NGO Jobs in Nairobi, Kenya - Terre des hommes (Tdh)

Terre des hommes (Tdh)

Job Title: Logistic Assistant

Categories: Collaboration

Function: Assistant

Location: Nairobi

Reports to (Hierarchically):Logistic Officer
(Functionally):

Number of subordinates: 0

Position Grade: F

Working time in %: 100%

Starting date: 15th February 2019

Length: 3 Months

Context: Terre des hommes (Tdh) launched its activities in Kenya in January 2011. Tdh provides support to children in Dadaab refugee camp and in Korogocho slums. Tdh also implements WASH, Child Protection, health and nutrition projects in Garissa County.

General description of the position: With the support and under the supervision of the Logistics officer Nairobi, responsible of the daily logistics management support of Nairobi office. Collaborate with other departments for the daily logistics support and follow up of logistics activities to support Tdh offices & programmes in Garissa county.

He or she will conduct his or her duties in respect of the Charter of Terre des hommes and the Tdh Child Safeguarding Policy. Terre des hommes expects that its employees’ professional conduct reflect proper behaviour in accordance with local culture and traditions.

Specific Job Descriptions:

Responsibility: Logistics and administration

Aim: To ensure proper Logistics & administration management of all project

Activities:

General Responsibility

·         Ensure Nairobi office & guesthouse premises & maintenance is followed in good order (water, electricity, generator, painting, fencing and security etc.)

·         Ensure good functioning of the Nairobi office & guesthouse equipment and maintenance.

·         Provide support to programme activities through the provision of needed supplies small orders and to transport teams whenever requested.

·         To adhere and respect of Tdh Lausanne and donor guidelines in all aspect of purchase policies and procedures, quality control and the delivery of the purchases to final destination.

·         To follow up and support the LO Nairobi for the programme activities in Garissa County and Korogocho regarding Kilimani Office implemented purchases.

·         To ensure appropriate and accountable documentation and filing of all purchase documents; PRs/RFQs, BID analysis, POs, DRs, WBs in close collaboration with the Logistics Officer.

·         To carry out any other administrative support duties as requested by the Logistics Officer Nairobi or Finance / Administration officer.

Fleet Management

·         To ensure the good functioning of the Nairobi office vehicles in coordination with the driver.

·         In coordination with LO & logistics staff to plan and organize vehicle movements between Nairobi and Garissa office

·         To send to the Logistics officer Nairobi all Nairobi fleet management files; log sheets, fuel consumption on a monthly basis.

·         To assist the LO in proper transparent stock management system In Nairobi office and provide monthly inventory and asset management report to Logistics officer, Nairobi.

Reporting

·         Provide monthly logistics report with supporting documents to LO or the Support Services Coordinator e.g. Fuel consumption reports

Other:

·         Undertake all other duties that may be determined by the Logistics Officer Nairobi.

·         Abuse Prevention Policy – Operational Risk Management

·         Commit to respect Tdh Risk Management Policies including: Child Safeguarding Policy, Safety and Security Policy and Anti-Fraud/Corruption Policy, Code of Conduct, Whistle Blowing Policy

·         Commit to ensure the best implementation possible of the Tdh Risk Management Policies

·         Commit to inform supervisors and to deal with any cases, allegations, or possibility of transgression, even potential, of the Tdh Risk Management Policies.

Competencies:

·         Diploma in Business, Logistics, supply chain management or a related field from an accredited academic institution with two years of relevant professional experience.

Skills:

·         A logical and systematic approach to work

·         Good time management ability

·         The ability to solve problems and make decisions, as well as think laterally and offer creative solutions

·         Excellent communication skills both oral and written, good negotiation and anyalytical skills.

·         A positive attitude to continued learning.

·         Strong interpersonal skills and ability to work well as part of a team

·         Good computer skills.

Languages:

·         Fluent in English and Swahili

Job title: HR Intern

Function: Intern

Categories: Collaboration

Location: Nairobi

Reports to (Hierarchically):HR / Admin Officer
(Functionally):

Number of subordinates: 0

Working time in %: 100%

Starting date: 15th February 2019

Length: 3 Months

Context: Terre des hommes (Tdh) launched its activities in Kenya in January 2011. Tdh provides support to children in Dadaab refugee camp and in Korogocho slums. Tdh also implements WASH, Child Protection, health and nutrition projects in Garissa County.

General description of the position: With the support and under the supervision of the HR officer, responsible for HR & administration, for Tdh intervention in Kenya under the direction of HR officer in collaboration with the Project Managers with guidance from Tdh HQ. He or she will conduct his or her duties in respect of the Charter of Terre des hommes and the Tdh Child Safeguarding Policy.

HR Management

·         Work as liaison between staff and HR Officer and Senior Finance / Admin Officer in order to smooth any problem and maintain a high standard of HR management.

·         Keep track of paid leave/holiday and R&R for the staff based in Nairobi and in the field

·         Updated about the local Employment Act and local taxes and contributions

·         Make payments of the local taxes and contribution by the proper deadline

·         Prepare for submission the proper documentation in order to request Visa and Working permit/Special pass, to be submitted by the Logistics Officer

·         Follow up the visa and Working Permit/Special pass process and record the related documentation in the proper Expat folder

·         Ensure and facilitate the communication and information sharing within the team and the department, and contribute to the team responsibilities.

Recruitment / New Hire Process

·         Participating in recruitment efforts

·         Posting Job ads and organizing resumes and job applications

·         Scheduling job interviews and assisting in interview process

·         Collecting employment and tax information

·         Ensuring background and reference checks are completed

·         Preparing new employee files

Record Maintenance

·         Maintaining current HR files and databases

·         Performing file audits to ensure that all required employee documentation is collected and maintained.

·         Updating and maintaining employee benefits, employment status, and similar records

·         Maintaining records related to grievances, performance reviews, and disciplinary actions

·         Completing termination paperwork

·         Performing payroll / benefit-related reconciliations.

Reporting

·         Support in the preparation of monthly situation report and admin pack.

Other:

·         Undertake all other duties that may be determined by the HR / Admin Officerand/or Snr Finance / Admin officer

·         Abuse Prevention Policy – Operational Risk Management

·         Commit to respect Tdh Risk Management Policies including: Child Safeguarding Policy, Safety and Security Policy and Anti-Fraud/Corruption Policy, Code of Conduct, Whistle Blowing Policy

·         Commit to ensure the best implementation possible of the Tdh Risk Management Policies

·         Commit to inform supervisors and to deal with any cases, allegations, or possibility of transgression, even potential, of the Tdh Risk Management Policies.

Competencies:

·         Diploma in Human Resources, or a related field from an accredited academic institution with two years of relevant professional experience.

Skills:

·         Proven experience as HR Asst, Staff assistant or relevant human resources / administrative position

·         Good computer skills.

·         Professional experience in a busy administrative and finance office/environment

·         Previous experience with UN, International Agencies, or NGO’s an advantage;

·         Demonstrated ability to maintain integrity in performing responsibilities assigned;

·         Mature individual, able to work independently, under pressure, able to maintain accuracy, paying attention to details, meeting deadlines and working with minimal supervision;

·         Strong interpersonal and intercultural skills with proven ability to work effectively and harmoniously with a team of colleagues.

Languages:

·         Fluent in English and Swahili

Job title: Finance Officer

Function: Officer

Category: Collaboration

Location: Nairobi

Reports to (Hierarchically): Support Services Coordinator
(Functionally):

Number of subordinates: 0

Position Grade: E

Working time in % : 100%

Starting date: 15th February 2019

Length: 6 Months

Context: Terre des hommes (Tdh) launched its activities in Kenya in January 2011. Tdh provides support to children in Dadaab refugee camp and in Korogocho slums. Tdh also implements WASH, Child Protection, health and nutrition projects in Garissa County.

General description of the position: With the support and under the supervision of the Senior Finance officer, responsible for financial administration, book keeping, budget controls and donor reports for Tdh intervention in Kenya under the direction of Senior Finance officer in collaboration with the Project Managers with guidance from Tdh HQ Financial Controller.

He or she will conduct his or her duties in respect of the Charter of Terre des hommes and the Tdh Child Safeguarding Policy.

Specific Job Description:

Responsibility: Accountancy and Financial Management

Aim: To ensure proper financial management of all project

Activities:

·         Daily update of the accountancy according to the project activities needs.

·         Manage the cash box of the office, under the supervision of the Senior Finance officer. The Senior Finance officer have the right to verify randomly the cashbox balance.

·         Double check of records, according to Tdh and donors’ procedures.

·         Verify that all the receipts/invoices are correctly filled and are eligible for Tdh accountancy (indicating: date, details of the supplier, clearly written the amount with the stamp PAID).

·         Archive all the relevant administrative and accountancy documentation in the proper according to Tdh procedures.

·         Fill properly the monthly reconciliation form for each cash and bank, to be signed for approval by the Senior Finance officer.

·         Collaborate in the preparation of documents for financial/annual audits.

Responsibility: Budget and Financial management

·         Ensure implementation of Tdh and donors’ finance rules.

·         Assist Senior Finance officer to ensure monthly budget follow ups for Garissa, Dadaab and Korogocho offices in close collaboration with the Project Managers.

·         Participate in grants management and follow up meetings.

·         Facilitate all financial aspects of audits (statutory local, donor, ad hoc, etc.).

Responsibility: Treasury management

·         Cash withdrawal from Tdh bank account as an agent.

·         Monitor Nairobi office bank accounts.

·         Consolidate the monthly cash requests and coordinate with the Project Managers on the quarterly forecasts.

Responsibility:  Reporting

·         Assist Senior Finance officer in the preparation of monthly/ quarterly donor reports.

·         Support in the preparation of monthly situation report and admin pack.

Activities:

·         Provide weekly finance report to the Senior Finance officer.

·         Ensure and facilitate the communication and information sharing within the team and the department, and contribute to the team responsibilities.
Work in close collaboration with other departments.

Abuse Prevention Policy – Operational Risk Management

·         Commit to respect Tdh Risk Management Policies including: Child Safeguarding Policy, Safety and Security Policy and Anti-Fraud/Corruption Policy, Code of Conduct, Whistle Blowing Policy

·         Commit to ensure the best implementation possible of the Tdh Risk Management Policies

·         Commit to inform supervisors and to deal with any cases, allegations, or possibility of transgression, even potential, of the Tdh Risk Management Policies.

Competencies:

·         University Degree in Accounting and Finance, Business Administration, Public Administration, or a related field from an accredited academic institution with two years of relevant professional experience.

Skills:

·         Thorough understanding of Procurement and Logistics policies, rules and regulations;

·         Strong knowledge of computer applications, especially MS Word and Excel. Knowledge of SAGA is an added advantage

·         Professional experience in a busy administrative and finance office/environment (Emergency response);

·         Previous experience with UN , International Agencies, or NGO’s an advantage;

·         Demonstrated ability to maintain integrity in performing responsibilities assigned;

·         Mature individual, able to work independently, under pressure, able to maintain accuracy, paying attention to details, meeting deadlines and working with minimal supervision;

·         Strong interpersonal and intercultural skills with proven ability to work effectively and harmoniously with a team of colleagues.

Languages:

·         Fluent in English and Swahili

Application modalities:

Only candidates that fit the requirements above are invited to submit a covering letter, CV, references, and copies of academic and professional certificates (if requirements are not met or application is incomplete, the application will not be considered).

The Application should be emailed tdhkenyarecruitment@gmail.com.

Kindly indicate the position on the subject line of the e-mail – only applications which will have complied with this request will be shortlisted.

Kindly note only applications sent to this email address will be considered.

Closing date for the application of this position is 11th February, 2019

Only shortlisted candidates will be contacted for a written test and oral interview

Tdh’s recruitment and selection procedures reflect our commitment to protect children’s rights, which includes the prevention of all forms of child abuse.

Tdh is an equal opportunity employer.