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NGO Jobs in Kenya - FilmAid International

FilmAid International
About FilmAid: FilmAid is an international development and humanitarian communications organization that harnesses the power and influence of media and the arts to respond to emergencies as well as promote social change through dialogue in order to protect the wellbeing of displaced and vulnerable populations by building stronger, healthier, and more informed communities around the world.

Over the past 16 years, FilmAid has served displaced populations and their host communities in Kenya, Tanzania, Macedonia, Afghanistan, US Gulf Coast, Haiti and the Thai/Myanmar border.

FilmAid designs and implements communications initiatives on critical health, protection and environmental issues.

FilmAid’s Theory-Of-Change is based on the integration of access, creativity and participation, which drive individual and community change, contributing to positive social impact. 

Underpinning this approach is collaboration; working together is fundamental to achieving change. 

FilmAid partners with communities, creators, NGOs, Governments, and the private sector to ensure a collaborative approach to this end. 
Deputy Country Director

Position main function: Working closely with the Country Director, The Deputy Country Director, will provide leadership, strategies, systems, policies and oversees the management, coordination and administration of all aspects for Operations: Finance, HR, Procurement, Admin & Logistics and asset management by organizing, staffing, supervising and controlling all operations in order to provide necessary support for program implementation in Kenya.

Main Duties and Responsibilities include but are not limited to:

Strategic roles
  • Develop an effective structure for staff and infrastructure to support all the Kenya programs and build budgets to support the implementation of such structure
  • Develop a Country strategic operational plan and direct the implementation of the short and long-range departmental goals, objectives and detailed action points.
  • Develop and oversee the implementation of an operations evaluation framework to assess the strengths of the country operations and to identify areas for improvement
  • Evaluate new and existing operations to assess suitability and the need for structural and system changes.
  • Identify and evaluate any operational risks and take appropriate action to control the risks
Chief Finance Officer roles:
  • This position is responsible for overseeing the financial activities of FilmAid including financial planning and monitoring cash flow, analyzing financial strengths and weaknesses and putting in place framework for improvement.
  • This position is also responsible for overseeing the accounting and finance departments and for ensuring that the financial reports are accurate and completed on time.
  • Directing the development of accurate country operational plans and budgets
  • Defend the integrity and due compliance by FilmAid by ensuring quality delivery of service, transparency and sound systems and procedures for both procurement and finance management to meet donor reporting and funding agreements.
  • Create, coordinate, and evaluate the accounting and financial management systems and supporting information systems of the organization to include budgeting, tax planning, billing, and auditing procedures in relation to the different country prevailing laws.
  • Oversee and build the capacity of the teams in financial management including revenue enhancement and cost center management.
  • Monitor and analyze cash flow projections cost controls, and expenses to guide organization’s board members and the Country Director on a regular basis (monthly / bimonthly)
Operational control:
  • To serve as deputy to the Country Director and run the country program in the absence of the Country Director.
  • Serve as liaison to external partners, particularly with donors and including representing the organization in meetings and maintain effective working relationships banks, auditors, government authorities and legal counsel.
  • Manage and provide technical assistance including trainings and serve as resource advisor to community-based organizations / sub-grantees.
  • Manage and coordinate operational meetings on regular basis regarding implementation, sustainability, and international and national best practices.
  • Ensure that the whole operation operates within the policies and procedures of the organization for Admin & Logistics, Finance, HR, Procurement and asset management.
  • Review and develop systems, policies and procedures for Admin & Logistics, Finance, HR, Procurement and asset management to support the strategic direction of the organization
  • Plan the delivery of the overall systems, policies and procedures and its activities in accordance with the mission and the goals of the organization
  • Ensure that that the whole operation complies with all relevant legislation and professional standards
  • Interact with other managers to provide consultative support to planning initiatives through financial and management information analyses, reports, and recommendations.
  • Coordinate operational activities between locations and departments including Outreach, Creative and content and Operations: Finance, asset management, human resources, procurement and admin & logistics.
  • In consultation with the Country Director, recruit, interview and select well-qualified key country staff
  • Establish work schedules and assign work to staff members
  • Establish a performance management process for all staff
  • Engage volunteers for appropriate operational activities using established volunteer management practices
  • Ensure that all program staff receive an appropriate orientation to the organization and the programs and appropriate training in accordance with organizational standards
  • Supervise all operations staff
  • Liaise with other managers to ensure the effective and efficient resource use and management for increased program delivery

Job Title: Procurement Manager
Duty Station: Nairobi Office with Regular Field Travel
Job Purpose: To promote the department efficiency and effectiveness through implementation of procurement of budgeted goods, works and services for FilmAid Kenya. 

Review existing systems, develop systems as necessary to ensure best procurement practices / policies and asset care and management to achieve the organisation’s objectives
Roles and responsibilities include but are not limited to:
  • In charge of developing and submissions of reports to review procurement policies, procedures and tools to keep up with Market trends and organizational changes.
  • Designing and implementing an effective procurement records management, retention and disposal program.
  • Maintenance of complete and self-contained files.
  • Ensure storage and oversee the effective issuance of procured goods
  • Lead the development of procurement plans for all locations together with location managers and effectively oversee the execution of the same up to the delivery of the goods/ services to the required department as follows:
  • Liaising with all locations and specific departments in organizing for specification of goods and services for procurement. Coordinating purchases requirements from user departments.
  • Supervise collection of quotes from pre-qualified suppliers by the procurement assistant
  • Compile quotation data and convene a procurement committee meeting
  • Participate in the evaluation of quotes and selection of vendors
  • Take notes and circulate and obtain signatures from all members of the procurement committee
  • Receive approved Purchase Requests and prepare and dispatch Local/International purchase Orders as needed for equipment, consumables and stationery and follow up to ensure timely delivery.
  • Keeping track of procurement of goods and services and tenders in progress and generating status reports.
  • Receiving goods/ supplies and cross checking with LPOs & ensuring all supplies received are as per PO and the proper working of equipment and signing delivery notes.
  • Source for best mode of transport and ensure timely delivery to the field offices, as per their orders with administrators.
  • Overseeing the effective storage and issuance of procured goods.
  • Generate a weekly report on all outstanding items and unit requisitions.
  • In charge of Nairobi’s storage and stores management: process of issuing, security of stores and carrying out regular stock takes and quarterly inventory counts. The conduciveness of the stores must be properly assessed and recommendations forwarded to the Administration Manager for action.
  • Monitoring of equipment and spare parts needs and order preparation of the same in consultation with your supervisor
Qualifications and Requirements
  • Bachelor Degree in Business Administration, Procurement or related fields from a recognized institution of higher learning or Diploma from the Chartered Institute of Purchasing and Supply or equivalent.
  • Minimum three(3) year work experience especially in an NGO
  • Membership of a professional supplies management body
  • Additional knowledge of the Public Procurement & Disposal Act, 2005 and the regulation, 2006 and knowledge of NGO/Public Benefit Act (asset management) will be an added advantage.
  • Ability to establish supplier specifications, measure conformance and identify process improvement opportunities that are defined in conjunction with internal customers is critical to this position
  • Driven to meeting or exceeding milestones
  • Ability to provide fact based advice and development of market and industry analysis
  • Has advanced and proven knowledge of procurement industry cost structures and drivers
  • Access, Excel, PowerPoint, Word as well as experience implementing and using procurement systems
  • Effective leadership, management and supervision skills
  • Highly developed communication skills and excellent command of English language, both written and spoken.
  • Ability to create and interpret policies
  • Analytical skills
  • Excellent interpersonal skills, unquestionable integrity, team player and able to work with minimum supervision
  • Commitment to humanitarian principles and action
  • Excellent problem solving and negotiation skills
How to Apply
Interested and qualified persons with the required experience are invited to submit their applications with only Cover Letter, CV and 3 references to Email address: on or before 15th January, 2016 and clearly indicate on the subject line as ‘Procurement Manager’ stating clearly your expected remuneration.

Note that applicants who send letters of references, testimonials or any other documents apart from those requested will be automatically disqualified.

Only short-listed candidates will be contacted.

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