NGO Jobs in Kenya - Solidarités International


Solidarités International is an international humanitarian organization which provides aid and assistance to victims of war or natural disaster.

For over 30 years the association has focused on meeting three vital needs - water, food and shelter - by carrying out emergency programs followed by longer-term reconstruction projects.

Whilst fully respecting the assisted populations’ customs and culture, Solidarités International’s programs are implemented through the joint expertise of around 180 expatriates and 1500 local managerial staff and employees.

Solidarités International is currently present in Africa (Central African Republic, South Sudan, Kenya, Somalia, Mali, Niger, Mauritania, Chad, Democratic Republic of the Congo, Ivory Coast), in Asia (Afghanistan, Thailand, Bangladesh, Myanmar and Pakistan), in the Middle East (Syria and Lebanon) and in Haiti.

In Kenya and Somalia, Solidarités international is implementing a WASH and Food Security/Livelihood assistance program to support populations in south central Somalia and north Kenya), , and drought and conflict affected population in central and south Somalia.

The projects are managed from the field offices with the support of the coordination office in Nairobi.

We are seeking internationally qualified persons to fill the following 2 positions:

Regional Finance Controller & HR Coordinator (1 position)

Position Objective

The Finance & HR coordinator will direct and coordinate all administrative, Human Resources, accounting and financial services associated with the mission. 

He/she will take part in defining Solidarités International’s human resources policy, and ensure that it is followed. 

As coordinator, he/she is responsible for the mission’s financial balance and for the financial internal control. 

He/she will monitor adherence to Solidarités administrative/accounting/financial procedures and donor procedures as well as to the laws of the country in which intervention is taking place. 

He/she is the point of reference for the mission, and the link between headquarters and the mission for all financial matters.

Location:
Nairobi (for Kenya and Somalia) and on request Juba (South Sudan) and DRC

Start date: 1st July 2013
Duration: 12 months

Hierarchy

Report to: Head of Mission
Technical links with: Field Teams and Head Quarters
Supervisor to: Administrative/HR and Financial staff in Nairobi base

Key responsibilities:

Analysis of the socio-economic context
  • Identify administrative partners
  • Follow the development of exchange rates, prices and salary levels
Financial, accounting and budgetary management
  • Define expenditure cycle and authorization thresholds and ensure compliance with the purchase validation cycle
  • Consolidate the mission’s monthly closing accounts (SAGA)
  • Verify the accounts before they are sent to headquarters
  • Consolidate and check the Allocation boards
  • Prepare, monitor and revise the mission’s financial programming
  • Prepare, monitor the yearly audit for the NGO Board
  • Complete the consolidation of monthly budget follow up and ensure that the mission remains financially stable
  • Connect budgetary consumption with activity progress. Propose changes if necessary
  • Monitor the mission’s operating costs
  • Train the mission’s senior staff in how to use the budget follow up tools and to Excel software
  • Prepare and consolidate the financial sections of proposals
  • Integrate the new donor contracts into the financial management of a mission’s projects, adhering to Solidarités procedures
  • Be the focal point for donors’ financial/HR matters
Internal control – Audits
  • Prepare and lead all potential audits or inspections
  • Ensure the link and be the focal point for HQ internal control department
  • Develop internal control tools to ensure that the money is spent accordingly to SI and donors’ standard and that there is no embezzlement
  • Conduct regularly audits at the field level
Cash management
  • Manage the cash flow between headquarters and the mission, and ensure that bases receive supplies
  • Ensure that the cash box and coffers are well kept and that funds are secure at all bases
  • Compile and monitor cash flow forecasts and forward them to headquarters
  • Be the regional focal point for cash flow
HR management of expatriates and nationals
  • Participate in welcoming and administrative briefing of expatriate personnel
  • Ensure that recruitment and hiring procedures are respected: verify mission recruitment needs, post profiles and contracts
  • Supervise the archiving, handling and security of Solidarités International personnel files
  • Inform the members of the various coordination teams regarding the methodology, objective and purpose of performance reviews and ensure that they are set up
  • Drive the implementation and improvement of Solidarités International’s training policy and monitor staff development
  • Ensure that disciplinary procedures are respected and confirm eventual sanctions
  • Confirm salaries before payment
  • Ensure that statements and payments are issued to the relevant organizations
  • In conjunction with headquarters and HoM, take part in defining Solidarités International salary and social policies and ensure they are implemented. Evaluate risks linked to changes in compensation and social policies
  • Drive the implementation of legal systems for representing and consulting in-country personnel and support the management and settlement of conflicts
  • Conduct meetings and communication with personnel
  • Consolidate and update the mission organization chart
  • Update the rules of procedure and the HR manual to follow the developing legal framework or any changes in the understanding of this framework
  • Participate in abuse and risk prevention
  • Ensure that any litigation is administratively monitored and represent Solidarités International before administrative and legal authorities if required
  • Supervise the administrative management of expatriate human resources
Team management
  • Work with HR officers to define HR/Finance personnel needs for the mission and recruit according to allocated resources and to Solidarités International’s operational strategy
  • Coordinate, plan and supervise the activities of the HR/Finance team
  • Train and appraise the HR/Finance team
  • Lead HR/Finance team meetings
Administrative management of the mission
  • Negotiate and draw up partnership contracts with local partners and ensure that they are followed and respected
  • Supervise paper and digital filing, as well as ensuring the security of administrative documents
  • Supervise the quarterly mailing of administrative archives to headquarters after internal inspection
  • Select and contract a lawyer who will examine legal issues and limit any legal risks
Reporting/communication
  • Ensure regular financial, HR and administrative reporting to headquarters, on a schedule defined in the administrative calendar
  • Consolidate and publish financial reports, following financial donors ‘procedures
  • Establish and maintain relationships with the administrative authorities at a national level. Carry out constant judicial monitoring, keep up-to-date with local employment laws, check information collected with law firms and insert it into Solidarités International’s documentation
  • Organize and run information and coordination meetings
  • Ensure that Solidarités International’s in-country registration is followed up
  • Take part in meetings relating to financial aspects, represent Solidarités International when asked/delegated to do so
  • Act as a link between headquarters and the field for all matters relating to finance/HR
Profile

Education:
  • Master in Finance & Accounting, HR, and project management.
Experience
  • 2 to 5 years of experience within an International NGO;
  • Minimum 2 years of experience in a similar position, at the country Head office (coordination) in an international context (i.e. as an expatriate from your country of origin);
  • Minimum 2 years of experience in managing institutional donors contracts and budgets (budget construction rules, reporting , administrative/financial negotiations, etc.) especially the French cooperation (CIAA, CDC), the UN agencies (UNICEF, UNHCR, CHF) and the European Commission’s institutions (ECHO and EuropeAid);
  • Experience in managing Audits and Internal control;
  • Experience in team management, trainings, and planning;
  • Previous experience of remote management contexts is an advantage;
Transferable skills
  • Good knowledge of financial guidelines of the major institutional donors (EU, ECHO, DFID, OFDA, CIAA, CDC, French institutions, UNHCR,UNICEF);
  • Good knowledge of financial and HR reporting to the major institutional donors (EU, ECHO, DFID, OFDA, CIAA, CDC, French institutions, UNHCR,UNICEF);
  • Perfect knowledge of SAGA and Homere;
  • Perfect knowledge of Excel (PTT, formulas, macro, etc.);
  • Excellent knowledge of French chart of accounts;
  • Good knowledge when dealing with auditor firms such as UNs’;
  • Capacity to propose new ideas and put them into action;
  • Good communication and training skills;
  • Natural ability to connect with other stakeholders and team members;
  • Strong capacity to work independently and with initiative ;
  • Good multi-tasking skills;
  • Ability to manage a heavy workload, to delegate tasks/responsibilities and to constantly reassess priorities;
  • Ability to work effectively in a multicultural team;
  • Ability to meet deadlines;
Languages
  • A good level of written and spoken English is mandatory
  • Speaking French is a strong advantage for interaction with SI HQ and French donors
Other desirable qualities
  • Patience
  • Rigorous
  • Diplomatic
Status

Salaried post: 

According to experience from 1700 euros gross per month, plus 10% annual leave allowance paid monthly, and a monthly Per Diem of 700 USD. 

Solidarités International will cover accommodation and travel expenses from the expatriate’s home country to the site of the assignment.

Social and medical cover: 

Expatriates benefit from an insurance package which reimburses all healthcare expenses (including medical and surgical expenses, dental care and ophthalmological expenses, repatriation) and a welfare system including war risks. 

Essential vaccination and antimalarial treatment costs are refunded.

Vacation: 

During the assignment, a system of alternation between work and time off is implemented at the rate of one break every three months. 

For a one-year assignment, the expatriate will have a 7-day break during the 3rd and the 9th month (with 500 euros allocated by Solidarités). 

He or she will also be entitled to go back to his or her home country for a 14-day period after six months spent on the mission (Solidarités will cover travel costs).

Regional Logistics Coordinator (1 position)

Position Objective

The Logistics coordinator is responsible for the proper implementation and following of logistics procedures in all Kenya and Somalia programs, and to support on demand, DRC and South Sudan SI missions. 

He/she is the technical focal point for all logistics issues for the Kenya / Somalia team, and the primary link between headquarters and the mission for logistics matters. 

On request, he can be asked to support South Sudan and DRC SI Missions on procurement issues. Current donors/funding partners for the mission include EC, ECHO, OFDA and UN.

The purpose of this position is:
  • To strengthen the Procurement Department in Coordination and to play an internal control role as well
  • To ensure quality and timely procurement for Kenya and Somalia programs
  • To train the Program Managers to Logistics procedures and global understanding of their role in the procurement process
  • Ensure communication flow between coordination and field
  • Regular Follow up of supplier list and transporters, and to ensure the timely and good reception of asset list and market survey from the field
Location:
Nairobi (for Kenya, Somalia, DR Congo, South Sudan)

Start date: 15th June 2013
Duration: 12 months

Hierarchy

Report to: Head of Mission
Relations with: Various Coordinators who have functional relationships with field teams across the region (Administration Coordinator, Logistics Coordinator, Food Security Coordinator, WASH Coordinator and M&E Coordinator)

Main Tasks

Procurement
  • To ensure the respect of SI/Donors procurement guidelines and procedures
  • To identify good quality service providers at Kenya and Somalia level and updating the supplier list
  • To monitor BCI/IOF processing by the procurement manager and the quoting process;
  • To check the quality, conformity of the items purchased
  • To draft and update services contracts (Fuel, delivery of bricks, sand…) as well as tenders if needed
  • To conduct regular market assessments of durable equipment in Nairobi and to ensure that market assessments are conducted regularly in each SI base
Management and human resources
  • To supervise, advise and coordinate the Logistics Coordination team in Nairobi
  • Responsible of the Logistic induction for the new staff
  • To support the field logisticians and program staff in terms of set-up and knowledge of procedures through field training
  • To ensure regular performance evaluations for Nairobi logistics staff.
  • To assess training needs for all logistics staff on the mission and to organize the provision of required training, in close cooperation with the Field Coordinators who directly manage the field logisticians
  • To analyze and report on the needs in terms of Logistics human resources in Nairobi and the field, as well as support requirements from HQ
  • To revise job descriptions as required
  • To lead the recruitment of Logistics staff in Nairobi and to participate in the recruitment of field logistics staff
  • To validate all disciplinary procedures for Nairobi logistics staff with the Administration Coordinator and the HR manager.
  • To validate any changes to the structure of the Nairobi logistics team with the Head of Mission
Vehicles Fleet Management
  • To anticipate and plan for vehicles management in Nairobi
  • To regularly assess the transporters market (taxi, cars, trucks) and update the transporter list
  • To manage the drivers in Nairobi in liaise with the transport officer
  • To ensure a Log Book is kept for each vehicle in Nairobi
  • To ensure the follow up of the fuel, spare parts and regular technical check-up in Nairobi
  • To be in charge of collecting and compiling the monthly Fuel Consumption follow up for Kenya and Somalia’s bases at the end of each month through the park statement report.
  • To regularly review all aspects of fleet management on each base , providing a report to the HoM and Field Coordinator.
Transport/cargo Management
  • Overall responsibility for the supply chain from Nairobi to the field (planes, trucks) for goods and supplies
  • Overall responsibility for the organization of timely, cost-efficient and safe transport for SI staff from Nairobi to the field and to external destinations (HQ, expat breaks etc)
Stock Management
  • To ensure that the mission Logisticians (field and Nairobi) are aware of SI/Donors procedures and requirements for stock storage.
  • To ensure the collection and compilation of monthly stock inventories and provide regular training on the use of the stock management tools for Kenya/Somalia bases at the end of each month.
Supply
  • To plan and anticipate the deliveries from Paris/Nairobi to the field in collaboration with the field logisticians.
  • To ensure the respect of SI internal procedures.
Follow up of the durable equipment
  • To make and update on a monthly basis the durable equipment list for Nairobi base.
  • To ensure Identification Card for each equipment present in the durable equipment list.
  • To train staff on the use and care of sensitive/delicate equipment such as Thuraya, HF, VHF, RBgan…
  • To ensure the collection and compilation of monthly durable equipment inventories for Kenya/Somalia bases at the end of each month.
IT Management
  • To ensure a qualified IT person is available to support the mission on a daily basis
  • To monitor the proper use of laptops/desktops throughout the mission level.
  • To ensure the proper use of Antivirus and the systematic backup of data on all computers
  • To ensure that a cost-effective and functional internet access service is maintained on each base and in Nairobi
Security

The HoM and Deputy Country directors have primary responsibility for security management in Kenya and Somalia mission, but the Logistics coordinator plays a key role in security management by providing technical advice and supporting the implementation and monitoring of agreed security actions and procedures.
  • To help to collect and update on daily basis the information regarding the security environment at the mission level, the recent incidents that have occurred in Kenya, especially Nairobi.
  • To inform visiting staff and other visiting individuals about the security rules and regulations on the mission
  • To set up the means of field communications and ensure that all staff know how to use them (, Satellite phones, Vsat…)
  • To train all the mission staff in the basic driving rules and respect of them(speed limits, seatbelt fastened)
  • To check on the presence of emergency kits at Nairobi and field level and to advise the Field Coordinator accordingly
Other tasks
  • To ensure the proper management of the Nairobi Office and guest house
  • To provide basic back up logistical support to the South Sudan mission (Supply, Transport, Staff movement etc) as requested by South Sudan mission or HQ (provided that this does not exceed a reasonable workload)
Profile

Education: 
  • Master degree level with Logistics & procurement, project management, or other areas technically related to Humanitarian Logistics.
Experience:
  • 3 to 5 years of experience within an International NGO in an international context (i.e. as an expatriate from your country of origin);
  • Minimum 2 years of experience in a similar position-at the country Head office (coordination);
  • Previous experience of remote management contexts and horn of Africa is an advantage;
  • Experience in team management (at least 3 staffs under direct supervision) and planning;
Transferable skills:
  • Strong knowledge of procurement guidelines of the major institutional donors(EU, ECHO, DFID, OFDA, French Donors and UN Donors, especially CHF);
  • Capacity to propose new ideas and put them into action
Strong HR management capacity
  • Good communication and training skills
  • Ability to motivate others to adopt new ideas and bring about change
  • Natural ability to connect with other stakeholders and team members
  • Perfect knowledge of Excel (PTT, formulas, macro, etc.);
  • Good multi-tasking skills
  • Ability to manage a heavy workload, to delegate tasks/responsibilities and to constantly reassess priorities
  • Ability to work effectively in a multicultural team
  • Ability to meet deadlines
Languages:
  • A good level of written and spoken English is mandatory (French language skills would be an advantage for interaction with SI HQ but this is not a deciding factor for selection)
Other desirable qualities:
  • Patience
  • Rigorous
  • Diplomatic
Status

Salaried post: 

According to experience from 1700 euros gross per month, plus 10% annual leave allowance paid monthly, and a monthly Per Diem of 700 USD. 
 Solidarités International will cover accommodation and travel expenses from the expatriate’s home country to the site of the assignment.

Social and medical cover:

Expatriates benefit from an insurance package which reimburses all healthcare expenses (including medical and surgical expenses, dental care and ophthalmological expenses, repatriation) and a welfare system including war risks. Essential vaccination and antimalarial treatment costs are refunded.

Vacation:

During the assignment, a system of alternation between work and time off is implemented at the rate of one break every three months. For a one-year assignment, the expatriate will have a 7-day break during the 3rd and the 9th month (with 500 euros allocated by Solidarités). He or she will also be entitled to go back to his or her home country for a 14-day period after six months spent on the mission (Solidarités will cover travel costs).
How to apply:

Send a cover letter and CV with 3 referees to the following email address: jobapplication@solidarites-kenya-som.org

Please indicate the job title and location in the email subject line

Deadline for applications: 31st May 2013. Please note that only shortlisted applicants will be contacted for interview.

Solidarites International is an equal opportunities employer