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Massive NGO Jobs in Kenya - Mercy Corps


Mercy Corps exists to alleviate suffering, poverty and oppression by helping people build secure, productive and just communities.  

Driven by local needs, our programs provide communities in the world’s toughest places with the tools and support they need to turn the crises they confront into the opportunities they deserve.  

Mercy Corps is looking for committed and dynamic individuals to take up the following position: 

Head Driver - Thika

Department Summary:

The Head Driver will work within the Logistics department of Operational Support structure, committed to provide reliable and compliant support to program activities in order to achieve efficient service to program beneficiaries.

General Position Summary:


The Head Driver will provide safe, transport services for MC program and support staff in the described Are of Responsibility (AOR). 

The Head Driver will adhere to all traffic and MC safety rules and follow the transport guidelines required by the MC transport department. 

In addition to this duties the head driver manages the safety of all assigned vehicles and keeps proper records of vehicles related documentation

Essential Job Functions:
  • General management of agency vehicles in co-operation with the Logistics Officer;
  • Ensure that all vehicles are safe and road-worthy;
  • Collecting and distributing of vehicle log-sheets to drivers; responsible for monthly compilation and submission of log-sheets;
  • Schedule vehicle use to meet programmatic and operational needs;
  • Ensure trip tickets are used by program staff and approved by necessary persons if required;
  • Maintain vehicle board daily;
  • Oversee and ensure proper use of the vehicles;
  • Oversee fuel consumption purchase and tracking including coordination with gas station(s);
  • Organize cleaning of vehicles;
  • Organize regular service schedules for vehicles;
  • Complete and file Monthly Vehicle Consumables sheet for each vehicle separately;
  • Collect Vehicle Service Requests from drivers. Submit VSR-s to the supervisor for approval;
  • Witness major repairs and ensure those are done in a timely manner;
  • Collect and submit vehicle related receipts to the Thika Logistics Officer
  • Coordinate with communications department to ensure regular vehicle communications;
  • Ensure security measures for vehicles such as parking, storage of keys, emergency supplies, etc.;
  • In coordination with Security, organize levies as needed for field trips;
  • Ensure that security incident reports are completed and filed (if related to vehicles);
  • Ensure that accident reports are completed and filed;
  • Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission in country of operation;
  • Other duties as assigned.
  • As part of Mercy Corps’ agency-wide Organizational Learning Initiative, all team members are responsible for spending 5% of their work time in formal and/or non-formal professional learning activities.
Supervisory Responsibility: Drivers in Thika

Accountability: Mercy Corps Fleet Management Manual and Guidelines, the MC Kenya Security Manual and National Staff Policy Handbook.

Reports Directly To: Thika Logistics Officer

A full report on vehicle activities will include at a minimum,
  • All collected Log-sheets
  • All collected receipts of vehicle expenses
  • Total number of serviceable vehicles.
  • Total number and type of vehicles off the road, including reason and estimated time to repair.
  • A balance of materials at the beginning of the period.
  • Distributions for the period.
  • Losses/anomalies for the period.
  • Balance of materials at the end of the period.
Distributions for the period should also match receipts on vehicle log-sheets for the same period.

This data must also be available and formatted by program and donor.

Works Directly With: Co-ordinates with Mercy Corps program and operations staff in the office. 

Knowledge and Experience:
  • Valid drivers’ license and extensive driving experience
  • Clean record
  • Good spoken English
  • Thorough technical knowledge of Toyota Land Cruiser and Toyota Hilux vehicles
  • Conscientious with an excellent sense of judgment
  • Certificate of good conduct.
Success Factors:
  • Strong organizational skills
  • Ability to work simultaneously on multiple tasks
  • Willingness and ability to work effectively with a wide variety of people
  • Ability to work as part of a team and coordinate with project personnel
  • Computer literate

Business Officer - Mombasa
 
Program Summary
 
Mercy Corps is implementing a 3-year program under USAID’s Yes Youth Can initiative. This initiative aims to empower Kenyan youth to strengthen their socio-economic and political stakes through youth-led, -owned and -managed initiatives and institutions. 

Yes Youth Can covers six provinces in Kenya: Central, Coast, Nairobi, Nyanza, Rift Valley and Western. 

In all six regions, Mercy Corps runs the Yes Youth Can! National (YYC!N) program, working in close collaboration with the YYC! Regional partners. 

YYC!N’s activities include: supporting the National Youth Bunge Association (NYBA); disbursing small grants to Village Youth Bunges for economic or community development; supporting county-level youth SACCOs; and establishing a youth policy think tank. 

General Position Summary

 
The Business Officer will implement the YYC!N activities at the county and constituency levels, under the direction of the Regional Manager. 

The Business Officer engages directly with the County Youth Bunge Forums, County Youth SACCOs, Village Youth Bunges, and other local partners and stakeholders. As the “front line” for the YYC!N program, the Business Officer presents a client-friendly and responsible face.

Essential Job Functions
  • Ensure that members of County Youth Bunge Forums and Village Youth Bunges understand the requirements and application process for the Youth Grant Fund.
  • Work in a respectful, transparent manner with the County Youth Bunge Forums by creating an environment in which the County Bunges are provided an equal space and opportunity to lead the grant process.
  • Provide direct support, capacity building, and mentorship to the Youth Bunges, County Bunges, and county SACCOs in becoming stronger, more sustainable youth institutions.
  • Provide minimal technical assistance to Youth Bunges implementing economic or community development projects across a variety of areas, such as: agriculture, poultry, horticulture, small enterprises, etc.
  • Ensure compliance with all Mercy Corps and YYC!N policies.
  • Liaise with YYC! Regional field personnel to ensure smooth integration of all YYC activities in the region.
  • Create positive relationships with all YYC!N stakeholders. Drive a client-friendly “front office” that is responsive to youth partners and other stakeholders.
  • Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission.
  • Other duties as assigned.
Organizational Learning: As part of Mercy Corps’ agency-wide Organizational Learning Initiative, all team members are responsible for spending 5% of their work time in formal and/or non-formal professional learning activities. 

Accountability to Beneficiaries: Mercy Corps team members are expected to support all efforts towards accountability, specifically to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.

Supervisory Responsibility: None

Reports Directly To: Regional Manager, YYC!N
 
Works Directly With: Regional Finance Officer, Administration/Logistics Officer, Drivers, Head Office Team

Knowledge and Experience
  • Bachelor's or other advanced degree from a recognized college or university with study in business or social sciences.
  • Two or more years of relevant professional experience, with preference given for experience that includes community outreach or capacity building.
  • Experience working with government partners or local leaders is desirable.
  • Demonstrated ability to follow organizational procedures and policies.
  • Demonstrated skills in outreach, meeting facilitation, and public speaking.
  • Advanced computer skills in MS Office programs, particularly Excel.
  • Excellent oral and written English and Kiswahili.
Success Factors
  • Establishes positive relationships youth.
  • Effectively communicates with colleagues and partners in a timely manner.
  • Provides leadership, coaching and mentorship to youth.
  • Holds self and colleagues accountable for high quality results.
  • Balances multiple priorities and demands.
  • Navigates complex situations with skill and flexibility.
  • Maintains good sense of humor.
Living/Environmental Conditions
 
The position will be field-based, requiring travel up to 50% within the assigned geographic territory.


Procurement Officer - Eldoret

Department Summary:


The Procurement Department is committed to implementing and maintaining the highest standards of efficiency and integrity in the purchase of goods and services. 

The overriding objective for all Mercy Corps procurement activity is the prompt and effective provision of materials and services to Mercy Corps’ beneficiary populations in compliance with donor specifications.

General Position Summary:

The Procurement Officer is responsible for overseeing procurement aspects of Mercy Corps’ logistic operation.  

Working closely with Program, Administration, Finance and Logistics the Procurement Officer is instrumental in supporting program activities through his/her services.

Essential Job Functions:
  • Daily coordination of MC procurement activities;
  • Has a full understanding of MC procurement policies and formats. Assists, as needed in training staff on these policies;
  • Assist Program and operational personnel in regular procurement planning meetings.
  • Assists staff  as needed on creating clear and understandable purchase requests and other documentation;
  • Collects quotations and bids from the market for PR-s as assigned by manager – as per Mercy Corps standards and formats;
  • Interact with contractors, and primarily is in charge of vendor relations;
  • Prepare and ensure the required documentation of supplies and transactions are completed to MC standards.
  • Preparation of status reports on deliveries for P&L and office Management and recipient of supplies. 
  • Updates and maintains the procurement Master lists for both ongoing and completed purchases with specific attention to data integrity.
  • Assist in the maintenance of thorough procurement files as outlined in the MC Procurement manual; 
  • Assist the P&L management and office staff with procurement activities, as required;
  • Assists P&L Management with asset management. Identify assets during the course of procurement and notify the Asset Controller on receipts of assets.
  • The Procurement Officer will conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission.
  • Other duties as assigned
  • As part of Mercy Corps’ agency-wide Organizational Learning Initiative, all team members are responsible for spending 5% of their work time in formal and/or non-formal professional learning activities.
Supervisory Responsibility: None 

Accountability: Accountable for following Mercy Corps Field Procurement Manual, the MC Code of conduct regarding procurement activities, the MC Conflict of Interest policy and the MC Kenya National Staff Policy Handbook.

Reports Directly To: Chief of Party
 
Works Directly With: Program, Operations and Finance staff 

Knowledge and Experience:
  • Degree in a relevant business field is desired.
  • 2-3 years of experience in large scale supply chain management; 
  • Strong organizational skills; ability to interact effectively with international and national personnel. 
  • Excellent oral and written English skills.
  • High computer skills on MS Office programs, especially in MS Excel.
  • A demonstrated ability to multi-task and process information into action as to not delay program activities. 
  • A clear understanding of procurement ethics and donor compliance is essential. 
Success Factors:
  • Conscientious with an excellent sense of judgment
  • Ability to work simultaneously on multiple tasks
  • Willingness and ability to work effectively with a wide variety of people
  • Ability to work as part of a team and coordinate with project personnel
  • Good spoken and written English
  • Computer literate and strong organizational skills.

Logistics Officer

(2 Positions) - Eldoret and Thika

Department Summary:
 
The Logistics Officer will work within the Logistics department of Operational Support structure, committed to provide reliable and compliant support to program activities in order to achieve efficient service to program beneficiaries.

General Position Summary:
 
The Logistics Officer will ensure accurate record keeping of all Mercy Corps assets, Donor assets and exceptional items that require registration and movement tracking in accordance with the Mercy Corps Asset Management Manual.
 
Logistics Officer will ensure smooth operations of MC warehouses and manage the receipt, dispatch and inventory keeping of all goods that entered into the storage facilities. 

Through implementing Mercy Corps Warehousing procedures the Logistics Officer ensures that all inventories will be accounted for in accordance to MC and donor requirements.
 
The Logistics Officer will provide safe transport services for MC program and support staff in the described Area of Responsibility (AOR). 

Through enforcing the established Mercy Corps Fleet Management Policy Guidelines the Logistics Officer will adhere to all traffic and MC safety rules and follow the transport guidelines required by the MC transport department. 

In addition to these duties the Logistics Officer manages the safety of all assigned vehicles and keeps proper records of vehicles related documentation.

Essential Job Functions:
 
Asset Management
  • The Logistics Officer ensures that procedures outlined in the Mercy Corps Asset Management Manual will be implemented in Mercy Corps Eldoret Office;
  • Responsible for logging all new Mercy Corps assets in Eldoret in the asset register and ensuring the appropriate coding and tags are placed on each item. Regularly updates asset register with changes and new acquisitions;
  • Responsible for coordinating with the procurement and finance department in identifying all details of assets such as buying price, ledger reference, PR, PO and GRN number etc. The asset register should be accurate and complete;
  • Responsible to maintain the stock of Mercy Corps assets that are not checked out and in use;
  • Responsible for checking in/out Mercy Corps owned equipment to authorized staff using the standard Mercy Corps procedures and forms outlined in the Asset Management Manual;
  • Provides a monthly physical count/check where all assets are located and their status confirmed; coordinate with the responsible officer for tracking assets in other offices to ensure the locations and status of assets that have moved between offices;
  • Update the electronic database monthly and provide an electronic copy to supervisor and Operations Manager; A hard copy is printed, signed and filed in the assets folder;
  • Advises colleagues on Mercy Corps asset and equipment use guidelines;
  • Ensure all lost, damage, sold, stolen (or other) items are properly recorded in with an approved Disposal of Assets form. Ensure any necessary, supplement documentation is completed;
  • Ensures that all movement of items should go through the Logistics Officer, on “GRNs or an  Asset Movement Form”.
  • Update the Mercy Corps Asset Tracking Database; 
  • Updates inventory records on all the receipts / issues of inventory items from MC warehouse;
  • Assists and coordinate project staff on inventory issues. Assist in providing end of  project   reports on inventory and equipment lists, locations and status;
Warehousing
  • Follow the Mercy Corps Warehouse Policy and Procedures Guidelines;
  • Daily coordination of MC logistical, warehouse activities;
  • Ensure the timely delivery of supplies to respective Projects with the coordination of procurement department and MC transport pool;
  • Has a full understanding of MC warehouse policies and formats. Assists, as needed in training staff on these policies and forms;
  • Maintain the inventory and prepare the reports on a daily basis;
  • Travel to field sites to receive and inspect goods delivered directly to the field;
  • All other activities to ensure the smooth warehouse operation;
  • Interacts with suppliers in the receiving and inspection of goods – issues GRNs.
  • Receive the goods as per the description on the purchase order/request. Inspects goods upon delivery and rejects inadequate, broken, lower quality and other items not meeting the requirements of the order;
  • Dispatch goods from the warehouse using appropriate MC procedures, Store Release forms, Waybills and update Stock Records;
  • Prepare report of monthly stocks, end of grant stocks, fiscal year physical counts and other physical counts, as instructed by supervisor;
  • Display bin cards on each item in the warehouse;
  • Maintain physical and electronic copies of inventory, as per formats and forms provided in the Warehouse Manual;
  • Generate the commodities movement way bills and gate passes if required.
Fleet Management
  • General management of agency vehicles in co-operation with the Operations Manager;
  • Ensure that all vehicles are safe and road-worthy;
  • Ensure that all vehicles have proper on-board vehicle documentation;
  • Maintain administrative vehicle files for each vehicle;
  • Continuous tracking of vehicle log-sheets; responsible for monthly compilation and submission of log-sheets;
  • Schedule vehicle use to meet programmatic and operational needs;
  • Ensure trip tickets are used by program staff and approved by necessary persons if and when trip tickets are required;
  • Maintain vehicle movement board daily;
  • Oversee and ensure proper use of the vehicles;
  • Oversee fuel consumption purchase and tracking including coordination with gas station(s);
  • Organize cleaning of vehicles;
  • Organize regular service schedules for vehicles. Maintain service schedule files;
  • Ensure major repairs are done in a timely manner;
  • Track vehicle expenses in accordance with the respective policy and tracking tool;
  • File Monthly Vehicle Consumables sheet for each vehicle separately;
  • Order and maintain stock of spare parts and consumables if required;
  • Manage drivers’ leave schedules ensuring smooth operation of the fleet;
  • Coordinate with Human Resources to ensure proper tracking of drivers HR files;
  • Ensure drivers are licensed and trained;
  • Participate in hiring and disciplinary measures for drivers;
  • Ensure regular vehicle communications;
  • Ensure security measures for vehicles such as parking, storage of keys, emergency supplies, etc.;
  • In coordination with Security, organize levies as needed for field trips;
  • Ensure that security incident reports are completed and filed (if related to vehicles);
  • Ensure that accident reports are completed and filed;
  • Responsible for oversight of vehicle rentals including tracking of leases and payments;
  • Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission in country of operation;
  • Other duties as assigned.
  • As part of Mercy Corps’ agency-wide Organizational Learning Initiative, all team members are responsible for spending 5% of their work time in formal and/or non-formal professional learning activities.
Supervisory Responsibility: Drivers

Accountability:
  • Mercy Corps Field Asset Management Manual
  • Mercy Corps Warehouse management Policy and Procedures Guideline
  • Mercy Corps Fleet Management Guidelines
  • Mercy Corps Kenya National Staff policy Handbook
  • Mercy Corps Kenya Security Manual
Reports Directly To: Chief of party
 
Works Directly With: Operations, Program and Finance team members.

Knowledge and Experience:
  • A first level university degree with a relevant combination of academic qualifications and experience in supply chain management, and logistics or related areas required.  
  • 2-3 years of experience in Inventory, Fleet and Warehousing Management, large scale Logistics operations, or office administration; 
  • Strong organizational skills; 
  • ability to interact effectively with international and national personnel. 
  • Good oral and written English skills. 
  • Strong computer skills on MS Excel, MS Access and MS Word applications.
  •  A demonstrated ability to multi-task and process information into action as to not delay program activities. 
  •  A willingness to travel throughout the project areas in the assigned Area of Responsibility
Success Factors:
  • Conscientious with as excellent sense of judgment
  • Ability to work simultaneously on multiple tasks.
  • Willingness and ability to work effectively with a wide variety of people.
  • Ability to work as part of a team and coordinate with project personnel.
  • Good spoken and written English
  • Computer literate and strong organizational skills.

Human Resources Assistant - Nairobi

Department Summary:

 
The Operations department is currently undergoing a significant restructuring as a result of the recently prepared Functional Analysis. 

The new structure of support functions intends to follow PALM recommendations within current budget constraints. 

The Human Resources Manager position has been created in line with the above activities and is expected to cover HR functions only, with special emphasize on staff retention and capacity building.

General Position Summary:
 
Implement human resources procedures and policies in Kenya as outlined in the Mercy Corps Field Administration Manual and the Mercy Corps Kenya National Staff Policy Handbook; 

Assist in the achievement of MC program objectives with the facilitation of recruitment, remuneration and staff development across all teams in Kenya.

Essential Job Functions:
  • Identify weaknesses in current HR systems. Advise supervisor on outstanding issues and assist in designing and implementing, as required;                                      
  • Responsible for   maintaining personnel files for all staff – including recruitment documents, CVs, valid contracts, PAFs,  timesheets, employee data sheets, disciplinary papers and  performance evaluations; Ensure confidentiality regarding personnel activities and personnel data;
  • Periodically audit and archive or destroy dated information, including employee and applicant files, in accordance with national law;
  • Establish, maintain and archive the Job files and Application files for all new positions;
  • Ensure the recruitment of national staff adheres to the standing Recruiting Policies and Procedures of Mercy Corps;
  • Ensure participation of HR Department in interviews for new staff;
  • Ensure Salaries and benefits adhere to Mercy Corps Kenya salary scale and standing protocols;
  • Ensure Mercy Corps Kenya national Staff Policies strictly adhere to Kenya Labor Law as applicable;  This includes payment of appropriate taxes, benefits etc.;
  • Maintain a tracking system for all types of leave of all employees;
  • Maintain up-to-date staffing lists by program and department;
  • Ensure that employee performance evaluations are completed as scheduled;
  • Ensure that all national staff have an up-to-date relevant job description;
  • Maintain annual holiday schedule including determination of exact holidays in advance of the holiday (as possible) and inform all staff;
  • Coordinate coverage for operations during annual leave of key national staff. Create and implement a job-shadowing network for MC Kenya;
  • Process the monthly timesheets for all staff including collection, review and compilation into payroll; train new staff on timesheet procedure;
  • Process monthly payroll in conjunction with finance staff and ensure payroll is delivered in a timely manner to all provinces;
  • Ensure all national staff receive Mercy Corps made I.D. cards;
  • Identify training options in-country to meet the training-needs of Mercy Corps Kenya staff;
  • Assist with operational budget for staff coverage as requested;
  • Accountable for the orientation of all new, national staff on Mercy Corps Kenya systems, policies and procedures. Orient new staff on the MC online learning tools and MC specific websites;
  • Ensure all new staff receive copies of the Kenya National Staff Policy Handbook and are alerted to benefits.  Continue with support and advice on policies, as required;
  • Advise staff (national and international) on disciplinary procedures;
  • Advise staff (national and international) on salary increment policies and procedures;
  • Assist field office management in conducting or arranging for trainings and/or other human resource development activities;
  • Ensure appropriate and timely clearance of terminated employees, as per MC Kenya policies and procedures;
  • Participate in disciplinary, hiring and termination meetings with program staff upon request;
  • Maintain confidentiality of all national staff personnel issues including disciplinary procedures and contracts/ pay rates;
  • Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission;
  • Other duties as assigned;
  • As part of Mercy Corps’ agency-wide Organizational Learning Initiative, all team members are responsible for spending 5% of their work time in formal and/or non-formal professional learning activities.
Supervisory Responsibility: Human Resources Assistant

Accountability: Accountable for following the Kenya Labor Law, the policies and procedures as outlined in the Mercy Corps Field Administration Manual and in the Mercy Corps Kenya National Staff Policy Handbook.

Reports Directly To: Deputy Country Director
 
Works Directly With: Operations Manager Nairobi; Program managers; Program Team – All field office; Human resources staff in all field office; the Operations and the Finance team.

Knowledge and Experience:
  • University degree in Business Administration or relevant field. 
  • Minimum 5 years’ experience with office administration and human resources management; computer skills are required, must be able to follow guidelines and able to reinforce organizational policies; 
  • Fluency in English and Kiswahili (written and spoken). 
  • Solid communication skills and decision-making capabilities based on analytical skills and critical thought processes.
Success Factors:
  • A positive attitude and an ability to work effectively as part of a dynamic team in a stressful environment;
  • Detail-oriented;
  • High degree of emotional intelligence;
  • Excellent skills in problem-solving and in results-oriented approach to HR management;
  • Ability to productively work as a member of an overall project and country team and as an individual;
  • Ability to provide adequate technical support to field human resources staff;
  • Detailed knowledge of the Kenya Labor Code.

Administration Officer - Nairobi

General Position Summary:

 
The Administration Officer will work closely with MC Kenya team to support Mercy Corps programming and administration work in Nairobi by following Mercy Corps procedures as outlined in the national staff policy handbook and Mercy Corps Field Administration Manual. 

The Administration Officer ensures that all technical, administrative and management systems and standards agreed upon for the agency is adhered to.

Essential Job Functions: 

Administration
  • Ensure MC management in Kenya Country mission has smooth flow of routine, administrative work of the Mercy Corps office and program support operations;
  • Must have a clear understanding of all MC policies and program needs; must be able to help facilitate trainings to all support staff to ensure the smooth, uninterrupted implementation of all MC administration policies;
  • Ensure the adherence to Mercy Corps administrative procedures and staff policies. Provide training and guidance to all staff, as needed;
  • Ensure that the office is run in a professional and responsible manner including hosting guests, cleaning, receptionist duties and general contact and liaison with outside agencies;
  • Responsible for maintaining all administrative notice boards – keeping them updated, clean and neat in appearance;
  • Responsible for maintaining staff list for all MC Kenya Offices – ensuring all contact details are updated on monthly basis and distributed to MC staff in all other MC offices;
  • Establish and maintain appropriate filing systems for official correspondence;
  • Responsible for proper functioning and maintenance of the office equipment and other office facilities;
  • Process monthly office utility payments in a timely manner;
  • Ensure the office has a valid lease agreements;
  • Liaise with landlord on all office repair works and seek written approval of landlord for major repair and for structural changes of property;
  • Ensure property files are up to date;
  • Manage and update records of kitchen supplies;
  • Maintain an emergency stock of office stationary and other supplies. Update records accordingly;
  • Ensure and distribute to all staff, their monthly mobile phone airtime as per approved allocation;
  • Ensure that staff attendance book is maintained; alert supervisors to poor attendance records of relevant staff;
  • Coordinate travels of MC staff and visitors, consultants. Ensure all staff have got approved TAs prior to their travel. Book international and domestic flights, make hotel reservations and transport arrangements on behalf of travelers.
  • Coordinate travel dates, accommodation and transport requirements with other relevant Administration personnel across Mercy Corps Kenya offices to ensure smooth travel;
  • Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission;
  • Other duties as assigned;
  • As part of Mercy Corps’ agency-wide Organizational Learning Initiative, all team members are responsible for spending 5% of their work time in formal and/or non-formal professional learning activities.
Supervisory Responsibility: Admin Assistant/Receptionist; Office Assistant (Cleaner)

Accountability: Mercy Corps Field Administration Manual and the Mercy Corps Kenya National Staff Policy Handbook

Reports Directly To: Operations Manager
 
Works Directly With:, Operations and Program staffs; Coordinates travel arrangements with other field office administration personnel

Knowledge and Experience:
  • Diploma in Business Administration/Management desirable
  • Excellent writing and communications skills   
  • Demonstrated attention to detail, ability to follow procedures, meet deadlines and work independently and cooperatively with team members.
  • 2 – 3 years relevant administrative experience preferably with International NGO is highly desirable.
  • Excellent computer skills (Outlook express, MS Office, emails).
  • Good interpersonal skills, ability to multi-task and self manage
  • Ability to work with multi-ethnic team in a culturally appropriate manner
  • Must have a good command of English in both oral and writing skills
  • Be able to interact with partners and peers
Success Factors:
  • Excellent problem solving skills and ability to act as intermediary between program and operations staff to ensure smooth work flow while maintaining a balance between program implementation and compliance with Mercy Corps and donor policies.
  • Conscientious with an excellent sense of judgment
  • Awareness of and sensitivity to multi-cultural international development work.
  • Proven ability to follow procedures and meet deadlines.
  • Commitment to transparency, accountability and compliance with donor, organizational and national policies and regulations
  • Team player

Human Resource and Admin Officer 

(2 Positions) - Eldoret and Thika

Department Summary:
 
The Human Resource department manages Mercy Corps compensation and benefits, training and development, employee relations, and recruitment and selection and new employee orientation.
 
General Position Summary:
 
The Human Resources Assistant is responsible for maintaining the MC Kenya HR files according to procedure and process monthly payroll.

Essential Job Functions:
  • Serve under the direction of the Human Resources Manager to process and properly document all daily HR activities, efficient and timely manner;
  • Assist in processing of employee timesheets into a routine, monthly payroll – in cooperation with Finance Officer;
  • Responsible for tracking annual leave days, R&R and other benefits/allowances, as per Mercy Corps Kenya policy. Ensuring all leave days are reflected on payroll;
  • In cooperation with program management, ensure the validity of timesheets and monthly compensations. Advise and undertake training when necessary;
  • Responsible for processing the monthly payroll of service contractors / temporary hires;
  • Responsible for ensuring the HR files and documentation of all MC Kenya staff are current and complete;
  • Assist in providing Position Descriptions to management for the recruitment of new positions;
  • If needed, participate in the recruitment of new staff to the MC Kenya office – as per MC procedure;
  • Assist management in the day to day upholding of all MC procedures – in particular, National Staff Polices and Recruitment Procedures; 
  • Responsible for clearing all departing staff as per MC policy;
  • Assist management in implementing pay changes, evaluations and other financial activities that are reflected on payroll or in employee files;
  • Adherence to all MC policies and procedures as outlined in MC policies and procedure manuals;
  • Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission;
  • Other duties as assigned.
  • As part of Mercy Corps’ agency-wide Organizational Learning Initiative, all team members are responsible for spending 5% of their work time in formal and/or non-formal professional learning activities.
Supervisory Responsibility: None

Accountability: Accountable for following the Kenya Labor Law, the policies and procedures as outlined in the Mercy Corps Field Administration Manual and in the Mercy Corps Kenya National Staff Policy Handbook.
 
Reports Directly To: Human Resources Manager
 
Works Directly With: Program, Finance and Operation team members

Knowledge and Experience:
  • University degree in administration and/finance or relevant experience; 
  • Fluency in written and spoken English. 
  • Strong organizational skills, 
  • Computer skills are required.  
  • Solid communication skills and decision-making capabilities based on analytical skills and critical thought processes.
Success Factors:
  • Attention to details
  • Ability to work with a diverse group of people
  • Cultural sensitivity
Knowledge and Experience
  • Degree in Business Administration, Psychology or other relevant University degree;
  • Minimum 3 years’ experience in human resources and general administration preferably in the NGO sector will be an added advantage.

Human Resources Manager - Nairobi

Department Summary:
 
The Operations department is currently undergoing a significant restructuring as a result of the recently prepared Functional Analysis. 

The new structure of support functions intends to follow PALM recommendations within current budget constraints. 

The Human Resources Manager position has been created in line with the above activities and is expected to cover HR functions only, with special emphasize on staff retention and capacity building.

General Position Summary:
 
Implement human resources procedures and policies in Kenya as outlined in the Mercy Corps Field Administration Manual and the Mercy Corps Kenya National Staff Policy Handbook; 

Assist in the achievement of MC program objectives with the facilitation of recruitment, remuneration and staff development across all teams in Kenya.

Essential Job Functions:
  • Identify weaknesses in current HR systems. Advise supervisor on outstanding issues and assist in designing and implementing, as required;                                      
  • Responsible for   maintaining personnel files for all staff – including recruitment documents, CVs, valid contracts, PAFs,  timesheets, employee data sheets, disciplinary papers and  performance evaluations; Ensure confidentiality regarding personnel activities and personnel data;
  • Periodically audit and archive or destroy dated information, including employee and applicant files, in accordance with national law;
  • Establish, maintain and archive the Job files and Application files for all new positions;
  • Ensure the recruitment of national staff adheres to the standing Recruiting Policies and Procedures of Mercy Corps;
  • Ensure participation of HR Department in interviews for new staff;
  • Ensure Salaries and benefits adhere to Mercy Corps Kenya salary scale and standing protocols;
  • Ensure Mercy Corps Kenya national Staff Policies strictly adhere to Kenya Labor Law as applicable;  This includes payment of appropriate taxes, benefits etc.;
  • Maintain a tracking system for all types of leave of all employees;
  • Maintain up-to-date staffing lists by program and department;
  • Ensure that employee performance evaluations are completed as scheduled;
  • Ensure that all national staff have an up-to-date relevant job description;
  • Maintain annual holiday schedule including determination of exact holidays in advance of the holiday (as possible) and inform all staff;
  • Coordinate coverage for operations during annual leave of key national staff. Create and implement a job-shadowing network for MC Kenya;
  • Process the monthly timesheets for all staff including collection, review and compilation into payroll; train new staff on timesheet procedure;
  • Process monthly payroll in conjunction with finance staff and ensure payroll is delivered in a timely manner to all provinces;
  • Ensure all national staff receive Mercy Corps made I.D. cards;
  • Identify training options in-country to meet the training-needs of Mercy Corps Kenya staff;
  • Assist with operational budget for staff coverage as requested;
  • Accountable for the orientation of all new, national staff on Mercy Corps Kenya systems, policies and procedures. Orient new staff on the MC online learning tools and MC specific websites;
  • Ensure all new staff receives copies of the Kenya National Staff Policy Handbook and are alerted to benefits.  Continue with support and advice on policies, as required;
  • Advise staff (national and international) on disciplinary procedures;
  • Advise staff (national and international) on salary increment policies and procedures;
  • Assist field office management in conducting or arranging for trainings and/or other human resource development activities;
  • Ensure appropriate and timely clearance of terminated employees, as per MC Kenya policies and procedures;
  • Participate in disciplinary, hiring and termination meetings with program staff upon request;
  • Maintain confidentiality of all national staff personnel issues including disciplinary procedures and contracts/ pay rates;
  • Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission;
  • Other duties as assigned;
  • As part of Mercy Corps’ agency-wide Organizational Learning Initiative, all team members are responsible for spending 5% of their work time in formal and/or non-formal professional learning activities.
Supervisory Responsibility: Human Resources Assistant

Accountability: Accountable for following the Kenya Labor Law, the policies and procedures as outlined in the Mercy Corps Field Administration Manual and in the Mercy Corps Kenya National Staff Policy Handbook.

Reports Directly To: Deputy Country Director
 
Works Directly With: Operations Manager Nairobi; Program managers; Program Team – All field office; Human resources staff in all field office; the Operations and the Finance team.

Knowledge and Experience:
  • University degree in Business Administration or relevant field. 
  • Minimum 5 years’ experience with office administration and human resources management; computer skills are required, must be able to follow guidelines and able to reinforce organizational policies; 
  • Fluency in English and Kiswahili (written and spoken).  
  • Solid communication skills and decision-making capabilities based on analytical skills and critical thought processes.
Success Factors:
  • A positive attitude and an ability to work effectively as part of a dynamic team in a stressful environment;
  • Detail-oriented;
  • High degree of emotional intelligence;
  • Excellent skills in problem-solving and in results-oriented approach to HR management;
  • Ability to productively work as a member of an overall project and country team and as an individual;
  • Ability to provide adequate technical support to field human resources staff;
  • Detailed knowledge of the Kenya Labor Code

Operations Manager - Nairobi

Department Summary:
 
The Operations Manager will liaise closely with Mercy Corps’ Procurement Administration and Logistics Management (PALM) team with regard to the full implementation of standard Mercy Corps policies and procedures. 

A heavy emphasis is placed on the training of local staff within the administration and logistics departments. 

The Operations Manager will manage all administrative and logistics support functions for the Mercy Corps program in Kenya. 

The successful candidate is expected to travel 50% of his/her time to field offices and to program implementation sites

General Position Summary:
 
With the exception of Human Resources functions the Operations Manager will manage all administrative and logistics support functions for the Mercy Corps program in Kenya. 

The successful candidate is expected to travel 50% of his/her time to field offices and to program implementation sites.

Essential Job Functions:
  • Provide operational support, coordination, supervision and monitoring activities designed to meet program objectives;
  • Develop, implement and manage relevant Mercy Corps operations systems for offices in Kenya;
  • Advise and support the development and management of systems in Kenya, for full integration with Mercy Corps systems; This will require close coaching and training of field staff;
  • Work with Mercy Corps staff to ensure smooth introduction and operation of necessary systems, including travel to field offices in order to provide hand-on, practical training to staff;
  • The Operations Manager will be responsible for the management of all administration and logistics functions and is responsible for the full and proper implementation of Mercy Corps systems of management, compliance and control with regard to the following disciplines:
A. Administration
 
Disciplines covered under administration are:
  • Facilities Management
  • Office Management
  • Travel Coordination
  • Information Technology
B. Logistics
 
Disciplines covered under logistics are:
  • Procurement
  • Fleet Management
  • Warehousing/commodity management
  • Asset Management
  • Communications (Equipment)
C. Security Management
  • Assist as required, CD and regional Security Adviser in: maintaining and advising on appropriate security systems and procedures and ensure all staff adheres to these procedures, facilitate Security Management Team (SMT) meetings in Nairobi and ensure information is disseminated to all staff, with the Country Director and the Security Advisor being kept informed
  • Provide a security briefing to all new staff (advising on current security phase of MC Kenya offices and Nairobi city), will brief guards and drivers on any immediate security threats and provide training/translation to advisories, as necessary. Facilitate any incident reporting requirements as required. Maintain a filing system and ensure SFP have access to files and completed forms (this includes work –related injuries;
  • Assist Country Director as required, in developing contingency strategies to continue work in times of heightened security. Update each MC Kenya office security plans, security tree and constant companion, contact security assessments for new offices. Will represent Mercy Corps, as advised by supervisor, to local governments and authorities and at routine security meetings/briefings in Kenya
  • Ensure that all necessary measures are taken to provide MC employees with a staff working environment as detailed in existing guidelines, including responsibility of fire regulations and building evacuation procedures.  
  • Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission.
  • Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission.
  • Other duties as assigned.
  • As part of Mercy Corps’ agency-wide Organizational Learning Initiative, all team members are responsible for spending 5% of their work time in formal and/or non-formal professional learning activities.
Supervisory Responsibility:
  • Administration Officer – Nairobi
  • Logistics/Procurement Officer – Nairobi
  • IT Officer - Nairobi
Accountability
 
All Mercy Corps field operations manuals, the Kenya National Staff Policy Handbook and the Kenya Security Management Manual

Reports Directly To: Kenya Country Director

Works Directly With: The Program and Finance teams. The Operations Manager assumes a strong dotted line of technical support to all Operations staff within Kenya. This is to ensure effective coaching and training of team members on Mercy Corps policies and procedures.

Knowledge and Experience:
 
Professional Knowledge and Experience
  • Advanced university degree (Master degree or equivalent) in a supply chain management discipline, business administration, public administration, commerce or related field; Additional study, course-work or training in the areas relevant to supply chain management, procurement and/or a recognized qualification in procurement and logistics is preferable.
  • A minimum of five years field experience in administrative or operational support functions with an international non-governmental organization
  • Experience in setting up and managing administration and finance management systems.
  • Experience in procurement, logistics, and human resource management
  • Minimum of two years experience in humanitarian assistance field emergency/relief settings
  • Demonstrated understanding of complex emergencies, related security concerns, and appropriate responses to such emergencies
  • Excellent writing and communications skills
  • Excellent negotiation, representation, skills and the ability to work comfortably with an ethnically diverse staff.
  • Effective verbal and written communication, organizational, prioritization and computer skills in Microsoft Office applications. 
  • Demonstrated attention to detail, ability to follow procedures, meet deadlines and work independently and cooperatively with team members.
  • Proven records of successful training and capacity building of national staff
  • Knowledge of Mercy Corps systems and procedures (particularly Mercy Corps procurement systems) highly desirable.
Success Factors:
 
Excellent problem solving skills, and ability to act as intermediary between program and operations staff to ensure smooth process flow while maintaining a balance between program implementation and compliance with Mercy Corps and donor policies



Program Director: North Eastern Kenya - Wajir

Program Summary:
 
Mercy Corps implements high-quality, analytical development activities in challenging environments. We have been operating in Kenya since 2006 and currently work in all but one province of Kenya with funding from USAID, DFID, Bill and Melinda Gates Foundation and other private donors. Mercy Corps Kenya opened in Wajir County in response to the 2011 hunger crisis. 

The current portfolio in Wajir takes a market-based approach to building resilience and economic growth. Our programs are aimed at strengthening systems and mechanisms to enable sustainable development while maintaining the ability to meet immediate needs during crisis. 

Mercy Corps works closely with partners including community members, local government officials, and private sector stakeholders to ensure community-driven and market-led development interventions.

General Position Summary
 
The Program Director is the most senior management position in Wajir with supervisory responsibility for program staff and responsibility for program management, vision and leadership. The Program Director has a team of program specialists in Wajir as well as an advisory committee of technical specialists. 

In addition, the program makes extensive use of partners and consultants for specific technical tasks where appropriate. 

This position has a special emphasis on program quality, innovation, and resilience in drought-prone arid lands. 

The Program Director will need to be highly sensitive to the dynamics of the region and continue to identify innovative solutions through a combination of integrated programming and strategic partnerships.

Reporting to the Deputy Country Director, the Program Director will lead the Mercy Corps team in Wajir, partners and beneficiary communities to build resilience and contribute to economic growth. 

The work is highly variable and involves continuous market research and intelligence and engagement with market actors in order to capitalize on emerging opportunities and design interventions accordingly.  

These interventions are designed to help remove market constraints in a systemic way so that small-scale livestock producers benefit from strengthened productivity, improved terms of trade and access to services and inputs.

Essential Job Functions:
 
Vision, Leadership and Strategy
  • Assist the Deputy Country Director and the Country Director with strategic planning and technical direction of arid land programming to guarantee program impact and institutional growth. Maintain a central role in developing Mercy Corps’ program strategy. Participate in Mercy Corps Kenya’s strategic planning processes and ensure key humanitarian and longer term development issues are prioritized.
  • Facilitate team members to conduct detailed market research, intelligence, assessments and feasibility studies; liaise with and engage market actors in the livestock sub-sector to find strategic leverage points for co-investment; design systemic interventions in response to root causes of market ineffectiveness and exclusion of the poor. 
  • Actively identify and develop original ideas to solve complex problems and looks for opportunities, to create change that supports and strengthens local markets. The poor and vulnerable benefit if they are able to access commercial products and services at reasonable prices.
  • Develop relationships and sets up meetings with stakeholders to identify needs and empower clients to develop effective strategies to enhance their success. This includes the development of partnerships to leverage maximum impact and ensure maximum sustainability of initiatives.
  • Oversee management of implementation and make regular visits to ensure that interventions remain on track through program documentation mechanisms.
  • Ensure that monitoring outputs are well presented for internal and external learning.
  • Organize and manage consultants (local and international).
  • Organize study tours for clients and program staff as appropriate to build expertise and encourage learning.
  • Look for opportunities for staff development and organize trainings and workshops.
  • Manage the project budget and allocate resources according to the approved budget within Mercy Corps and donor regulations.
  • Create an organizational culture of professionalism, accountability, responsibility and quality of service.
Commitment to Quality Program and Staff Development
  • Establish leadership, direction and personal credibility of Wajir-based staff; implement and maintain a clearly understood chain of authority and accountability.
  • Assist Human Resources to maintain adequate staffing consistent with Mercy Corps’ policies, including current position descriptions for all positions, personnel orientation and professional development plans, personnel evaluation systems, field personnel policy manual, and personnel grievance procedure system. 
  • Manage with an emphasis on excellence and achievement; encourage a team culture of learning, creativity and innovation.
  • Recruit, manage and motivate an informed, skilled and efficient team; incorporate staff development strategies and performance management systems into team building process.
Monitoring, Evaluation and Reporting
  • Ensure programs are based on sound design principles, including need assessments and baselines that impact oriented and evidence based. Ensure program teams are responsible and capable of conducting on-going program monitoring and strategic evaluation.
  • Establish an M&E system to document evidence of project activities and impact, in accordance with existing Mercy Corps MEL guidelines. Reflect on actions and progress to inform future action.  View all situations as an opportunity to develop knowledge and “lessons learned”.
  • Oversee monitoring of project implementation, results and impact.  Design monitoring plans and strategies which predict and monitor increased income of small-scale livestock producers which are plausibly attributable to program interventions. 
  • Establish and maintain effective and timely program/ grant reporting systems for all donors. Write reports for donors in line with progress against stated outcomes.
Representation & Diplomacy
  • Oversee the activities of and relationships with partners.  Review and alter contracts as necessary in relation to performance and objectives.
  • Develop and nurture culturally sensitive internal and external relationships and networks to ensure optimum communication and program success.
  • Build strong constituencies to include Mercy Corps headquarters and regional teams, international and local NGOs, government officials, donor community officials, diplomatic corps and embassies, vendors, media and the general public.
  • Participate regularly in a variety of external forums/workshops/conference/sector coordination meetings to proactively engage and share best practices and findings of the project with the greater government and development community initiatives.
Fiscal, Compliance Management and Accountability
  • Coordinate budget; manage budget within approved spending levels and assist in the development of cash flow projections and spending plans.  
  • Oversee budget management of sub-grantees/sub-contractors.
  • Exercise sound judgment to ensure program expenses are reasonable, allowable and prudent. 
  • Ensure all program funds are spent in accordance with donor rules and regulations including private funds.
  • Ensure all Mercy Corps administration, logistical, human resources and financial procedures are followed in relation to implementation of grants.
  • Assist with security monitoring to ensure MC staff, assets and partners are able to work securely and visit regularly.
Organizational Learning  
 
As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve - we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.

Accountability to Beneficiaries
 
Mercy Corps team members are expected to support all efforts towards accountability, specifically to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.

Supervisory Responsibility: Wajir-based program staff
 
Reports Directly To: Deputy Country Director
 
Works Directly With: Wajir-based staff, Program Quality Manager, Country Counterparts in the Horn Strategy, Country Director

Knowledge and Experience:
  • MA/S or equivalent in Business Administration, Economics, Management or a related field;
  • Minimum of seven years experience working in business related field.
  • Demonstrated success in programs related to market development, value chain development programming, and increasing access to rural financial services, particularly in lean markets.
  • Proven managerial skills required
  • Demonstrated ability to function as a social entrepreneur and proven success with building, managing and leading a team of professionals and the ability to function as a team player among peers.
  • Effective verbal and written communication, multi-tasking, organizational, prioritization skills are necessary.
  • Previous experience in writing proposals.
  • History of working effectively and respectfully with host country government, private sector, INGO and NGO partners in complex environments.
  • Prior work experience in Africa strongly preferred; an ability to work comfortably, effectively and creatively within the cultural environment of the Somali region of Kenya and areas of poor security required.
Success Factors:
 
The successful Program Director will be highly strategic in their approach to gathering and disseminating information while effectively linking networks of people together to obtain the maximum impact for change. Be a self-starter, multi-tasker, and able to work in a complex environment. 

S/he will be able to facilitate change through influencing key stakeholders to change their behavior or approach. S/he will be a tolerant and flexible individual able to work in difficult and stressful environments and follow procedures. 

S/he will be a team-player with positive attitude to problem solving and conflict resolution, inspiring others through engaging in an enthusiastic and compelling way. 

S/he will also have the skill to engage, motivate and encourage staff to bring creative solutions to development issues, identify opportunities for increased impact, and pursue project objectives.



How to apply


Interested candidates who meet the above required qualifications and experience should submit on or before November 30, 2012 at 4.00 p.m. a cover letter, detailed Curriculum Vitae (CV) listing three professional references (including a recent supervisor) to hrkenya@ke.mercycorps.org

Applicants must clearly indicate on the email subject; The position and location they are applying for, e.g “Program Director Wajir” 

Applications without the right subject heading will be automatically disqualified. 

Please do not attach any certificates.
 
ONLY Qualified short-listed candidates will be contacted

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