Main purpose of job:
To support the delivery of the £23m East Africa CSSF Programme, with an emphasis on ensuring a deep understanding of the local context in the Kenya – Somalia – Ethiopia borderlands, conflict sensitivity and inclusion. Monitor and support delivery against project outcomes, ensuring robust risk management and effective working relationships with internal and external partners. 70% of this role will involve advisory support, 30% will be programme management focused.
Roles and responsibilities / what will the jobholder be expected to achieve?
The overall purpose of the job is to ensure effective implementation of the CSSF East Africa programme – in particualr the Kenya -Somalia – Ethiopia borderlands project, engaging external partners and working collaboratively with a network of colleagues based across the mission, region and wider CSSF network. The role requires a combination of programme management, contextual analysis and engagement skills, to achieve:
Programme delivery: apply CSSF programme management principles to ensure effective implementation of the borderlands project through downstream delivery partners.
Stakeholder Management: develop excellent working relationships with implementing partners to ensure the successful implementation of the programme. Develop an extensive network of contacts across the Kenya- Somalia – Ethiopia borderlands, BHC Nairobi, other UK missions and central UK Government to raise the profile of the programme and ensure full coordination with key partners.
UK influence and understanding: by establishing and maintaining strategic relationships with government at the county level ((executive; county commissioners; county assembly; civil society; private sector, multilateral) to support CSSF East Africa and wider UK understanding of the political economy Risk Management: draft and own risk register to systematically manage risks to programme and portfolio delivery; work with implementers to identify and measure the impact of specific risks, and agree and implement mitigating actions; work with implementers to measure the impact of those mitigating actions, and, where necessary, escalate concerns to the appropriate level.
Corporate: contribute to the effective management of the East Africa Team; share and store programme document/information in line with team guidelines; represent the team and wider CSSF in internal and external partner meetings, where appropriate.
Financial management: develop and maintain systems to manage expenditure; make sure that spend v forecast is accurately captured and reported in line with team and CSSF requirements; where necessary, challenge programme expenditure, making sure implementers are maximising the value of CSSF’s investment; process payments using the FCO administration programme PRISM.
Compliance: ensure that programme development and delivery is compliant with rules and regulations on Overseas Development Assistance as well as the internal guidelines for the Conflict, Security and Stability Fund (CSSF); support in the generation and collation of information and documentation for annual reviews and audits in line with contracts.
Monitoring and Evaluation (M&E): monitor and evaluate the effectiveness of projects, through liaison with our external M&E partners and regular engagement with implementers and visits to project activity; make sure all project activity has a results framework which clearly articulates outputs, against which progress can be measured and reported; support evaluation work across the programme in line with the CSSF annual review schedule.
North East Kenya and cross-border areas, improve coordination with government and other stakeholders, an ensure that UK support is responsive to need, coherent, and funds are used in line with guidelines & value for money principles.
Roles and responsibilities:
General Administration – 40%
Office administration of the Gitanga office. Offering support to the Technical Works Group staff and supervisors.
Maintain a proper filing system for all documents and proper record keeping at the Gitanga office.
Ensure timely delivery of goods and services with the suppliers, escalating when/ where need be.
Administer casual wages, overtime and leave records for the Technical Works Group team.
Assistance to BHC Upper Hill staff visiting the Gitanga office.
Create a property cost file on the Shared Area to account for all TWG spending at each property for labour and materials carried out for Work Requests and refurbishment. This would give a running total of how much each property costs per year for maintenance. Transfer this to the FCDO Planon database when technically possible.
Filing of all the individual Works Requests once the material and labour costs has been recorded.
Create a Register for Day workers detailing names, trade, start date, finish date and pay and keep records of the time the Day worker has worked.
Support colleagues in TWG on how to record leave on internal HERA system.
Lead the team in material request form use ensuring all colleagues use the system appropriately for accurate inventory record keeping.
Customer Service – 40%
Support the General Foreman in the efficient distribution of tasks, balancing urgent requests with ongoing preventative maintenance and renovations
Team lead on tracking and updating the internal customer works request system (Kenquiry) ensuring calls are assigned, followed up on time and customers kept up to date on any changes
Ensure that TWG staff leave works forms in the property making clear what work has been undertaken
Contact customers in advance to ensure they are in the property and will allow access
Use radio/mobile phone communications with all staff working on the various property sites. Pass on messages and take messages.
Report back to the Customer Service Helpdesk on the progress of TWG tasks, allowing the Helpdesk to close calls and update customers.
Line Management – 20%
Line Management of: 1 x AA Carpenter and 1 x S1 TWG Driver
Ensure they have regular one-to-one meetings, have SMART objectives, strong Learning & Development plans
Provide regular constructive conversations setting out upcoming goals, review of recent performance and where the colleague is working well and where there is room for improvement.
Support their work and career development within the High Commission
Line Management:
AA Carpenter
S1 TWG Driver
Essential qualifications, skills and experience
High School Certificate/Diploma with a minimum of 2 years relevant experience or Bachelor degree with a minimum of 1 years of relevant experience.
Administration
IT Literate (Microsoft Word & Excel – expert level)
Knowledge of customer service
Good team player skills
Good communication skills, attention to detail and initiative, as well as good customer service skills
A flexible approach and good team working skills
Desirable qualifications, skills and experience
Contractor & Supplier Liaison
Accounting
Application deadline: 27 January 2023
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