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Programs Support Officer (Nyanza Region): Concern Worldwide Job in Kenya

Concern Worldwide is a non-governmental, international, humanitarian organization dedicated to the reduction of suffering and working towards the ultimate elimination of extreme poverty in the world’s poorest countries.

Applications are invited from suitably qualified and experienced Kenyan nationals for the following position:

Job Title: Programs Support Officer (Nyanza Region)

Reports To: Area Coordinator - Kisumu

Liaises With:
• Logistics & Transport Manager, Nairobi
• Partner Organisations
• Project Officers/Programme Managers
Job Location: Kisumu, with some travel field stations

Job Description:

Responsible to the Programme Manager the officer will develop Program Support Systems and good office management that support effective implementation of the Nyanza Regional programmes including, the Rural Education Programme, the Nutrition Programme and the Emergency Recovery Programme while paying attention to routine administrative issues.

The incumbent will work closely with the Logistics & Transport Manager in Nairobi to ensure smooth coordination of the logistics function.

Specific duties will include the following:

Administration and logistic support to Nyanza program:

Kisumu Office management:
• Security Focal Person responsible for overall security of concern staff property and assets
• Set up efficient systems and coordinate the day to day running of the office through support staff.
• Ensure that routine support services like telephones, fax, transport, accommodation are provided at a quality standard.
• Review and set up internal office procurement procedures for stores and services as per Concern standards.
Programmes Support
• Assist Programme officers in organizing workshops, meetings, etc.
• Support the planning and timely implementation of programme reviews, external evaluations, research studies and consultancies.
• Facilitate preparation of relevant contracts for the external evaluators/ consultants/ agencies.
• Assist in coordinating and implementing evaluations/ researches/ consultancies.
• Follow up with the evaluators/ consultants/ agencies about the outcome of their assignments.
• Support in developing, consolidating, and editing programme documents i.e. donor reports, proposals, etc.
• Coordinate & ensure the management of Nyanza programmes’ related meetings, document and circulate the minutes of the meetings after approval as required.
• Writing and updating programme communication documents
• Design and development of programme brochures, newsletters and brief articles as and when requested by programmes
• Develop and maintain a photo data base for each activity by liaising with staff and partners.
• Respond to public and partner requests for information and other correspondence in a timely manner
• Act as the focal point for logistics, human resources, administration and IT requirements in Nyanza Programme.
Documentation, Filing & Database Management
• Coordinate development of the annual work plan, donor reporting plan and programme proposal development plan for the Nyanza programme.
• Ensure donor documentation is available and up to date by developing and maintaining an electronic and hard filing list.
• Updating and backup of all programme information
• Develop and maintain a network of contacts in the region to support strategic partnerships by maintaining an up to date data base on donors, partnerships, government, NGOs and other collaborators
• Update and manage the resource centre information.
• Coordinate and assist in developing Nyanza programme monthly reports and support the production of the quarterly reports.
Ensuring the logistics and procurement systems are in place
• Formulate effective strategies and technical approaches to logistics issues in the field (Nyanza, Western and Rift Valley) and ensure conformance with Concerns policies and procedures.
• Assist with logistics by undertaking vendor audit, supplies appraisal and ensure they conform to Concern Worldwide standards.
• Provide technical and procedural support to Nyanza program and partners in the range of logistics by improving ability to develop, maintain and supervise accountability systems for materials, services and contracts management.
• Support partners and the programmes to ensure proper procurement systems are in place.
• Maintain in and out records of the office procured items and asset list
• Coordination of transport activities at the programme level
• Ensure that maintenance procedures of office equipment are properly followed and the readiness of the equipment for use is assured.
Capacity building of partners
• Built the capacity of partners on procurement systems, stores management and monitoring systems.
• Support organizational capacity building process of partners as and when requested by programmes, especially with regard to improving administration and documentation systems.
• Carry out other tasks as may be assigned by the functional supervisor from time to time.
Interested candidates, who meet the above requirements, should apply by sending a CV and a covering address to: -

The Human Resource Manager,
Concern Worldwide, Nairobi,

to the following email address: @

The closing date for application is 16th February 2010.

Each application should include three referees, at least two of which can validate field and technical expertise. Telephone contacts must be submitted with the application.

Only short-listed candidates will be contacted for interview

Any questions on this opportunity please email: or get us on facebook

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