expanding the PGY program.
    Represent the Council in various stakeholder policy or technical working groups and/or networks.
    Other duties as may be required by the position.
    Qualifications, Knowledge, Experience
    Doctorate or MD degree with minimum of two years relevant experience or Masters degree with equivalent experience in a relevant field and a minimum of eight years research experience.
    Experience with management of research studies, data collection and publication of papers in peer-review journals.
    High-level quantitative data analysis skills – such as multivariate analysis, event history analysis and analysis of longitudinal data using STATA.
    Qualitative data analysis skills – such as coding and analysis of transcripts using Atlas.ti, NVIVO, or similar software.
    Candidate must have at least two years of expertise in adolescence, gender, women’s and girls’ empowerment, social development, public health, and/or education, including specific knowledge and experience working in the Kenyan context.
    Ability to lead, motivate, and supervise a team working on both intervention and research activities.
    Excellent diplomatic, representational, problem solving, management, and interpersonal skills.
    Excellent written and oral English-language communications skills, including top quality writing and presentation skills.
    Skills with multiple kinds of software for both quantitative and qualitative analysis.
    Willingness to travel within Kenya and across the region as needed.

  • Finance Officer

    Finance Officer

    The Population Council seeks an experienced professional to serve as a Finance Officer in its Nairobi, Kenya office. The position supports the day to day running of the Finance department through overseeing payment processing as per proper documentation and in-line with the organization’s financial and procurement policies and procedures; implementation of internal controls, policies and procedures, best practices, computerized accounting and banking systems and monitoring project budgets to ensure that they are implemented within budget and as per donor guidelines and support field operations and training staff on use of accounting and operational software and best practices and manage relationships with financial institutions.
    This position is a local hire position. Candidates must be Kenyan nationals.
    KEY RESPONSIBILITIES

    Financial Accounting and Reporting

    Verify invoices and other primary support documents for accuracy and completeness before being processed.
    Prepare payment documentation and ensure necessary approvals and documentation have been obtained.
    Posting of processed payments into the ERP while ensuring accuracy in coding, correct allocation of project and office expenditures; ensure all prepayments are accurately allocated and accruals are made appropriately.
    Preparation of Journal entries into ERP software and generation of basic financial reports e.g. bank reconciliation, staff advances, receivables and payables schedules.
    Responsible for the preparation of monthly expense report, submission to PC New York, resolution of any outstanding queries and ensure adequate availability of funds for smooth operations.
    Process staff travel, and field advances returns by ensuring accuracy, completeness and adherence to travel & other related policies.
    Management and monthly reconciliation of accounts payable
    Ensure that payment periods are adhered to and the Council is in good standing and does not hold large amounts of unpaid liabilities.
    Management and monthly reconciliation of accounts receivable
    Ensure that all receivables are tracked, paid and correctly accounted for in a timely manner.

    Treasury Management

    Approvals of petty cash payments float including regular cash counts
    Review payments made by the Petty Cash Holders to ensure they are valid and correctly allocated to projects.
    Manage office liquidity position in order to ensure adequate funds are available for smooth office operations.
    Act as a liaison person with banking and financial services providers.

    Compliance and Asset Management

    Take a lead in the preparation and timely submission of monthly and annual statutory returns i.e. PAYE, Withholding tax, Withholding VAT, NSSF, NHIF, NITA and HELB.
    Assist in coordination of office and project audits in consultation with the DFA and local audit firms and implementation of audit recommendations.
    Work across programs to ensure Council policies and procedures and donor requirements are met in execution of project activities and allocation of project expenses.
    Maintenance of inventory register; work with the System Administrator and Administrative Officer to ensure all new purchases and disposals are updated in the register and inventory lists and insurance for all assets is up to date.

    Project Management

    Monitor approved budgets and work with program staff to ensure spending is on target 
    Generate monthly monitoring reports.
    Assist in managing closeout of grants by liaising with the DFA and Principal Investigators to ensure that all grants are fully spent out and avoid over-expenditures.

    Systems and Capacity Building

    Optimize the usage of financial and operations systems in collaboration with the System Administrator and provide staff training as appropriate
    ERP implementation and training

    QUALIFICATIONS, KNOWLEDGE, EXPERIENCE

    Master’s degree with a major in accounting or finance, professional accounting qualification, CPA or ACCA.
    Good knowledge of accounting software and spreadsheets
    ERP knowledge is an added advantage.
    Demonstrated knowledge of online banking systems and 5 years’ experience in a busy accounting office in a not-for-profit will be an added advantage.
    Knowledge of grants rules and regulations and prior experience optimizing the usage of financial and operations systems preferred.
    Demonstrated flexibility, ability to multitask, setting priorities, sense of urgency, positivity and honesty.
    Ability to respond appropriately to unexpected requests and shifting priorities.
    Ability to work well independently within established guidelines, as well as part of a team.
    Communicate effectively both verbally and in writing.
    Good planning and organizational skills.

  • Human Resource Officer Program Officer I – Data Manager

    Human Resource Officer Program Officer I – Data Manager

    Job Description

    Job Summary: Population Council seeks an experienced professional to serve as a Human Resource Officer (HRO) in its Nairobi, Kenya office.
    The position provides key support to legal, ethical, organizational and personnel issues related to human resources within PC Kenya office.
    In close consultation with the HR team in New York and the Country Director, the HRO will coordinate and ensure the proper entry and exit management of staff in line with Kenya labor laws and PC policies and procedures; ensure that performance appraisals are conducted in timely and effective manner.
    S/he will be responsible for the oversight of PC Kenya’s human resource systems/processes, standards, policies and procedures, ensure compliance with all regulatory authorities’ policies and consistency with PC global HR policies and strategies, while maintaining the capacity to recruit and retain the needed talent.
    All responsibilities shall be conducted in close coordination and consultation with HQ HR team, the Kenya Country Director and the Director of Finance and Administration.
    This position is a local hire position.
    Candidates must be Kenyan nationals.
    Key Responsibilities
    Recruitment and selection – 30%

    Coordinate the recruitment efforts including assisting with staffing requisitions, drafting and posting job descriptions, scheduling interviews, advertising vacancies, screening resumes, schedule interviews, ensure a positive interview experience for the candidates, coordinate reference checks, hiring and orientation processes;
    Ensure that all necessary recruitment documentation are completed and processes conformed to;
    Ensure that recruitment of new staff is in line with program budgets and salary structure;
    Ensure that consultants, research assistants and other temporarily staff are engaged as per Council policies and procedures and in compliance with local labor laws and Kenya Revenue Authority requirements;
    Coordinate the documentation of interns and ensure that they are appropriately placed supervised and mentored.

    Talent management – 25%

    Manage the performance systems and tools including: probationary process, regular performance evaluations, discipline / corrective action, professional development and termination;
    In consultation with Senior Management Team (SMT), conduct regular organizational, job and individual training and development needs analysis;
    Serve as a resource to in-house orientation on HR management and related subjects;
    In consultation with SMT, establish and regularly review standard and generic job descriptions, for all positions ;
    Ensure that PC Kenya understand the Council Appraisal process, monitor the implementation of the appraisal systems and maintain a full record of all local performance appraisals ;
    In consultation with SMT, identify areas for staff development and provide guidance to staff in accomplishing their development objectives;
    Maintain up-to-date records of:
    i) accurate and appropriate job descriptions and ensure the PC Kenya employees have copies of these job descriptions and
    ii) staff contracts

    Grievance Management – 5%

    Advise supervisors on personnel management issues and staff disciplinary actions;
    Assist staff with the resolution of grievances;
    In close communication and collaboration with the Director of HR, Council’s Legal Counsel and the Country Director, deal with grievances and appeals in disciplinary cases, and advise SMT on legal implications;
    Advise Country Director, Director of Finance and Administration and Program Heads on any legal matters that may require HQ involvement.

    Termination – 5%
    On termination of service with PC/Kenya ensure that:

    staff fillout an exit interview form;
    all personnel policy requirements are fulfilled;
    health insurance company is notified timely so that staff member is removed from the group cover.

    Benefits and Administrative Duties -35%

    In close consultation with Kenya staff, review and manage health insurance benefits and discuss concerns with service providers;
    Generate purchase orders for all HR related procurement of a confidential nature;
    Ensure HR-related support is provided to all PC/Kenya staff;
    Participate in meetings of office management, operations and programme teams as required ;
    Help identify and allocate office space, computer etc.;
    Foster and organize staff activities; Perform any other relevant duties as required by immediate supervisor.

    Qualifications, Knowledge and Experience

    Bachelor’s degree in Human Resources;
    Certification from the Institute of Human Resource Management of Kenya;
    At least 5-years of HR related working experience in Kenya;
    Evidence of implementing human resources policies;
    Excellent working knowledge of current Kenya labor laws;
    Proven communication skills to include fluency in speaking/reading/writing in English;
    Exposure to and interest in staff development ;
    Previous demonstrated ability to work as part of a team and interact with all levels of staff and management;
    Demonstrated disposition towards ethical and non-discriminatory behavior that will act as a role model for others;
    Strong organizational and time management skills;
    Detail-oriented and sensitive to confidential information;
    Good human relations skills and proven integrity.

    go to method of application »

  • Administrative Officer

    Administrative Officer

    The Population Council is seeking an experienced administrator to support various functions in the Population Council Nairobi Office including: facility management, procurement and general administrative services.
    This position is a local hire position. Candidates must be Kenyan nationals.
    Key Responsibilities
    General administration services:

    Ensure proper management and coordination of staff travel arrangements including ticketing, transport and security;
    Ensure good general office management and cleanliness and maintenance of the office premises and equipment;
    Verify all vendor invoices and deliveries with program personnel and liaise with the finance officer for payment;
    Ensure that the office is run in a professional and responsible manner including hosting guests, receptionist duties, and general contact and liaison with outside agencies;
    In close collaboration with Network Coordinator and Program Coordinators, ensure proper asset management and maintain an updated and accurate asset register, and room lists, and ensure that all assets are properly labelled and whereabouts regularly verified;
    Coordinate the purchase of office supplies and any other necessary administrative and office management details; Liaise with staff with regards to events/booking of meeting rooms and other meeting logistics;
    Provide administrative support to PC-Kenya Board; coordinate meeting documents including ensuring that all papers are prepared on schedule, and conform to the highest standards;
    Perform communication functions, including drafting letters, memos and formatting documents; and supervise the outsourced service providers and divide responsibilities where necessary, to ensure performance.

    Procurement:

    Ensure full understanding and adherence to the Council’s procurement policies and assist as needed in training staff on these policies
    Estimate and establish cost parameters and budgets for purchases
    Maintain accurate records of purchases and pricing
    Create and maintain good relationships with vendors/suppliers
    Maintain records of purchases, pricing, and other important data
    Review and analyze all vendors/suppliers, supply, and price options
    Develop plans for purchasing equipment, services and supplies
    Negotiate the best deal for pricing and supply contracts
    Ensure that the products and supplies are high quality;
    Create and maintain inventory of all incoming and current supplies
    Maintain and update list of suppliers and their qualifications, delivery times, and potential future development; and
    working with Program Coordinators and the Procurement Committee to complete duties as needed.

    Fleet management:

    Ensure that all vehicles are safe and road-worthy and organize regular service schedules for vehicles and maintain service schedule files;
    Collect and distribute of vehicle log-sheets to drivers;
    Schedule vehicle use to meet programmatic and operational needs;
    Maintain daily vehicle movement and oversee fuel consumption purchase and tracking;
    Ensure security measures for vehicles such as parking, storage of keys, insurance, etc.; and ensure that accident reports are completed and filed (if related to vehicles).

    Qualifications

    Degree in Business Administration, Communication, and other business management fields of relevant discipline
    Minimum of 5 years’ practical experience in a reputable organization
    Must demonstrate understanding of logistics, procurement and administration, ethics and good management skills with diverse team with large flow of information and activities
    Experience in an NGO setting is preferred
    A strong understanding of donor compliance is required
    Excellent organizational skills and ability to make recommendations for improvements
    Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, Outlook, and Excel)
    Excellent spoken and written skills in English
    Meticulous with an excellent sense of judgment and ability to multitask
    Ability to work independently and prioritize, show initiative
    Ability to coordinate and work effectively with a diverse team in a multi—cultural set up
    Thorough understanding on logistical challenges, market mechanism and supply chain dynamics; and positive team spirit.