Jobs Kenya

Job Field: Sector in Administration / Secretarial  , NGO/Non-Profit

  • Coordinator – Somalia

    Coordinator – Somalia

    The post of locally employed Coordinator (Somalia) will be available at the Embassy of Finland in Nairobi starting from 1st of June 2018.
    Main duties and responsibilities:

    Support the Somalia related work of the Embassy, organize visits and events
    Participate in monitoring, analyzing and reporting on the Finnish Somalia Strategy
    Support the management of Finnish funded development co-operation programs in Somalia
    Support and advise the Embassy in any other issues related to Somalia
    Any other duties assigned by the Head of Mission

    Qualifications and experience:
    The successful candidate should have

    Master’s degree in political science, development studies, economics, public administration, law or related field
    Min. 3 years of working experience in an similar position in managing and/or implementing development cooperation programs and interventions related to governance
    Demonstrated ability to engage in policy dialogue with a wide range of stakeholders, from government agencies to a variety of non-state actors
    Knowledge of international development policy and aid effectiveness agenda
    Excellent oral and written communication skills in Somali and English. Language skills in Finnish is considered a plus
    Very good computer skills in commonly used office software and/or applications
    Ability to travel frequently to Somalia

    Competencies:

    Demonstrate ability to work in teams in a multicultural environment and to maintain effective working relations with people of different national and cultural backgrounds
    Strive for results and support others in doing so
    Facilitate and encourage open communication and strive for effective communication
    Encourage learning and sharing of knowledge
    Take charge of self-development and take initiative
    Demonstrate and safeguard ethics and integrity

  • Program & Administration Assistant

    Program & Administration Assistant

    Department PSI Somalia, East Africa Based in Nairobi, Kenya
    Reports to the PSI Representative
    Join us!
    PSI seeks a Program and Administration Assistant (PAA) to support the PSI Consortium Management Unit (CMU). The program assistant will provide programmatic and administrative support to PSI’s CMU and country team to help achieve its mission to provide an Embedded Essential Package of Health Service (EPHS) and to achieve increased community awareness of, and demand for, health services and promote appropriate health, Maternal Infant and Young Child Nutrition (MIYCN) practices. The assistant will work closely with all CMU staff that include technical advisors and managers. This position is based in Nairobi, Kenya and entails occasional travel to Somalia.
    Sound like you? Read on.
    Your contribution
    The Program and Administration Assistant (PAA) will provide both programmatic and administrative to support PSI technical advisors and managers. This will include supporting program and financial reporting and documentation, logistical support for the CMU, supporting key donor and MOH engagements and meetings, and liaison with Somali Health Authorities. The PAA will work and collaborate closely with the East Africa Regional office operations and finance team to support PSI activities and ensure full operational and audit compliance. The PAA will also help develop and implement a workflow system to manage multiple operational and administrative work streams and a complex multiple-office environment.
    Responsibilities
    Duties will include but are not limited to:

    Provide program and administrative support to PSI Somaliland’s country team and Consortium Management
    Program and financial reporting: Support compilation and filing of programmatic and financial reports Organize, edit, file and track programmatic, financial reports and all communications to partners and other stakeholders reports;
    Meeting/ event management: Plan, organise and manage meetings with stakeholders (donors, partners, Somali Health Authorities) including venue, catering, transport; flights, visa processing and
    Communications and Liaison: Administrative liaison with Somali Health Authorities/ implementing partners/ health sector stakeholders
    Travel management: Maintain a travel calendar and manage the CMU’s local and international travel (including hotel and accommodation reservations for visitors, VISA processing and local transportation; reviewing and signing off on travel expense reports) in collaboration with the PSI Country Office and EA Regional
    Office Administration and business operations

    Help develop and implement a workflow system to manage multiple operational and administrative work streams and a complex multiple- office
    Work closely with the PSI regional office operations and Finance team to support with all local procurement requirements and management of contractors and vendors, ensuring accurate set up and timely payments (including procurement requests, contacting and negotiating with prequalified suppliers to source for quotations, preparation and provision of necessary procurement paperwork)
    Filing of all reports, grant documentation, communication to and from PSI stakeholders
    Overall office management and oversight of the CMU office supplies and asset
    Ensure CMU operations are compliant with both internal and external audit requirements

    Fulfil other programmatic, financial, and administrative functions as

    What are we looking for?
    The basics:

    Bachelor’s degree in a relevant subject (Public Health, International Development; Business Operations);
    You write beautifully, your distinguished narrative style brings us to You feel comfortable speaking up when you have something important to say, and you’re great about proactively reaching out to others to offer your support.
    At least two years of prior work experience in a fast-paced office environment;
    Advanced computer skills (MS Office applications, including Word, Excel, Adobe Acrobat, and PowerPoint),
    Strong quantitative skills, with emphasis on working with budgets and spreadsheets;
    Excellent organizational and administrative skills with special attention to detail and timeliness;
    Proven ability to develop routines to manage large workloads and organize work efficiently;
    Knowledge of USAID, DFID and the international donor community;
    Readiness to interact with a variety of people and assume diverse duties and tasks;
    Must be authorized to work in PSI will not consider work visa sponsorship for this position.

    What would get us excited?

    Somali language skills are a major plus
    Excellent communication and interpersonal skills;
    Proven problem solving ability;
    Ability to work efficiently and quickly under pressure;
    Ability to prioritize and perform multiple tasks;
    Ability to work with minimal supervision and follow through on assignments;
    Demonstrated interest in international health and development issues

  • Operations Analyst

    Operations Analyst

    Job descriptionUN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.Reporting to the Deputy Country Director, the Operations Analyst serves as a member of the senior management team, with oversight responsibilities for all aspects of the Kenya CO operations, this includes strategic financial and human resources management, efficient procurement and logistical services, security management, information and communications technology (ICT) and common services consistent with UN Women rules and regulations. The Operations Analyst additionally serves as a key advisor to the Country Representative on matters of organizational integrity with the aim of ensuring: (i) compliance with UN Women policies and regulations; (ii) effective systems to support programme delivery and growth; (iii) accountability to organizational values and principles; and (iv) an enabling workplace environment in which staff potential is maximized.The Operations Analyst leads and guides the Country Office Operations Team and fosters collaboration within the team, with programme staff and with other UN Agencies and a client-oriented approach. The Operations Analyst works in close collaboration with programme teams in the Office, providing close guidance to programme staff who perform adjunct operations functions, ensuring that such staff are knowledgeable of rules and procedures governing programme finances, donor reporting, and personnel. She/he also works in collaboration with operations staff in other UN Agencies.
    Duties and Responsibilities

    Coordinate the operations in the Country Office (CO) in accordance with UN Women rules and regulations and policies and strategies
    Provide professional expertise and technical support to the Country Representative on operational issues;
    Draft the annual workplan for the Operations Team and oversee its implementation and monitoring;
    Participate in review meetings and provide technical support to the assessment of the managerial and operational capacities of implementing partners in collaboration with the programme and technical team;
    Guide and implement business process mapping and the establishment of internal standard operating procedures in all areas of the Operations Team’s functions;
    Implement corporate, budget, financial, procurement, and HR policies and systems and identify training for staff and project personnel on these issues;
    Ensure a continuous flow of information between the Country Office and Regional Office/HQ;
    Oversee all operations activities, including finance, human resources, procurement, transport, IT, security, administration and ensure they follow UN Women rules, regulations, policies and procedures;
    Supervisor operations staff: Finalize performance plans and evaluation standards; conduct performance assessments, provide feedback and coaching.
    Coordinate the planning, expenditure tracking and auditing of financial resources in accordance with UN Women rules and regulations and policies and strategies
    Provide professional expertise and technical support to the management of office and programme financial resources;
    Exercise proper financial controls;
    Report locally and to HQ in a timely manner on established structures; seek advice from RO when deviations may be necessary;
    Review and take corrective action as appropriate on audit findings;
    Perform Manager Level 1 role in ATLAS for voucher and PO approvals.
    Provide Human Resources services
    Coordinate and facilitate recruitment processes and contract management; liaise with the HQ and service providers as necessary.
    Oversee procurement processes
    Manage the provision of goods and services for the CO and projects following established corporate procedures regarding sub-contract review and awarding of contracts, evaluate for cost effectiveness and manage the negotiations in connection with eventual agreements;
    Provide professional recommendations to the preparation of procurement plans;
    Ensure proper inventory control of assets and liabilities.
    Coordinate information and communications technology (ICT) management
    Oversee the implementation of ICT systems;
    Make professional recommendations and introduce new ICT systems which affect the productivity of the overall office staff performance.
    Serve as the focal point for security issues and ensure safety and security of staff
    Brief supervisor and staff on security matters and disseminate relevant information as advised by UNDSS, brief UN Women visitors on security;
    Ensure full compliance with MOSS and MORSS procedures on security of staff and office premises;
    Provide professional recommendations to the Business Continuity Plan for the Country Office as necessary;
    Liaise with HQ-based Security Advisor or his/her designated staff member on all security matters.
    Participate in inter-agency activities
    Participate in inter-agency meetings and working groups to ensure UN Women’s interests are reflected in common system activities related to common services and premises, cost recovery and cost sharing arrangements, privileges and immunities, entitlements and salary surveys, security etc;
    Liaise with UNDP and other UN agencies on operational issues, activities, and collaboration.
    Contribute to knowledge sharing between the CO and RO
    Ensure knowledge is shared and adequately applied between the Country Office and other COs/MCOs in the region.

    Key performance Indicators

    All services are provided in compliance with UN Women rules, regulations and policies;
    Finances are properly identified and in a timely manner;
    Timely and accurate implementation of HR and procurement contracts;
    Office has a reliable ICT infrastructure environment;
    Safety and security systems are functioning effectively.

    Competencies

    Core Values
    Respect for Diversity
    Integrity
    Professionalism

    Core Competencies

    Awareness and Sensitivity Regarding Gender Issues
    Accountability
    Creative Problem Solving
    Effective Communication
    Inclusive Collaboration
    Stakeholder Engagement
    Leading by Example

    Functional Competencies

    Good knowledge of operation, finance, procurement, human resources, ICT, and security systems and processes, particularly in the UN system is an asset;
    Ability to provide advice and support;
    Ability to contribute to the formulation and monitoring of management projects;
    Ability to handle confidential information;
    Negotiating skills;
    Good IT skills.

    Required Skills And Experience

    Master’s degree or equivalent in Business Administration, Public Administration, Finance, HR, or related field is required.
    At least 2 years of progressively responsible experience at the national or international level, in office management, operations or finance;
    Experience leading a team is an asset;
    Experience in working in a computer environment using multiple office software packages, experience in handling of web based management systems and ERP systems, preferably PeopleSoft;
    Experience of accrual accounting, IPSAS or IFRS is an asset;
    Professional background in programming/ projects management is an asset.

    Language Requirements

    Fluency in English is required;
    Knowledge of the other UN official working language is an asset.

    UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

  • 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.

  • Regional Director

    Regional Director

    The International Potato Center (CIP) is seeking a highly motivated Regional Director to provide strategic direction and implementation of CIP’s research and/for development portfolio of country led projects in the region.
    About the role
    This position will be based in Nairobi, Kenya and will report to the Director General. The successful candidate will lead the regional strategy planning, while ensure CIP Country leadership is delivering quality research projects on time and within budget. The Regional Director will be responsible for overall regional project implementation, donor/government relations, communications, financial deliverables, strategic partnering, and resource mobilization. S/he will act as the CIP spokesperson in the region to represent CIP with local media, partners, governments and funders.
    Key responsibilities:

    Strategic Planning and Regional Management: Lead the creation and implementation of regional strategy in coordination with key leaders at CIP; Ensure quality project implementation though compressive country-specific reviews of project portfolios, cross learning opportunities, and lessons learned; Lead and manage the regional strategic alliance and partnerships.
    Fundraising and representation: Develop and drive forward fundraising plans for the region, according to the program business plans, trends and needs; Pursue strategic alliances with collaborative partners to develop CIP as a partner of choice for major local and international donors; Maintain a high level of understanding of donor priorities, country plans and planned funding initiatives; Represent CIP at the regional and country level with donor, and partners in order to support CIP’s institutional interest; Informs and supports communications and marketing at the regional level; Participate in proposal development when relevant.
    Financial and Operational Management: Lead the execution of CIP’s operations in the region; Monitor country level projects including annual and multi-year budgets and forecasts; Ensure the implementation and monitoring of financial and operational policy and procedures at the country and regional level; Report to headquarters about the financial state of the country and regional offices; Accountable for compliance according to the donor agreement and delegation of authority assigned to this position.
    Safety, Security and Risk Management: Oversee the implementation of the regional security guidelines and security management plan; Implement the H&S policy at the regional level and the compliance at the country level; Support Country Leaders in preparing and managing risks to guarantee proper CIP operations.
    People Management: Lead CIP efforts to recruit, manage and develop high performing regional and country based staff; Develop a positive work environment for all staff across the region; Manage and coach the country managers to ensure the effective talent management processes, contribute to their performance reviews and identify succession and development plans.

    What we are looking for?

    Advance degree (PhD or Master) in Administration or science discipline.
    From 12 years of working experience, with at least 5 years working as a Regional Director/ Country Manager in a development or international organization, preferably in sub-Saharan Africa.
    Extensive management or leadership experience, preferably leading high-level scientific talent, to enable the creation of appropriate regional strategies.
    Proven expertise of leading large funding initiatives and manage large/complex proposals in region.
    Solid financial management skills and metrics-based management accountability expertise.
    Demonstrated people management and team building skills.
    Proactive approach, with ability to find creative ways to solve problems or exploit potentials.
    Superb written and oral communication skills in English.

     What are we offering?

    Great career opportunity in an international organization.
    Salary will be internationally competitive, paid in US dollars, and commensurate with experience.
    Comprehensive international insurance coverage.
    Attractive retirement plan.
    Three-year term contract with the possibility of renewal.
    Work in an equal and diverse workplace.

  • Director of Monitoring and Evaluation

    Director of Monitoring and Evaluation

    Project Overview And Role
    Palladium seeks a Director of Monitoring and Evaluation for the anticipated USAID “Strengthening Agriculture and Regional Resilience (STARR)” activity that spans across all East African Community (EAC) countries (Burundi, Kenya, Rwanda, South Sudan, Tanzania, and Uganda), and additional countries in East Africa (Zambia, Somalia, Sudan, Djibouti and Ethiopia). The STARR activity will promote increased agricultural production, investment, trade and resilience to shocks and stresses in the East Africa region by addressing agricultural issues that can mainly be solved on a regional basis. STARR’s interventions will be directed through four interrelated project component areas: 1) strengthening cross-border agriculture trade and value chains, 2) improved regional agricultural inputs, 3) strengthening resilience, and 4) strengthening the regional policy environment.Purpose of PositionThe Director of Monitoring and Evaluation will lead the development and management of monitoring, evaluation, and learning for the project.Duration: 4-5 yearsLocation: Nairobi, KenyaResponsibilities

    Review the project implementation activities to assess results and impact.
    Gather and evaluate information and ensure findings are accurately presented in all USAID reporting and tracking tools.
    Design and implement systems to track program progress against indicators; collect and verify information and maintain performance monitoring plans, reports, work plans and monthly reports.
    Develop a flexible monitoring system across intervention components, supporting the adaptive management approach of a large, cross-cutting, regional program.
    Coordinate closely with implementing partners to build cohesive measurement and results systems.

    Requirements

    Bachelor’s degree in Monitoring and Evaluation, Statistics, Economics or related field; Master’s degree preferred.
    Fluency in English required, fluency in a local East African language preferred.
    Strong writing, reporting, and presentational skills in English.
    Relevant international development experience, preferably working on USAID economic and/or agricultural development projects.
    Demonstrated experience in gathering, organizing and analyzing large amounts of data as well as the ability to design manageable, transparent M&E systems that report progress against indicators throughout the life of a project.
    Experience building and implementing M&E systems across broad and cross-cutting program objectives operating in multiple countries.
    Technical expertise in one or more of the following areas: agriculture, enterprise and agribusiness, market linkages, agriculture/rural finance, public-private partnerships, cross border trade, resilience, and women?s empowerment.
    Experience across East Africa strongly preferred. Preference will be given to local East Africa country candidates.

  • ADMINISTRATIION MANAGER

    ADMINISTRATIION MANAGER

    Job Description
    The Administration manager will be responsible for supporting Heshima Kenya operations by ensuring effective information flow and that resources are employed efficiently throughout the organization business. The Manager will oversee all supply chain operations in support of the programs. S/he will be responsible for supply chain operations including; inventory management, materials transport, fleet management, procurement planning and purchasing, asset management and security. The incumbent will manage store supplies, repairs and maintenance of premises, equipment, vehicles; oversee management of mails, courier services, travels and, archives of the organization, and access to premises, employee equipment and resources needed as well as ensuring the premises is properly maintained. S/he will be responsible of overseeing management of the front desk creating an engaging office environment and positive interactions with all the staff, HK POCs and visitors. The incumbent will work hand in hand with the procurement committee in management of the procurement processes within the confines of Heshima Kenya procurement policy and procedures. S/he will be responsible for Procurement Officer and Administration Officer. The incumbent will report direct to the Country Director and is a member of Heshima Kenya Core Senior Management Team.
    DUTIES
    Leadership

    To lead, manage, coach and motivate the team under his/her supervision ensuring they have clear objectives, targets, and receive meaningful feedback on their performance
    Conduct bi-annual and annual performance appraisals for his/her direct reports and support the direct reports in under taking the same for staff under their supervision
    Providing general supervision and coordination of procurement and administration teams under his/her responsibility providing clear vision for the function and the organization in general
    Develop organizational procurement strategy and draw clear objectives and outputs to deliver the same

    Procurement Management

    Provide technical support to the procurement committee and procurement coordinator in identification of suppliers, comparing prices, specifications, and terms of
    payments as well as management of delivery timelines to ensure programs are well serviced.
    She/he will be responsible for drafting service contracts for approval by the Country Director
    Support the Procurement Officer in responding to internal and supplier inquiries, reviewing requisition orders to verify accuracy and specifications.
    Oversee preparations and maintenance and review purchasing records, produce management reports, track the status of requisitions, contracts and orders, monitor contractor performance, monitor in-house inventory transfer for project consumption and review, and recommend bills for payment, .
    To provide leadership and strategic role to the team under him/her ensuring the effective delivery of supplies to Heshima Kenya program activities, creating strong synergy between the procurement and administration function with other functions
    To train and build capacities of procurement committee on their roles.
    Develop a data base of pre-qualified suppliers for key provisions and services consumed by the Heshima Kenya, Kenya Operation.
    Oversee management of all procurement records for the organization, including purchase orders, contracts for services and goods, and travel. Mainly, manage the

    whole procurement process that will entail:

    Working with program managers and heads of the other functions to identify needs, plans and priorities
    Working closely with the procurement committee to determine the best procurement approaches including contracting
    Providing technical support in drafting scopes of work/specification
    Working with heads of the other functions to ensure goods and services are provided in accordance with the terms of the contract
    Monitoring payment processes to ensure no delays in payment of completed contracts and or orders

    Managing procurement close-out processes

    Oversee the preparation, analysis, negotiation, and review of contracts related to purchasing materials, supplies, products, or services.
    Ensure bi-weekly and quarterly procurement trackers are produced accurately and registration of potential suppliers and present to Procurement Committee for qualification using credible and professional criteria of pre-qualification such as technical capacity, reputation, delivery terms, perceived competence, and quality of services/goods.
    Establish procurement control mechanism that addresses concerns programs teams and maintains paper trail.
    Oversee review purchase requests, quotations, bid analyses, purchase orders and other included documentation for thoroughness of work in line with Heshima
    Kenya procedures and guidelines before submission to the procurement committee
    Develop plans for the effective organization and temporary storage of project materials and general inventories at various programs.
    Support and ensure Procurement Staff follow cost-effective prioritization and monitoring of daily progression of all requested goods and services including updating
    procurement tracking sheet on a daily basis.
    Put in place mechanisms for Market analysis and continuous surveys on monthly or quarterly basis to identify new vendors and current costs.
    Ensure maintenance of accurate records for all stored materials, and the safe, secure and orderly upkeep of Heshima Kenya stores.
    Oversee development of comprehensive price lists following categories of commodities available in the market for guidance in BIDs analysis and awards.
    Work with the staff, particularly budget holders and finance team, to ensure timely payments to vendors.
    Ensure and maintain proper filing systems for all completed procurement.
    Optimize the material and supplier portfolio – that is what materials should be bought in bulk and consumed as needed from inventory by programs, and which materials are best to acquire as neededPlan, budget, manage and be accountable for the procurement performance of his/her functions, and for achieving agreed-upon results.

    Administration Duties

    Oversee overall responsibility for Heshima Kenya Office Management by taking charge of the day-to-day operations
    Discharge his/her duties with an aim to deliver exceptional office management by overseeing the reception work involving the receipt and direction of office guests, allocation of office space to all staff, phones, work stations, smooth internet among others.
    Oversee management of the front desk creating an engaging office environment and positive interactions with all the staff, HK POCs and visitors
    Oversee management of flow of visitors to all ensure Kenya premises ensuring issuance of visitors badges and adequate security checks
    Ensure the effective and efficient use of all Heshima Kenya resources in order to keep costs low and ensure safety in the workplace
    Develop fleet management plan/schedules to ensure staff field travels are well serviced
    Oversee vehicles and other motorized equipment are serviced on time and at the most reasonable costs
    Oversee maintenance of cooks duty rooster to ensure all participants at all levels are served their meals on time and respecting special diet programs for those with such needs
    Ensures meeting rooms / areas are ready for meetings at all times.
    Create and maintain effective internal controls for equipment inventory and management.
    Monitoring of various activities and contracts –service or maintenance
    Provide reports to management on regular basis on the activities managed and cost cutting initiatives.
    Monitor, supervise and ensure safety measures are incorporated into all Heshima Kenya premises/offices
    Co-ordination and management of all administrative issues like hygiene, compound cleanness, supply of office utilities and stationeries
    Develop and maintain up-to-date, effective security measures to protect the Heshima Kenya properties and staff
    Ensure all rents and utility bills are paid promptly
    Oversee all maintenance activities and maintain a regular schedule of maintenance for the Heshima Kenya Assets
    Work hand in hand with the Director of Financial Operations to ensure all staff and organization assets and tools are covered adequately and timely and the respective premiums paid promptly.
    Ensure adequate records of fleet management/movement, and put in place policies/structures to guard against abuse
    Deliver all admin services in the most efficient manner to facilitate the functions of all programs and the support departments
    Management of fuel consumption (generator /office cars / contracts

    DESIRED SKILLS, EXPERIENCE AND QUALIFICATIONS

    Hold Higher Diploma / Degree in Business / Administration
    In-depth knowledge of sourcing and procurement principles and best practices, but doesn’t have to come from within the procurement ranks
    Experience working in the logistics or procurement arena, preferably in and/or development programs/projects in NGO sector
    At least 3 years’ working experience in administration with proven knowledge on procurement procedures and processes
    Team player at senior management levels to collaborate with other heads of functions for effective and efficient delivery of HK services and programs to her Persons of Concern
    Strong leadership and people management skills
    Experience in managing contracts with various vendors
    Excellent computer skills
    Excellent grasp of NGO/Donor policies and procedures relevant to admin and procurement.
    Result oriented and keen on detail
    Be able to understand internal and external statutory laws that affect procurement, admin & logistics
    Solid operational management and general business skills and savvy
    Excellent communication skills with great strength in listening to allows the Administration Manager to get the voice of the internal and external customers
    Familiarity with relevant legislative and regulatory requirements, as well as understanding of standard contractual terms and conditions to mitigate legal risk
    Strategic mindset and problem-solving skills

  • Regional Director for Africa

    Regional Director for Africa

    Job description
    Regional Director for Africa The International Potato Center (CIP) is seeking a highly motivated Regional Director to provide strategic direction and implementation of CIP’s research and/for development portfolio of country led projects in the region.
    About The Role
    This position will be based in Nairobi, Kenya and will report to the Director General. The successful candidate will lead the regional strategy planning, while ensure CIP Country leadership is delivering quality research projects on time and within budget. The Regional Director will be responsible for overall regional project implementation, donor/government relations, communications, financial deliverables, strategic partnering, and resource mobilization. S/he will act as the CIP spokesperson in the region to represent CIP with local media, partners, governments and funders.
    Key responsibilities:

    Strategic Planning and Regional Management: Lead the creation and implementation of regional strategy in coordination with key leaders at CIP; Ensure quality project implementation though compressive country-specific reviews of project portfolios, cross learning opportunities, and lessons learned; Lead and manage the regional strategic alliance and partnerships.
    Fundraising and representation: Develop and drive forward fundraising plans for the region, according to the program business plans, trends and needs; Pursue strategic alliances with collaborative partners to develop CIP as a partner of choice for major local and international donors; Maintain a high level of understanding of donor priorities, country plans and planned funding initiatives; Represent CIP at the regional and country level with donor, and partners in order to support CIP’s institutional interest; Informs and supports communications and marketing at the regional level; Participate in proposal development when relevant.
    FinancialandOperationalManagement:LeadtheexecutionofCIP’soperationsintheregion; Monitor country level projects including annual and multi-year budgets and forecasts; Ensure the implementation and monitoring of financial and operational policy and procedures at the country and regional level; Report to headquarters about the financial state of the country and regional offices; Accountable for compliance according to the donor agreement anddelegation of authority assigned to this position.
    Safety, Security and Risk Management: Oversee the implementation of the regional security guidelines andsecuritymanagementplan;ImplementtheH&Spolicyattheregionallevelandthecomplianceatthecountrylevel;SupportCountryLeaders inpreparingand managingrisksto guarantee proper CIP operations.
    People Management: Lead CIP efforts to recruit, manage and develop high performingregional and country based staff; Develop a positive work environment for all staff across theregion; Manage and coach the country managers to ensure the effective talent managementprocesses,contribute to their performance reviewsand identify succession and developmentplans.

    What we are looking for?

    Advance degree (PhD or Master) in Administration or science discipline.
    From 12 years of working experience, with at least 5 years working as a Regional Director/
    Country Manager in a development or international organization, preferably in sub-SaharanAfrica.
    Extensive management or leadership experience, preferably leading high-level scientifictalent, to enable the creation of appropriate regional strategies.
    Proven expertise of leading large funding initiatives and manage large/complex proposals in region.
    Solid financial management skills and metrics-based management accountability expertise.
    Demonstrated people management and team building skills.
    Proactive approach, with ability to find creative ways to solve problems or exploit potentials.
    Superb written and oral communication skills in English.

    Why should you consider this opportunity?

    CIP is a globalandreputableinternationalorganizationthathasastrong,state-of-the-artR&D
    background, and is a recent World Food Price Winner and awarded with theAl-Sumait Awardfor our Orange Flesh Sweet Potato work in Africa.
    CIP is dedicated to achieving food security, improved nutrition and well-being, and genderequality for poor people in root and tuber farming and food systems of the developing world.
    CIP is a member of the CGIAR Consortium, a network of 15 research centers that are mostlylocated in the developing world and supported by more than 50 donor members.

    What are we offering?

    Great career opportunity in an international organization.
    Salary will be internationally competitive, paid in US dollars, and commensurate with

    experience.

    Comprehensive international insurance coverage.
    Attractive retirement plan.
    Three-year term contract with the possibility of renewal.
    Work in an equal and diverse workplace.How to apply?

  • Chief Operating Officer

    Chief Operating Officer

    The Research Care and Training Program (RCTP) is collaboration between the Kenya Medical Research Institute (KEMRI), University of California, San Francisco (UCSF), University of Washington (UW), and University of Alabama at Birmingham (UAB), University of Colorado Denver (UCD), Indiana University (IU), Duke University and other affiliated institutions.
    RCTP leads the Family AIDS Care and Education Services (FACES) program, a comprehensive HIV prevention and Treatment program in Kisumu County and several other research programs including but not limited to SEARCH (Sustainable East African Research for Health), ECHO (Evidence for Contraceptive Options) , PSUP (Partners Scale up Pre exposure prophylaxis), POWER (Prevention Options for Women Evaluation Research ), MPYA (Monitoring Pre-exposure Prophylaxis for Young Adult women), CSSP (Evaluating a Community Driven Cervical Cancer Prevention Strategy in Western Kenya, (MOTIVATE ) Maximizing adherence and retention for women living with HIV and their infants in Kenya, and training programs including the GloCal Health Fellowship, etc.
    Vacancy No. FN-09/067/2017
    Duration: 1 year Renewable Contract as per KEMRI Scheme of Service. The first 3 months is a probation period
    Position Summary: The Chief Operating Officer will support the country program in grant management and work closely with program/project management staff in the development of project proposals and preparation of proposal budgets.
    S/he will manage internal controls to ensure full adherence to approved budgets and compliance with donor policies and procedures ensuring proper utilization of funds. S/he will mentor the operations team in their assigned roles and carry out capacity building on donor rules and regulations
    Duties and Responsibilities

    Work closely with program/project management staff in the development of project proposals and preparation of proposal budgets as well as any budget revisions as necessary, ensuring all the necessary costs are included in grant budgets.
    Develop/maintain all donor compliance checklists with key compliance regulations, requirements and specific time lines and assist in ensuring strict compliance with donor guidelines and requirements.
    Mentoring the operations team in their assigned roles and carry out capacity building on donor rules and regulations
    Manage internal controls to ensure full adherence to approved budgets and compliance with donor policies and procedures ensuring proper utilization of funds
    Maintain the reporting schedule and grants management system, ensuring timely and accurate reporting both internally and to donors.
    Working closely with the Finance Team, regularly track expenditure and monitor variances on Program budget/expenditure reports, raising any issues that require attention by the Program Director in a timely manner.
    Manages the grants support staff, ensuring staff have sufficient training to perform required compliance and reporting duties.
    Coordinate management responses to institutional and project financial audits, and follow up on implementation of audit findings and determine what support is needed to ensure complete implementation of all audit findings.
    Develop and implement efficient and effective internal control systems including, policies and procedures that provide appropriate levels of security and control over organizational assets, resources and operations.
    Improve the operational systems, processes and policies, specifically, support better management reporting.
    Play a significant role in long-term planning, including an initiative geared towards operational excellence.
    Prepare annual detailed core office management support/administrative/overhead budget; ensuring that project budgets incorporate Shared services costs
    Coordinate professional and personal development of operations staff through adequate orientation, on-the-job training, identification of learning, training needs and opportunities
    Actively participate in the operations management team meetings.
    Manages and supervises the operations team.
    Undertake quarterly support supervision visits for the administration team working under her/him in other stations.

    Qualifications

    Internationally recognized professional accounting qualification (CPA, ACCA)
    A degree in finance and/or accounting from a recognized university. An advanced degree in accounting / finance / business administration will be an added advantage.

    Required Experience

    At least seven (7) years of experience working on cooperative agreements or grants from international agencies such as EDCTP, EU, CDC, other USG agencies as well as bilateral or multilateral donors including governments.

    Other Required Skills

    Good understanding of the full sub award management cycle and experience in evaluating and managing budgets and contracts.
    Proven experience and knowledge of US Government regulations, policies and procedures relating to award management and monitoring.

    Desirable Qualities

    Excellent analytical and financial management skills and demonstrated ability to facilitate budget development.
    Good communication skills and demonstrated ability to work with a participative style within teams.
    Proactive and able to take initiative in addressing work related challenges.
    Good organizational and planning skills
    Pragmatic, self-motivated, composed under pressure, with professional acumen, good judgment, and a highly developed sense of responsibility.
    Attention to detail and ability to multi-task, set priorities, and organize time efficiently.
    Ability to manage a team and demonstrate leadership

  • Archives Assistant (GS-4)

    Archives Assistant (GS-4)

    DURATION: Two Years
    RESPONSIBILITES

    Supports the management of UN-Habitat Archives; ensuring that records are properly stored, safe-guarded and available for reference by authorized staff members;
    Arrange and assist with transfers of records from offices to the Record center, and provide retrieval services for Staff.
    Process new acquisition of records in accordance with the approved procedures and guidelines, ensuring that transferred records meet the required standards and are stored securely,
    Support the implementation of UN-Habitat Records Disposition Projects for physical and electronic records by coordinating with relevant UN-Habitat staff concerning secondary storage; ensuring proper preparation of background information.
    Implement records disposal procedures by liaising with relevant section coordinators to ensure that the disposed records are guided by the organization retention schedule, in support of disposition decisions
    Create and maintain manual accession register for transferred records to support of reference, archival arrangement and descriptions.
    Participate in the appraisal and processing of legacy record according to identified records groups and series, and provide relevant assistance to users regarding access to documents stored in the records Center and the Archives.
    Participate in the archival arrangement and description of records according to the agreed standards and administrative histories and provide records content analysis for purposes of series description.
    Coordinate the delivery of correspondences from UN-Habitat to UNON, Mail and Pouch Unit, and other UN offices as required, ensuring efficient and timely delivery of official mail to respective offices both internally and externally.
    Update systematically the UN-HABITAT Intranet Staff Directory, ensuring quality control and currency of the information.
    Scan and upload documents on Performance, Accrual and Accounting System (PAAS) Knowledge Resource Page as required
    Undertake any other duty as assigned by the Head of Division or Unit  **

    COMPETENCIES

    Professionalism: Knowledge of electronic record-keeping, relevant information systems and ability to manage records life cycle. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.
    Communication: -Speaks and writes clearly and effectively;-Listens to others, correctly interprets messages from others and responds appropriately;-Asks questions to clarify, and exhibits interest in having two-way communication;-Tailors language, tone, style and format to match the audience;-Demonstrates openness in sharing information and keeping people informed
    Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
    Technological Awareness; Keeps abreast of available technology; understands applicability and limitations of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology

    EDUCATION
    Completion of secondary level education. A Diploma or post-Secondary training in Archives and Records Management or a related Information Management field desired.
    QUALIFICATION

    Five years progressive experience in the field of Archives Administration and Records management, including managing records life-cycle in both paper and electronic format.
    Experience of using computer technology is required.

    LANGUAGE SKILLS
    English and French are the working languages of the United Nations Secretariat. For this position, fluency in oral and written English is required. Working knowledge of other UN official languages is an asset.
    OTHER SKILLS
    Familiarity with Electronic Records and Archives Management Systems.
    ADDITIONAL REQUIREMENTS
    Applicants may have to sit the Global General Services Test (GGST) as per OHRM instructions.