NGO Jobs in Nairobi, Kenya - Marie Stopes

Marie Stopes Kenya is an NGO registered in Kenya. We are affiliated to Marie Stopes International. 

Together we deliver quality sexual and reproductive health care and family planning to millions of the world's poorest and most vulnerable women. 

We want to make sure that women have a choice when it comes to having children and that death by unsafe abortion is reduced.

Job Title: Director Procurement, Logistics and Security    
 

Location: Nairobi    
 

Reporting to: Country Director

Probationary Period: 3 Months

This role, reporting to the Country Director is responsible for providing strategic procurement, logistics and security management and leadership, ensuring appropriate systems, procedures and controls are in place and fully implemented as an integral part of all staff responsibilities to support the continued growth of the country programme.

The Director is the guardian of procurement, logistics and security policies. Oversees the design, development, delivery and monitoring of logistics and procurement of goods and services.

The role is a member of the Country Management Team which is the senior leadership and decision making team of MSK. Reflecting MSK’s values in its behaviour and led by the Country Director, the CMT is made up of five core departments which, working together and mutually accountable, are responsible for development and delivery of a strategic programme characterized by a social enterprise model that is sustainable and delivers value for money in the medium to long term. 

The CMT designs and delivers an annual business plan and budget, oversees the realization of impact and value for money and manages risk and assurance in relation to quality and compliance

The overall aim of the procurement/ logistics department: is to provide value for money and ensure quality, and efficiency, systems, policies and procedures are adhered to.

The primary responsibility of this role is to further our Goal: THE PREVENTION OF UNWANTED BIRTHS and mission of ensuring the individual’s right to: CHILDREN BY CHOICE NOT CHANCE
 

The post holder commits to and is held accountable to Marie Stopes global values: mission driven, customer focused, results orientated, Pioneering, Sustainable and people centered

Key Responsibilities and Measures

Strategically lead on procurement, purchasing and supply chain processes within MSK. 

• To ensure the smooth running of end to end supply chain operations at a central, service delivery and regional levels (procurement, purchasing, regulatory, quality assurance and inventory management)
• Implement internal business processes and dissemination of best practice across programme functions.
• Provide leadership in issuance of tenders, bid analysis and selection of contractors / suppliers in conformity with procurement guidelines and MSK standard operating procedures.
• Ensure compliance with donor procurement guidelines  and requirements.
• Maintain a professional relationship with public sector partners to ensure adequate availability of commodities for service delivery.
• Maintain and strengthen MSK Approved Suppliers.

Measures

• Procurement plan fully implemented to budget and on time
• 100% compliance with quality measures i.e. Q-tracker
• Well implemented stock management system
• Fully implemented policies and procedures. 
• Policies well known and used by end users.
• Demonstration of excellence at all points of the business process.
• Constant supplies of commodities, medical supplies/equipment to service delivery points, with minimal complaints from corresponding channel leads.
• No material audit queries regarding MSK procurement, logistics and security processes.
• Well documented and transparent suppliers list

Give strategic leadership and support to Fleet management team and ensure that the organisation’s fleet of vehicles is managed efficiently and effectively.

• Ensure that proper records of vehicles, maintenance schedules, fuel consumption patterns, wear-and-tear are kept
• Ensure that a functional logbook system is maintained for the fleet to ensure accountability for mileages covered, purpose of travel and proper authorisation
• Ensure the identification of credible repair facilities and enter into maintenance contracts with such contractors
• Ensure all licensing and insurance requirements for all vehicles  are kept up-to-date

Measures

• Organization vehicles and motor bikes are well maintained and in good working condition at all times.
• Vehicle logs are well kept and movements efficiently coordinated and approved in advance.
• Monthly fuel usage are collated and analysed
• Insurance and roadworthy certificates are up to date
• Accidents are reported immediately and follow up actions taken (police, insurance, etc.)

Manage safety and security in the workplace across MSK core service delivery channels.

• Ensure MSK centres and support offices are well maintained and secure. 
• Maintain a register of incidents and action plan on the basis of this including securing relevant budget and outsourcing work as required.
• Other responsibilities as required, commensurate with the role of a senior executive management team member.

Measures

• Safety and security is a priority for every programme lead and staff operate without incident.
• MSK is considered a safe place to work with clear improvement schedules budgeted for, in programme work plans and implemented.

Team Leadership and Development

• Manage recruitment, performance monitoring, team motivation, and talent development within the procurement/logistics and security department, in coordination with the Director People and Development.
• Ensure  all  department teams  and team  members  have OGSMs related to clear and achievable team workplans, and that performance appraisals are conducted on that basis.
• Directly manage and supervise the performance of department leads in line with MSK’s performance management system.

Measures

• Demonstrate one MSK/MSI team behaviours
• Completed Performance and staff development plans
• Work plans and OGSMs in place
• OGSM performance management reports

Knowledge Skills and Attitudes

Qualifications:

• Bachelor’s Degree in Social Sciences, Commerce / Purchasing & Supply Post Graduate will be an advantage
• Other professional qualifications, ideally membership of the Chartered Institute of Purchasing and Supply (CIPS) is desirable

Skills and Experience:

• Significant experience in a similar position at senior management level, with ideally both NGO and private sector exposure excellent knowledge of supply chain management
• Ability to perform under pressure, handle heavy workloads; and meet stringent reporting deadlines 
• Strategic thinker, excellent analytical skills
• Able to communicate effectively at all levels. 
• Excellent verbal, written and presentation skills excellent leadership and management aptitude leading diverse teams at a distance 
• Organisation and communication skills
• Cross-functional team player

Attitude / Motivation:

Successful performance at MSK is not simply defined in terms of ‘what’ people achieve, but equally is about ‘how’   people go about their jobs and the impact that they have on others. 

There are 13 key behaviours that MSK encourages in all employees and they are defined below:
 

Initiative: 

• Thinking ahead and taking action to make the most of opportunities by finding the optimum solution
• In this role, you must be able to lead a team in both managing strategy development and using the opportunities in existing work   to achieve success
• You will take initiative with your team and across the CMT to realise efficiencies and impact

Innovative: 

• Thinking creatively so that ideas generated create a positive outcome
• In this role creativity will be needed to inspire the team to use ideas based on local knowledge

Effective Communication: 

• Communicating through active listening and good questioning techniques, using appropriate  body language, ensuring information is clear and concise.
• In this role your team will feel listened to, well informed, know what they should be doing through the efficient use of management time

Team Player: 

• Working as part of a team by being supportive, flexible and showing respect for each other
• The role is part of the CMT and together with them takes responsibility for the delivery of MSK’s strategic plan Working together is essential in achieving results

Responsive:

• Being responsive to changing priorities and demands
• Your plan will be clearly made out and changes will be agreed and reported regularly and on time

Working Efficiently: 

• Planning, prioritising and organising work to ensure work is accurate and deadlines are met
• As part of the CMT and in order to meet the needs of contractual obligations to investors / donors your work will be clear accountable and effective

Sharing Information: 

• Sharing information and knowledge whilst maintaining confidentiality
• This role will be an excellent networker. 
• Timely action will be taken on information regarding your areas of responsibility

Focus on Learning: 

• Taking responsibility for keeping knowledge and skills updated and for seeking opportunities to develop further
• This post-holder must actively seek knowledge that can be shared and keep the teams up to date on latest views

Commitment: 

• Awareness and understanding of goals, vision and values and how your role impacts on this and going the extra mile to meet role requirements

Driven: 

• Drive and determination to deliver results
• Regular reporting will indicate ability to conceive, design and deliver on results

Accountable: 

• Taking responsibility for appropriate decisions that you make, and the actions and behaviour you demonstrate

Embracing Change: 

• Openness to embracing change within the organisation and being able to adjust plans/activities accordingly

Motivated: 

• Motivation towards achieving quality results to maximise potential

Job Title: Administration Assistant / Receptionist  

Location: Support Office, Nairobi


 
Reporting to: People and Development Administrator 

Probationary Period: 3 months

Marie Stopes International (MSI) is a marketing-focused resulted oriented social business that uses modern management and marketing techniques to provide quality family planning and reproductive health services in more than 43 countries world-wide. 

Marie Stopes Kenya (MSK) is a non-profit social business, working with local partners and the government of Kenya to provide quality, affordable and accessible Sexual and Reproductive Health (SRH) information and services. 

MSK is part of the Marie Stopes International (MSI) global partnership, and works to improve the health and quality of life of women, men, and their families.

The primary responsibility of this role is to further MSI’s Goal: THE PREVENTION OF UNWANTED BIRTHS and its mission of ensuring the individuals right to: CHILDREN BY CHOICE NOT CHANCE

It is a role requirement that the job holder must fully comply with, promote and live MSI CORE VALUES: mission driven, customer focused, results orientated, pioneering, sustainable and people centered

Key Responsibilities and Measures
 
Support Office Management    

• Reception and Office Management - answer telephone, greet visitors and suppliers, see to courier deliveries, and keep reception area neat and tidy. 
• Ensure the front area  is kept neat and tidy, including maintain and water plants and tidy kitchen, liaise with the support staff to ensure the reception area is clean and has a supply of clean water at all times.

Measure: 

• Administrative tasks are fulfilled daily ensuring the smooth running of the Support Office Front desk area.

Supervision of Office Assistants

• Supervise the Office Assistants by formulating a check list and duty roaster which the Office Assistants sign after attending to the areas indicated in the checklist. The areas are toilets, kitchen, office floors, office desks, walls, curtains, windows, signposts etc.  

Measure:

• Support Office appearance is kept neat, tidy and organised at all times

Head Office Utilities

• In liaison with the Office Assistants monitor utilities and prepare request for the utilities in case they have gotten to the re order level. 
• Ensure proper record keeping/filing is maintained.

Measure:

•  No interruptions to Support Office operations due to utilities outages.

Boardroom bookings

• Make all boardroom bookings when requested and ensure all suppliers e.g. water, tea are availed in the board room for meetings as and when required. 

Measure:

• No clashing meeting due to lack of bookings

Office Maintenance

• liaise with the P & D Admin to identify areas for repairs and maintenance and follow through on all maintenance requests to ensure completion.    

Measure:

• No interruptions to Support Office operations due to maintenance requirements

Security 

• Limit and control the movement of visitors in and out of the Support Office. Ensure that the Guards at the gate call first call the Reception before any visitor is allowed to come. Ensure sit in the designated area next to the guard house at the gate.   

Measure:

• No unidentified visitors moving around the compound without being assisted.

Contacts

• maintain and update the list of Marie Stopes staff Kenya contacts, ensuring the list is always up to date.   

Measure:

• Contact lists are maintained and updated frequently

Administrative support to the People and Development Department - incl. filing, photocopying, research, errands and general administrative support to the People and Development Manager as required.    

Measure:

• Administrative support tasks are fulfilled

Office Supplies Procurement    

Office supplies

• Ensure availability continued supply of sufficient supply of supplies, including but not limited to stationary, kitchen supplies such as tea, coffee, sugar, milk, kitchen cutlery, filtered water, tissue paper  and other office supplies are constantly available and reorder when needed through the P & D Administrator.

Head Office Utilities

• In liaison with the Office Assistants monitor utilities and prepare request for the utilities in case they have gotten to the re order level.
• Ensure proper record keeping/filing is maintained.  

Servicing and replacement of equipment and furniture

• In liaison with the P & D administrator and P & L department assist arranging for the servicing maintenance of office equipment and furniture as required.   

Measures

• No interruptions to Head Office operations due to supplies outages
• No interruptions to Head Office operations due to maintenance requirements

Head Office Logistics and Travel Coordination    

Mailing

• Receive and distribute all mail for staff and letters received at the desk and maintain a record of the same.  
• Liaise with the storekeeper to ensure all letters and parcels sent from the P&D office receive a tracking number for follow up purposes. 
• Maintain a log book where all letters to staff form the P&D department are signed for for tracking purposes.  

Measure

• Availability of tracking documents to prove that that all letters and documents sent or received can be tracked to final recipient at all times.

Other Duties   

• Additional duties as necessary and directed by the People & Development Senior Administrator.  

Skills and Experience

Qualifications:

• Degree from a recognised Institution 
• Postgraduate training in office management or front office management.

Experience:

• Minimum 2 years’ experience in front office operations in or NGO sector or Hospital is essential, hotel

Skills:

• A high standard of written/spoken English
• Advanced computer skills, experience in MS Word, Excel and Outlook essential
• Demonstrated high attention to detail and ability to follow through tasks to completion
• Punctual and reliable
• Outspoken with a pleasant personality
• Good organisation and prioritisation skills
• Ability to work self directed and use initiative
• Trustworthy and responsible
• Ability to maintain high levels of confidentiality.

Attitude / Motivation:

Successful performance at MSI is not simply defined in terms of ‘what’ people achieve, but equally is about ‘how’ people go about their jobs and the impact that they have on others. 

There are 13 key behaviours that MSI encourages in all employees and they are defined below:

Initiative

• Thinking ahead and taking action to make the most of opportunities by finding the optimum solution

Innovative

• Thinking creatively and outside of the box so that ideas generated create a positive outcome

Effective Communication

• Communicating through active listening and good questioning techniques, using appropriate body language, ensuring information is clear and concise.

Responsive

• Being responsive to changing priorities and demands

Working Efficiently

• Planning, prioritising and organising work to ensure work is accurate and deadlines are met

Sharing Information

• Sharing information and knowledge whilst maintaining confidentiality

Focus on Learning

• Taking responsibility for keeping knowledge and skills updated and for seeking opportunities to develop further

Commitment

• Awareness and understanding of goals, vision and values and how your role impacts on this and going the extra mile to meet role requirements

Driven

• Drive and determination to deliver results

Accountable

• Taking responsibility for appropriate decisions that you make, and the actions and behaviour you demonstrate

Embracing Change

• Openness to embracing change within the organisation and being able to adjust plans/activities accordingly

Motivated

• Motivation towards achieving quality results to maximise potential

Team Player

• Working as part of a team by being supportive, flexible and showing respect for each other

How to apply:

Applications quoting the position title with detailed CV, with contact details of 3 referees including their email addresses (1 of which should be your immediate supervisor, 1 former supervisor and 1 any other reference but not your relatives) should be submitted to: recruitment@sheerlogic.co.ke on or before 10th March 2016.

Only shortlisted candidates will be contacted;

NB: Please clearly indicate in the subject line as “Administration Assistant & Receptionist –Support Office”