Plan International is an
independent development and humanitarian organisation that advances children’s
rights and equality for girls.
We believe in the power and
potential of every child. But this is often suppressed by poverty, violence,
exclusion and discrimination. And it is girls who are most affected.
Job Vacancy: Program Implementation Manager
Grade: D1
Department & Location: Programs and Operations (Homa Bay)
Duration: 3 Years Fixed Term Contract
Duration: 3 Years Fixed Term Contract
Reports to: Area Manager
About Plan: Plan International is
an independent development and humanitarian organisation that advances
children’s rights and equality for girls. We believe in the power and potential
of every child.
But this is often suppressed
by poverty, violence, exclusion and discrimination. And it is girls who are
most affected.
Purpose: The position holder
shall oversee and coordinate the activities and work of the Project
Implementation Officers within the respective Program Unit (PU) and shall
ensure that programs are effectively implemented as designed in the PU Long
Term (PULT) plans and Country Strategy.
Typical Responsibilities -
Key End Results of Position:
Project Design and
Implementation (40%)
- Ability to
design innovative projects and interventions aligned with the Plan Kenya
and Plan’s global strategies.
- Monitor the
progress of project implementation and ensure that required modifications
and corrective actions are undertaken on a timely basis.
- Contribute to
proposal development inclusive of evidence-based/learning within project,
technical expertise, field-based data collection for design, and
communication/liaison with relevant stakeholders/partners.
- Develop
appropriate TORs to guide project, family and partner visits and ensure
that lessons learnt from project implementation are constantly fed into
our programs.
- Support and
encourage knowledge management, documentation and profiling of Plan’s work
at the Program Unit level.
- Between grant
and sponsorship funded projects, ensure appropriate harmonised
implementation methodologies, work plans and systems are in place and
effectively applied.
- Support
Program Implementation Officers to develop quality project outlines,
documents and briefs and ensure that projects are in line with the annual
plans.
- Ensure that
projects are designed and implemented to the highest quality possible and
within the approved budget and timelines.
- Ensure
compliance with established targets and quality of project outputs.
- Support the
Area Manager to maintain the project dashboard for effective project
management.
- Submit timely and
accurate project reports according to agreed timelines and reporting
templates.
Manage Project Resources
(20%)
- Prepare a
breakdown of project budget by interventions and activities.
- Monitor
expenditures by interventions and ensure compliance with approved budget.
- Review
expenditure reports on a monthly basis and submit these to the Program
Manager.
- Support
Program Implementation Officers to ensure timely budget adjustments and
revisions in line with approved budgets.
- Ensure
compliance with country office and donor policies, contracts, and
agreements.
- Lead the
Program Unit in preparing and submitting the annual PU budget.
Build and maintain
stakeholder relations (10%)
- Coordinate
with relevant Plan staff in sensitizing county and sub-county level
government authorities about project activities, beneficiary selection
criteria and policy and procedure of project implementation.
- Coordinate
with other stakeholders working within the operational areas to avoid
duplication of efforts.
- Support
formulation of relevant MOUs to promote accountability among partners as
appropriate.
- Ensure that
project strategies are robust and shared with all stakeholders.
- Participate in
relevant County level cluster meetings and ensure that Plan’s interest is
well represented.
- Promote
effective working relations with county and sub-county stakeholders.
- Motivate the
communities and local government officials to contribute and participate
in implementation of project activities.
Design, Monitoring &
Evaluation and Reporting (20%)
- Establish
proper data collection, consolidation and reporting mechanisms at county
and sub county level.
- Ensure all
scheduled reports are generated, reviewed and submitted on time and are of
the highest quality possible.
- Consolidate
project reports and analyse outputs.
- Review and
analyse monitoring and evaluation data and recommend adjustments to design
as needed.
Human Resources Management
(10%)
- Ensure that
project Program Implementation Officers know their roles and
responsibilities.
- Communicate/share
work plans with all players.
- Conduct staff
performance appraisals as required.
- Coach and
mentor direct reports to enhance their skills for current and higher
positions.
- Conduct
training for project staff in overall project objectives, implementation
strategy, reporting system and internal controls, inter alia.
Educational Qualification and
Experience
- Bachelor’s
degree in social studies or business management.
- Masters’
degree in the above mentioned areas is desirable.
- 7 years of
relevant experience in community development / child protection /
education / gender work, with minimum of 4 years at a supervisory /
managerial level.
Knowledge & Skills
- Good
understanding of child protection and development issues.
- Thorough
knowledge of programming processes, systems and principles.
- People skills
– able to interact, supervise, negotiate, influence, network, advocate and
facilitate.
Competencies
- Takes
initiative
- Takes
responsibility
- Analytical
ability
- Team
orientation
- Problem
solving
- Optimum
utilisation of resources
- Monitoring and
control
- Multi-tasking
Physical Environment and
Demands: Typical
office environment with approximately 40% field visit demands.
Level of Contact with
Children: High
level - Frequent interaction with children
Job
Vacancy: Procurement
Coordinator
Reports to: Senior Logistics & Procurement
Coordinator with a dotted line to Area Manager.
About Plan: Plan International is
an independent development and humanitarian organisation that advances
children’s rights and equality for girls. We believe in the power and potential
of every child.
But this is often suppressed
by poverty, violence, exclusion and discrimination. And it is girls who are
most affected.
Purpose: The Procurement Coordinator has overall
responsibility for making timely and cost-effective buying decisions that
secure value for money to the organization.
S/he must determine product
need and identify, communicate and negotiate with suppliers while setting up
shipments, deliveries and payment schedules for proactive front end program
support to meet project needs and requirements in compliance to Donor Grants
and Plan procedures and systems.
Key Deliverables Area:
- Timely
processing of procurement requests to ensure goods and services are
purchased and delivered in time to facilitate project implementation at
the same time ensuring the organisation receives value for money in
compliance with set policy guidelines.
- Liaise with
the user and technical departments to ensure accuracy of the procurement
plans and that specifications on PRs meet market standards and user
requirements.
- Absolute
adherence to the procurement guidelines for responsiveness and ensure
their correct implementation by all the staff.
- Maintain and
update the supplier database which is able to adequately serve the needs
of the hub programmes at all levels in liaison with the Snr. Logistics
& Procurement Coordinator.
- In liaison
with the senior logistics and procurement coordinator, oversee open and
closed tender procedures and performs bid analysis together with the
Tender Committee and minutes well filed.
- Provide
technical guidance to the requesters on offers received and best services
to be procured taking cognizance of value for money, specifications and
quality issues in compliance with set policy guidelines.
- Prepare
purchase orders/contracts and ensure all approvals are obtained, purchase
orders delivered to the relevant suppliers and acknowledgement received.
- Liaise with
the requesters to ensure goods and services requested are received and the
necessary documentation satisfactorily done (goods received notes/invoices
etc).
- Follow- up and
ensure timely delivery of requested supplies and materials and keep the
concerned project staff informed on the status of the delivery. Conduct
first review of vendor invoices to ensure compliance with the order
submitted before submission to finance for payment processing.
- Track contract
implementation status and generate reports of project completion status.
- Weekly update
of the procurement tracker to ensure accuracy.
- Timely and
accurate submission of all financial documents to the finance department
by the stipulated date to ensure Suppliers/service providers’ payments are
done in a timely manner.
- Handling and
addressing complaints from service providers and requesters or refer them
to the right offices for timely redress.
- Timely update
and correctly enter all related data of purchases into SAP.
- Keep proper
and an up to date filling system for all procurement documents.
- Analyze
monthly spend reports to identify trends and opportunities for further
cost reductions.
- Generate and
avail relevant procurement reports; Tracking of procurements plans, PRs
progression status, LPO status and goods delivery status with various
stakeholders.
- In liaison
with the supervisor, capacity build staff on procurement processes and
procedures.
Academic Qualifications and
Experience
- Degree in
procurement and supplies management, Business Management or relevant
training in Logistics procedures and systems.
- A minimum of
three (3) years of progressive NGO experience in procurement, contract
management, administration or related area.
- Experience in
the supply chain modules of any ERP and CIPS accreditation is desirable.
- Demonstrated
ability to use latest MS Office applications & SAP operations.
- Experience on
VAT exemptions procedures and Knowledge of Kenya Government procurement
requirements.
- Strong
negotiation and networking skills is a pre-requisite.
- Analytical
skills is desirable.
- Presentational
skills and problem solving prowess in a complex work environment is
critical.
- Willingness to
learn and ability to work in a collaborative and inclusive manner.
Key Skills and competencies
- Professionalism:
Knowledge of procurement, budgetary, financial and supply chain policies
and procedures; knowledge of roles, responsibilities and end to end
processes in the context of an ERP system; conceptual analytical and
evaluative skills to conduct independent research and analysis; ability to
identify issues, formulate opinions, make conclusions and recommendations;
Demonstrates professional competence, attention to detail and mastery of
subject matter.
- Planning &
Organizing: Develops clear goals that are consistent with agreed
strategies; Identifies priority activities and assignments; foresees risks
and allows for contingencies when planning; monitors and adjusts plans and
actions as necessary; uses time efficiently.
- Client
Orientation: Establishes and maintains productive partnerships with clients
by gaining their trust and respect; Identifies clients’ needs and matches
them to appropriate solutions; monitors ongoing developments inside and
outside the clients’ environment to keep informed and anticipate problems;
keeps clients informed of progress or setbacks in projects; meets timeline
for delivery of products or services to client.
- Accountability:
Holds self-accountable for making decisions, managing resources
efficiently, achieving and role modelling Plan values; holds the team and
partners accountable to deliver on their responsibilities - giving them
the freedom to deliver in the best way they see fit, providing the
necessary support to improve performance and applying appropriate
consequences when results are not achieved.
- Collaboration:
Builds and maintains effective relationships with their team, colleagues,
national offices and external partners and supporters; values diversity,
approachable, good listener and team player.
- Integrity:
Honest, encourages openness and transparency, demonstrates highest levels
of integrity.
Values: Commitment to Plan
International Purpose and Values.
Physical Environment and
Demands: Typical
office environment with field visit demands whenever necessary.
Level of Contact with
Children: Low -
occasional interaction with children
Plan International is a development organization uniting people to advance the rights of all children. Accordingly, we are an equal opportunity employer and employment is subject to our child protection standards including appropriate background checks and adherence to our Child Protection Policy.
Plan International is a development organization uniting people to advance the rights of all children. Accordingly, we are an equal opportunity employer and employment is subject to our child protection standards including appropriate background checks and adherence to our Child Protection Policy.
Further, Qualified Kenya
nationals, including those living in the diaspora, are additionally highly
encouraged to apply.
If you meet the above
requirements and are interested, please visit
http://plan-international-kenya.org/jobs/ to access the full job description and make an online application.
http://plan-international-kenya.org/jobs/ to access the full job description and make an online application.
The closing date of
applications is 30th
June 2017.
We regret that only short
listed candidates will be contacted.
Disclaimer: Plan International Kenya does not require applicants to pay any fee at whatever stage of the recruitment and selection process. We therefore advise the general public to exercise due diligence when applying for employment.
To read more about Plan
International Kenya, visit our websitewww.plan-international-kenya.orgDisclaimer: Plan International Kenya does not require applicants to pay any fee at whatever stage of the recruitment and selection process. We therefore advise the general public to exercise due diligence when applying for employment.