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NGO Jobs in Nairobi 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.

Administration and HR Officer (AgriFin Accelerate Program) – Nairobi
 
Program / Department Summary: The AgriFin Accelerate program will operate in three African countries (Kenya, Tanzania and Zambia) utilizing a market ecosystem approach, working with carefully selected partners to build sustainable models, where farm and crop management tools and financial services are "bundled" in affordable, unified platforms on mobile phone channels to promote mass uptake commercially. 

The program involves three interrelated components that seek to address low farmer productivity and capability, and improve institutional ability to deliver appropriate products and build ecosystems to drive scale. 

We work with farmers, banks, mobile network operators, MFIs, research institutes and other ecosystem players in well-defined partnerships to sustainably bundle services, leveraging the offer and outreach of all partners, while increasing the range of services, access points and value for farmers.

The program works with partners to identify, prototype, test and scale successful mobile-enabled services for smallholders, with a key focus on expanding access to financial services, using a rapid iteration approach to product development and client-centric design techniques.
 
General Position Summary: The Administration and HR Officer is responsible for facilitating the administration (including procurement and fleet management) and HR functions at AgriFin Accelerate Program Office in Nairobi. 

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

Essential Job Functions:

Responsible for operations functions at the field office as follows:

Administration
  • Ensure proper management and coordination of staff travel arrangements including transport and security
  • Ensure good general office management
  • Ensure adherence to Mercy Corps administrative, IT, and logistics procedures and staff policies by MC staff.
  • Provide administrative guidance to MC staff when required.
  • Manage and renew office and house/apartment rental agreements.
  • Establish and maintain appropriate filing systems for office correspondence.
  • 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.
  • Purchase of office supplies.
  • Co-ordinate any other necessary administrative and office management details including the maintenance of the premises.
  • Preparing comprehensive, accurate and timely monthly reports.
Procurement
  • Daily coordination of MC procurement activities;
  • Ensure full understanding and adherence to MC procurement policies and formats.Assist, when required with training staff on these policies;
  • Assist staff when required with creating clear and understandable purchase requests and other documentation;
  • Collect quotations and bids from vendors for Purchase Requests as assigned by manager – as per Mercy Corps standards and formats;
  • Interact with vendors during collection of quotations and ensure that Mercy Corps for and explain Mercy Corps formats and ensure that vendors will use the provided forms;
  • Ensure fair competition and strict adherence to MC procurement rules regarding vendor relations
  • Maintain up to date Mercy Corps Procurement data management system;
  • Interact with contractors, in coordination with the Program Team & Operations Manager;
  • Prepare the required documentation of supplies and transactions are completed to MC standards;
  • Ensure proper asset management; maintain proper and updated asset register with clear asset identification tags
Fleet management
  • General management of AgriFin vehicles in co-operation with the Operations Manager;
  • Ensure that all vehicles are safe and road-worthy;
  • Responsible for collecting and distributing vehicle log-sheets to drivers as well monthly compilation and submission of log-sheets;
  • Schedule vehicle use to meet programmatic and operational needs;
  • Maintain vehicle board daily;
  • Oversee fuel consumption purchase and tracking including coordination with gas station(s);
  • Organize regular service schedules for vehicles. Maintain service schedule files;
  • Collect Vehicle Service Requests (VSRs) from drivers and submit VSRs to the Operations Manager for approval;
  • Ensure major repairs are done in a timely manner;
  • Ensure security measures for vehicles such as parking, storage of keys, emergency supplies, etc.
  • Ensure that security incident reports are completed and filed (if related to vehicles).
Human Resource (HR)
  • Serve under the direction of the Operations Manager to process and properly document all daily HR activities, efficient and timely manner;
  • Ensure adherence to Mercy Corps Human Resource procedures and policies;
  • Assist in providing orientation, training and guidance to staff, as required;
  • Prepare, update and track needed changes in staff files including timesheets, leave tracking system, and other personnel matters as required;
  • In cooperation with program management, ensure the validity of timesheets and monthly compensations;
  • Responsible for maintaining personnel files for all staff – including recruitment documents, CVs, valid contracts, PAFs, timesheets, employee data sheets, disciplinary papers and performance evaluations, while ensuring confidentiality.
  • Assist with recruitment process
The Administration and HR Officer will conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and AgriFin Program and to not jeopardize its humanitarian mission.
 
Supervisory Responsibility: The Administration and HR Officer will oversee/manage the AgriFin Driver and ensuring that all technical, administrative and management systems and standards agreed upon for the agency is adhered to.

Accountability
 
Accountable for following Mercy Corps Field Procurement Manual, Administration manual, Fleet Policies and Human Resource Manual/Handbook and Policies.
 
Reports Directly To: Operations Manager
 
Works Directly With: Program, Logistics and Finance team
 
Knowledge and Experience:
  • Degree in a relevant business field is desired.
  • Minimum 2-3years’ experience in Office administration, supply chain management, Human Resource or experience in related field.
  • Strong organizational and interpersonal skills.
  • Excellent oral and written English skills.
  • Advanced computer skills on MS Office programs, especially in MS Excel.
  • A demonstrated ability to multi-task and process information into action as to not to delay program activities.
  • A clear understanding of procurement and administration 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
  • Excellent interpersonal skills
  • Ability to work as part of a team and coordinate with project personnel
  • Attention to details.
  • Excellent spoken and written English
  • Strong computer and organizational skills.

Country Finance Manager – Nairobi
 
General Position Summary:
 
The Finance Manager is a member of the senior management team and part of the Mercy Corps Finance Department, and as such is responsible for all aspects of financial management of the country programs, working collaboratively to ensure compliance with Mercy Corps internal policies and procedures as well as donor regulations. 

S/he works under the direction of the Country Director and is responsible for all financial functions in Kenya, including accounting, payments and banking, payroll, budgeting, financial reporting and grant financial management and compliance. 

The Finance Manager, in support of the Program Department, provides timely reports and assistance to the Country Director and the Program team to ensure that financial resources are used efficiently and effectively.
 
Program / Department Summary: Mercy Corps has been present in Kenya since 2009, focusing on conflict management, youth empowerment and building resilience for families in Kenya’s arid lands to better withstand shocks. 

With funding from a diversity of donors, Mercy Corps has been able to work together with Kenyan communities to respond to pressing and emerging needs that bring benefit to more than 1,500,000 individuals.

Essential Job Functions:
 
Strategy and Vision
  • Recognize opportunities for innovative action and create an environment of empowerment.
  • Set direction by prioritizing and organizing actions and resources to achieve objectives and contribute to country-wide strategy development.
Personal Leadership
  • Consistently demonstrate flexibility, resilience and ability to maintain positive relationships and composure, even under difficult circumstances.
  • Maintain high ethical standards and treat people with respect and dignity.
  • Demonstrate an awareness of his/her own strengths and development needs.
Representation
  • Interface with donor representatives to convey information about programs accurately and as appropriate.
  • Communicate with our donors and partners to verify their systems and that they understand and follow all appropriate procedures and archiving.
  • Participate in sharing best practices with NGOs and governmental agencies.
Team Management
  • Create a sustainable work environment of mutual respect that attracts motivated, skilled and effective team members and enables them individually and collectively to strive to achieve excellence.
  • Supervise and lead a diverse team of direct and indirect reports in field offices.
  • Contribute to country team-building efforts; build constructive internal relationships; help team members identify problem solving options and ensure integration of all team members into relevant decision-making processes.
Operations – Financial
  • Ensure effective, transparent use of financial resources in compliance with Mercy Corps and donor policies and procedures.
  • Oversee and manage daily country-wide accounting and finance functions including the timely recording of transactions, cash management, banking, payroll, inventory, receivables, and payables.
  • Perform internal audits and reviews as required to ensure compliance with Mercy Corps, donor and local law requirements.
  • Maintain banking relations and plan and monitor country cash flow requirements to ensure the smooth implementation of Mercy Corps programs.
  • Maintain appropriate local insurance coverage in coordination with the Admin. Department, to protect Mercy Corps.
  • Provide monthly standard accounting submissions to Mercy Corps Headquarters, including general ledger files, account reconciliations, expenditures by cost center/project, required sub grantee reporting, as well as other financial information in a timely and accurate manner.
  • Ensure effective subgrant management, monitoring and capacity building for all MC Kenya subgrantees/partners
  • Provide monthly management reports to the Country Director and Program Managers, including expenditures by cost center/project, subgrantee reporting and other financial information, in a timely and accurate manner.
  • Develop annual fiscal year budgets with the Country Director and develop and implement grant budgeting and forecasting systems with Program Managers.
Training to Finance Team Members
  • Analyze training needs of finance team members to develop and enhance their technical skills.
  • Conduct or arrange for ongoing technical training and personal development training for finance staff members.
  • Plan, develop, and provide training and staff development programs, using knowledge of the effectiveness of methods such as demonstrations, on-the-job training, meetings, conferences, and workshops.
  • Conduct orientation sessions and arrange on-the-job training for new hires.
Accountability: 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.

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.
 
Supervisory Responsibility: Supervise BRACED Program Finance and Sub-grants Manager, Sr. Finance Officers and Field Subgrant and Finance Officers based in Nairobi and four field offices (Wajir, Thika, Eldoret and Lodwar).
 
Accountability
 
Reports Directly To: Country Director
 
Works Directly With: HQ Regional Finance Officer (with authority for technical financial matters); members of Operations, Program Managers, TSU team members, and others.
 
Knowledge and Experience:
  • A BA/S or equivalent in accounting or finance required; advanced degree preferred.
  • At least 5 years of progressive financial management experience, including supervisory experience required.
  • At least 4 years’ experience in grants management is required.
  • Understanding of diverse donors regulations (e.g. USAID, EC, DFID) is strongly preferred
  • At least 3 years’ international experience required; international NGO/PVO field office experience is preferred.
  • Demonstrated experience and skill with budget preparation and analysis, financial reporting preparation and presentation and the proven ability to translate technical financial data into informative reports.
  • Strong accounting skills and experience, including management of the general ledger, journal entries, payroll, payables and balance sheet.
  • Demonstrated training skills and interest in grooming national staff to take on additional supervisory skills is required.
  • Prior management experience and strong organizational skills.
  • Advanced computer skills in MS Office programs, particularly Excel.
  • Effective verbal and written communication, multi-tasking, organizational and prioritization skills.
  • Excellent oral and written English skills required.
  • Ability to work effectively with an ethnically diverse team in a sensitive environment.
  • Interest and ability to travel to remote and sometime insecure environment is required.
Success Factors: The successful candidate will have an ability to interact effectively across international and national program and finance teams successfully, both in a managerial as well as training capacity. 

S/he has strong training skills and interest in grooming finance staff to take on additional responsibilities. 

S/he will be able to support programmatic objectives with timely and meaningful financial information, have a demonstrated ability to multi-task, meet deadlines and process information in support of changing program activities. 

An impeccable professional standard of finance and procurement ethics and the willingness and ability to enforce compliance with Mercy Corps and donor policies and procedures is essential. 

The Finance Manager must be willing to travel regularly to Mercy Corps field offices and project sites. 

The most successful Mercy Corps staff members have a strong commitment to teamwork and accountability, thrive in evolving and changing environments and make effective written and verbal communication a priority in all situations.

Interested candidates who meet the above required qualifications and experience should submit a cover letter, detailed Curriculum Vitae (CV) listing three professional references (including a recent supervisor) to hrkenya@ke.mercycorps.org on or before Thursday 12th March by 4.00pm. 

The email subject line must clearly show the job title and location they are applying for. 

Applications without the right subject heading will be automatically disqualified. 

Please do not attach any certificates.

(Applications will be reviewed on a rolling basis. 

We will only get in touch with shortlisted candidates.)


NB: Mercy Corps does not charge any fee at any stage of the recruitment process.

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