NGO Jobs in Nairobi, Kenya - Save the Children (Many Positions)

Job Title: Logistics Assistant – Kenya Country Office

Position Code: LOG 004 NRB

Team / Programme: Logistics

Location: Nairobi

Contract Duration:1 Year

Grade: 5

Post Type: National (1 year with possibility of renewal)

Child Safeguarding: Level 3: the role holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work in country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.

Role Purpose: The Logistics Assistant is part of Save the Children’s Kenya Country office.

The Logistics Assistant will provide logistics support in relation to asset management, warehouse management, stock in transit management, reporting and logistics administration and any other role as may be directed by the Logistics Officer.

Scope of Role:

Reports to: Logistics Officer

Dimensions: Save the Children has been operational in Kenya since the 1950s, providing support to children through developmental and humanitarian relief programmes delivered both directly and through local partners.

Current programming focuses on child protection, child rights governance, education, health, HIV/AIDS, livelihoods, nutrition and WASH.

In 2012, as part of a global reorganization process, Save the Children combined the programmes of SC UK, SC Canada and SC Finland to create a single operation in Kenya.

In Feb 2014, we completed a second transition, which saw us join forces with the British INGO, Merlin, and merge their health and nutrition programmes with our own.

Save the Children now has an operational presence in Bungoma, Dadaab Refugee Camp, Garissa, Mandera, Turkana and Wajir and we work through partners in many other parts of the country. We employ nearly 300 staff and will have an operating annual budget in 2015 of approximately US$20-25 million.

Key Areas of Accountability:

Assets Management

· Maintain and update the Assets Register and Equipment Register for the country office and coordinate with Area Logistics Coordinators/Line Manager on status and any issues.

· Ensure that all the changes to the assets and equipment’s locations or conditions are reflected in respective registers in a timely manner through tracking of movement and that any discrepancies are reported immediately.

· Ensure that all assets of the programme are labelled correctly and ID cards created.

· Ensure that the assets that are issued to staff are authorised, recorded and necessary paper work exists as per the policy of Save the Children.

· Ensure that all assets are properly maintained and looked after. Any miss-use and abuse is reported and senior management is updated on the status and issues related with assets.

· Ensure the Asset register is shared with the Logistics Officer at the end of each month.

· Conduct periodic asset verification and checks on all assets.

Warehousing and Stock Management

· Ensure that all procured materials are properly stored and correctly recorded and that the stores in Nairobi are maintained following standard SCI procedures.

· Ensure that the movement of inventories IN and OUT of the stores is correctly documented, authorised and paper work is done as per procedures.

· Alert the relevant Field Office/Programme Manager/Requester about the receipts and dispatches and coordinate with them as it may be necessary.

· Ensure that Stock Cards and Bin Cards are updated and stock reports are produced and circulated to Logistics Manager; data is uploaded to the internet based warehousing management system.

Transportation & Freight

· Under supervision of the Logistics Officer, organise transportation of goods by Road and Air if required to Area offices and ensure all accompanying paper work is produced in a timely manner.

· Coordinate with the clearing and freight forwarding agents on goods being imported/exported and ensure that all goods are cleared through customs using the appropriate channels and procedures.

· Compile accurate documentation relating to the movement of items between locations per consignment.

· Liaise with the Procurement Assistant to arrange transportation of goods and equipment between offices or to field sites and ensure that the goods are securely packaged and loaded to prevent damage during transportation.

· Compile accurate documentation relating to the movement of items between locations, whether as a transfer or for distribution.

Other General Support Activities

· Assist and implement standard Save the Children logistics systems and procedures.

· Support the Logistics Officer in the collation of the country logistics KPIs.

· Ensure that all paper work is kept according to the policies and procedures of the organisation and filed neatly with supporting documents in respective files.

· Undertake any other reasonable duties requested by his line manager, where they do not go against the policy of the organisation.

Core Behaviours:

Applying Technical and Professional Expertise

· Makes decisions based on professional expertise and experience without deferring unnecessarily to others

· Shares knowledge and best practice on technical solutions so that others can make best use of that expertise

· Actively seeks new ways to develop the application of technical and professional standards within the team

Delivering Results

· Delivers timely and appropriate results using available resources

· Takes responsibility for their work and its impact on others

· Plans, prioritises and performs tasks well without needing direct supervision

· Understands the link between their work and the organisation’s objectives

Innovating and Adapting

· Suggests creative improvements and better ways of working

· Seeks out and applies successful ideas from others to overcome challenges

· Shifts tasks, roles and priorities to perform effectively under changing or unclear conditions

· Applies lessons learned to enhance future ways of working

Working effectively with others

· Actively listens to new and different perspectives and experiences of those they work with

· Proactively supports team members and trusts their capabilities

· Demonstrates understanding of their skills and how they complement those of others within diverse teams and groups

· Clarifies their role and responsibilities within the team to maximise impact

Qualifications and Experience:

· A Diploma in supply chain, logistics or procurement

· 2-3 years’ experience working in similar role in an NGO or private commercial sector

· Member of a professional body e.g. CIPS, CILT or KISM will be an added advantage

· Excellent computer skills especially in MS Excel spread sheets and MS Word

· High level of integrity/confidentiality and ability to work as part of a professional team

· Knowledge of the Kenya context

· Excellent communication skills

· Proven ability to handle challenging work load

· Cross-cultural experience, understanding and sensitivity;

· Excellent interpersonal and written and oral communication skills;

· Commitment to Save the Children values.

Job Title: Logistics Officer - Kenya

Position Code: LOG 003 NRB

Team / Programme:Programme Operations

Location: Nairobi

Contract Duration:1 Year

Grade: 4

Post Type: National (1 year contract with possibility of renewal)

Child Safeguarding: Level 3 - the responsibilities of the post may require the post holder to have regular contact with or access to children or young people

Role Purpose: Under the supervision of the Logistics Manager, deliver timely, effective and accountable logistics support to Save the Children Area Office by coordinating effective procurement, fleet management, communications and supply management, and overseeing the movement of goods and personnel.

Your support in the delivery of an effective logistics function will play a key role in the expansion of Save the Children programmes in Nairobi to increase impact and enable positive change for children.

Scope of Role:

Reports to: Logistics Manager

Dimensions: Save the Children has been operational in Kenya since the 1950s, providing support to children through developmental and humanitarian relief programmes delivered both directly and through local partners.

Current programming focuses on child protection, child rights governance, education, health, HIV/AIDS, livelihoods, nutrition and WASH.

In 2012, as part of a global reorganization process, Save the Children combined the programmes of SC UK, SC Canada and SC Finland to create a single operation in Kenya.

In Feb 2014, we completed a second transition, which saw us join forces with the British INGO, Merlin, and merge their health and nutrition programmes with our own.

Save the Children now has an operational presence in Bungoma, Dadaab Refugee Camp, Garissa, Mandera, Turkana and Wajir and we work through partners in many other parts of the country.

We employ nearly 300 staff and will have an operating annual budget in 2015 of approximately US$20-25 million.

Staff directly reporting to this post: Drivers

Key Areas of Accountability:

· Supporting the Operations Department through the Country Logistics Manager in the delivery of in-country logistics activities, including relief supplies forwarding/distributions and maintenance and management of vehicle fleet and office equipment as part of the Kenya Country logistics team;

· Ensuring that programme purchases are made in a timely and transparent manner, that Save the Children procurement policies and procedures are followed at an optimal quality/price, and that all procurement procedures are properly implemented;

· Implementing effective stock management and administration systems, thoroughly monitoring stock levels and advising on appropriate stocking and replenishment to meet project demands;

· Supporting and participating in effective training of national staff responsible for the maintenance and efficient running of procurement, communications, transport, security and office infrastructure;

· Ensuring vehicle fleet management complies with SC standards through appropriate allocation and safe use of vehicles and servicing and maintenance schedules are adhered to throughout the programme;

· Preparing a monthly ‘Logistics Report’ to the Country Logistics Manager, detailing all logistical activities including fuel and procurement, and stock reporting, asset register updates, staff issues, and other relevant information;

· Communicating security/emergency procurement procedures in the absence of Logs Manager for programme planning effectively, so they are understood and strictly adhered to throughout the programme development and so that briefing, communication, transport and other systems are developed for alternative delivery routes to prevent pipeline raptures.

· Assisting the Logistics Manager in the proposal process by coordinating and helping identify technical logistics requirements and liaise with procurement coordinator as required;

· Representing the principles and work of Save the Children to donors, United Nations, NGOs and INGOs, government, media and other stakeholders when required;

· Complying with and promoting all Save the Children Global policies such as Child Safeguarding, Whistle blowing, Fraud, and Health and Safety.

Staff Management, Mentorship, and Development

Manage performance of direct reports in the work area through:

· Effective use of the Performance Management System including the establishment of clear, measureable objectives, ongoing feedback, periodic reviews and fair and unbiased evaluations;

· Coaching, mentoring and other developmental opportunities;

· Recognition and rewards for outstanding performance;

· Documentation of performance that is less than satisfactory, with appropriate performance improvements/ work plans.

· Build the capacity of staff to monitor/ manage grants and awards as well as understand and implement compliance requirements from donors, Save the Children and/or the Government of Kenya.

· Maintain clear communication with line manager.

Competencies

1. Leading

· Delivering Results: Takes personal responsibility and holds others to account to deliver our ambitious goals for children, continually improving own performance or that of the team/organisation.

· Developing Self and Others: Invests time and energy to actively develop self and others to help realise their full potential, and to build the organisation’s capability for the future.

· Leading and Inspiring Others: Demonstrates leadership in all our work, role models our values and articulates a compelling vision to inspire others to achieve goals for our children.

2. Thinking

· Problem Solving and Decision Making: Takes effective, considered and timely decisions by gathering and evaluating relevant information from within or outside the organisation and making appropriate judgements.

· Applying Technical Expertise: Applies the required technical and professional expertise to the highest standards, promotes and shares best practices within and outside the organisation.

· Innovating and Adapting: Develops and implements innovative solutions to adapt and succeed in an ever – changing, uncertain work and global environment.

3. Engaging

· Working Effectively with others: Works collaboratively to achieve shared goals and thrives on diversity of people and perspectives. Knows when to lead and when to follow and how to ensure effective cross- boundary working.

· Communicating with Impact: Communicates clearly and confidently with others to engage and Influence, Promotes dialogue and ensures timely and appropriate messages, building confidence and trust with others.

· Networking: Builds and uses sustainable relationships and networks to support the work of Save the Children.

Qualifications and Experience

· A Diploma in Procurement and Supplies management (CIPS) or relevant area

· Minimum 3 years relevant experience of logistics support, including procurement, warehousing and stock control, goods distribution, and transportation and vehicle fleet management in large international non-governmental organisation or other international relief/development body;

· Experience of setting up office equipment, including communications and particularly with HF/VHF/Codan radio systems, satellite phones and communications procedures;

· Ability to support the development of personal security and evacuation procedures;

· Track record of training, managing and developing staff in logistics and administrative systems;

· Excellent planning, coordination, and reporting skills, with the ability to organise a substantial workload comprised of complex, diverse tasks and responsibilities;

· Strong communication, people management and interpersonal skills in English, with experience in leading multicultural, multi location, values driven teams;

· Willingness to work or be deployed and travel to other field and often difficult and insecure environments

· Commitment to Save the Children values

Job Title: Logistics Coordinator

Team / Programme:Programme Operations

Location: Lodwar, Turkana

Position Code: LOG 007 LOD

Contract Duration:9 Months

Grade: 3

Post Type: National

Child Safeguarding: Level 3. The responsibilities of this post may require the post holder to have regular contact with children and young people. In the overseas context all posts are considered to be level 3.

As part of these responsibilities the post holder will promote a culture of keeping children safe, and ensure that potential harm to children (by our own staff and/or as a result of how we do our work) is identified and addressed on an ongoing basis.

Introduction: Save the Children International is a 'dual mandate' organisation and as such equal priority will be given to both humanitarian and development work.

This is the only way we will be able to ensure that some of the fundamental rights that we believe children have, such as survival, safety and constant access to protection and education can be guaranteed.

As part of a commitment to work with children through humanitarian interventions Save the Children will support programmes in both sudden onset and chronic emergency situations.

Role: Under the supervisor of the Area Manager, the Logistics Coordinator oversees all logistics functions, including procurement, transportation and fleet management, and warehousing and assets management, in the Area Office.

Scope of Role:

Reports to: Area Program Manager , with a technical reporting line to the Logistics Manager, based in Nairobi

Dimensions: Save the Children has been operational in Kenya since the 1950s, providing support to children through developmental and humanitarian relief programmes delivered both directly and through local partners.

Current programming focuses on child protection, child rights governance, education, health, HIV/AIDS, livelihoods, nutrition and WASH.

In 2012, as part of a global reorganization process, Save the Children combined the programmes of SC UK, SC Canada and SC Finland to create a single operation in Kenya.

In Feb 2014, we completed a second transition, which saw us join forces with the British INGO, Merlin, and merge their health and nutrition programmes with our own.

Save the Children now has an operational presence in Bungoma, Dadaab Refugee Camp, Garissa, Mandera, Turkana and Wajir and we work through partners in many other parts of the country.

We employ nearly 300 staff and will have an operating annual budget in 2015 of approximately US$20-25 million.

Staff directly reporting to this post: Logistics Officer

Main Responsibilities

General Logistics Management

· As a member of the Lodwar SMT, demonstrate the behaviours that are consistent with Save the Children’s Mission, Vision and Values and ensure their broader application by staff across the lodwar programme.

· As a member of the Lodwar SMT, ensure a conducive and productive work environment.

· Coordination of programme logistics; implement the country logistics Manual for the management of the supply chain, including one or more of the following areas; procurement, transport and distribution, warehousing and stock management, management of vehicle fleets, communication systems, and assets.

· Assist in the development of project proposals to ensure appropriate resourcing of logistics team and activities, and advise on:

1. The feasibility of project in line with current and/or planned logistics capacity;

2. Whether logistics and operational costs have been adequately budgeted;

3. Risk management strategies in terms of supply chain planning i.e. lead times, donor compliance

4. Whether recharge strategies for logistics costs such as transports, facilities and equipment are appropriate and consistent with SC and donor policies.

· Develop the Logistics component of the programmes emergency preparedness plan;

· Obtain technical or manpower support from Nairobi logistics when necessary;

· Review the monthly logistics reports and advise the Area Manager where there are irregularities or areas of concern that need follow up.

· Ensure weekly reporting systems are implemented in all logistics functions and are in line with financial control mechanisms for Procurement, stock, vehicles and assets.

· Comply with Save the Children policies and practice with respect to child protection, code of conduct, health and safety, equal opportunities and other relevant policies and procedures.

Procurement

· Manage programmes supply chain, to ensure on time supply of goods to projects.

· Determine sources for supply of goods and services to meet programme needs, overseeing local and coordinating with capital logco on area office procurement.

· Develop procurement plans and schedules with project managers and ensure they are adhered to.

· Transportation of project supplies is reliable, cost effective and timely.

Fleets and Transportation Management

· Manage SC fleet strategically to ensure appropriate access to transportation for programme staff;

· Work closely with security on the management and tracking of staff movement;

· Ensure that vehicles are regularly maintained, comply with national road traffic laws, and are safe for use.

· Plan for and budget the depreciation of vehicle assets to ensure the sustainability of SC’s transportation resources;

Warehousing and Assets Management

· Oversee management of programmes stocks, ensure stocks are well kept, levels are maintenance in line with programme consumption and movements are reconciled with project distributions.

· Ensure the assets tracker is accurate and up to date;

· Plan for and budget the depreciation of SC assets, such as computers, to ensure the sustainability of SC’s programme resources;

Staff Management, Mentorship, and Development

Manage performance of direct reports in the work area through:

· Effective use of the Performance Management System including the establishment of clear, measureable objectives, ongoing feedback, periodic reviews and fair and unbiased evaluations;

· Coaching, mentoring and other developmental opportunities;

· Recognition and rewards for outstanding performance;

· Documentation of performance that is less than satisfactory, with appropriate performance improvements/ work plans.

· Build the capacity of staff to monitor/ manage grants and awards as well as understand and implement compliance requirements from donors, Save the Children and/or the Government of Kenya.

· Maintain clear communication with both the functional (direct) line manager and the technical manager to foster a smooth working relation under existing matrix structure.

Competencies

1. Leading

· Delivering Results: Takes personal responsibility and holds others to account to deliver our ambitious goals for children, continually improving own performance or that of the team/organisation.

· Developing Self and Others: Invests time and energy to actively develop self and others to help realise their full potential, and to build the organisation’s capability for the future.

· Leading and Inspiring Others: Demonstrates leadership in all our work, role models our values and articulates a compelling vision to inspire others to achieve goals for our children.

2. Thinking

· Applying Technical Expertise: Applies the required technical and professional expertise to the highest standards, promotes and shares best practices within and outside the organisation.

· Innovating and Adapting: Develops and implements innovative solutions to adapt and succeed in an ever – changing, uncertain work and global environment.

3. Engaging

· Networking: Builds and uses sustainable relationships and networks to support the work of Save the Children.

Qualifications and Experience

Essential

· First degree in Logistics Management, business administration or related area

· Prior experience in logistics management in the NGO sector, within complex/large scale country programmes and in emergency response/humanitarian environments

· Proven experience in all technical areas of logistics operations including procurement, transport/distribution, warehousing and stock management, fleet management, asset management, communications, and security

· Experience of working in remote field bases with limited infrastructure

· Experiencing in managing and supervising others in logistics

· Ability to synthesise and analyse information, and make clear, informed decisions

· Ability to work with spreadsheets and Databases critical

· Ability to build relationships quickly with a wide range of people, both internally and externally

· Strong planning, management and coordination skills, with the ability to organise a substantial workload comprised of complex, diverse tasks and responsibilities

· Cultural awareness, with strong written and spoken communication and interpersonal skills

· Fluent in English, both written and oral; Somali language skills a major advantage.

Desirable

· Technical experience/knowledge in specific types of humanitarian intervention e.g. Child protection, Education, construction

Job Title: Awards Manager – Kenya Country Office

Position Code: AWD 001 SCI

Team / Programme:Programme Operations (Interim arrangement)

Location: Nairobi

Contract Duration: 1 Year

Grade: 2

Post Type: National (1 year contract with possibility of renewal)

Child Safeguarding: Level 1 - The role holder will not have contact with children and/or young people, or access to personal data about children or young people, as part of their work.

Role Purpose: The Awards Manager will provide country programme leadership of all Awards Management functions.

He/she will manage a team of 5-10 staff and will liaise with all relevant departments to ensure the effective management of donor awards (currently 35-45 in number).

He/she is responsible for ensuring the management of all Awards in the country programme, from the coordination of Awards Management System (AMS) processes at proposal stage, through to the analysis of Budget versus Actuals (BVA) for budget holders, taking required action during programme implementation, leading on any amendments, Cost Extensions, or No-Cost Extensions required and for all reporting and close out of awards in accordance with SC policies and guidelines.

The post-holder will initially report to the Director of Programme Operations, but after a transitional restructuring phase, will report directly to the Country Director.

Scope of Role:

Reports to: Director of Programme Operations (DPO)

Key contacts: Budget Holders and Area Programme Managers, Director of Programme Development and Quality, Awards Finance Coordinator/Officers, Finance Director, SC Members.

Dimensions: Save the Children has been operational in Kenya since the 1950s, providing support to children through developmental and humanitarian relief programmes delivered both directly and through local partners. Current programming focuses on child protection, child rights governance, education, health, HIV/AIDS, livelihoods, nutrition and WASH.

In 2012, as part of a global reorganization process, Save the Children combined the programmes of SC UK, SC Canada and SC Finland to create a single operation in Kenya.

In February 2014, we completed a second transition, which saw us join forces with the British INGO, Merlin, and merge their health and nutrition programmes with our own.

Save the Children now has an operational presence in Bungoma, Dadaab Refugee Camp, Garissa, Mandera, Nairobi, Turkana and Wajir. We work through partners in many other parts of the country. We have a staff complement of around 300 staff and an operating annual budget of approximately US$20 million in 2015.

Staff directly reporting to this post: Reporting Coordinator, Awards/AMS Officer, Awards Finance Coordinator(s)

Key Areas of Accountability:

Proposal development

· When new funding opportunities are identified by Programme Development and Quality (PDQ)/member, coordinate all parties across departments involved to ensure all documentation required as per SCI guidelines is managed in a timely manner and uploaded onto AMS by the Awards/AMS Officer.

· This will involve follow up against a defined check list and close coordination with the PDQ lead on the development of the proposal and budget and review of operational sections.

· Lead on RO approval into the system if required to allow budget uploading into Agresso (financial/accounting system in use in the country office).

· Review all award agreements for management nuances and brief programme management on potential areas of risk, providing a summary of key areas.

· Directly link with the Member for timely issuance of necessary workflow and Fund Summary once award is approved.

Awards Management & AMS Management

· Ensure all award cycle processes (opportunity identification to award closeout) are followed through workflows on AMS by the Awards/AMS Officer, including that all relevant information is uploaded in the system and maintained in hard copy.

· Put in place structures to support the effective dissemination of award information so that all key contributing staff have a clear understanding of requirements and expectations throughout the lifecycle of an award (opportunity to close-out).

· Ensure kick off meetings are done promptly for all new awards and that proper coding structure and budgets are communicated to budget holders.

· Lead member engagement and relationship management as the SCI focal point on awards, coordinate SCI /member reviews and revisions of proposals, budgets and agreements.

· Provide information directly to the Finance Director on new awards that impact the Master Budget gap analysis on a regular basis.

· Play the lead role in developing overall analysis of budget vs actual expenditures (BVA) for monthly award review meetings with budget holders. Work with budget holders to ensure they develop and implement remedial plans based on agreed action points and closely review achievements in following month.

· Provide advice to staff on budget coding and reallocations in collaboration with Director of Programme Operations (DPO) and budget holders.

· Provide management information (awards summary) to Senior Management Team (SMT) and SC members via a portfolio analysis report on a monthly showing information on pipeline, active, awards under amendment, high risk awards and closed awards.

· Coordinate budget realignments, amendments, cost and no-cost extension requests going to the member and donor in a timely manner.

· Coordinate with program operations to ensure close out meetings are conducted in a timely manner.

· Ensure that all meetings are minuted and these minutes filed on AMS and follow up actions done.

· Ensure that the Awards Management System (AMS) is effectively maintained, up to date and accurately records the audit trail for all awards and sub-awards.

· Support the programme and operations team on master budget development, cost allocation, monitoring of award budgets, phasing and forecasting, in particular ensuring alignment between the master budgets and funding tracker.

Partnerships – Sub-awards and sub-grantee management duties

· In collaboration with the Operations Manager, have the Awards Management team support in undertaking partner assessments, legal vetting on AMS and preparation of partner agreements to ensure donor compliance requirements are factored into this.

· Capacity building and compliance support with all new and existing partners including regular monitoring and systems in place so that partner delivery meets donor expectations and requirements, in collaboration with programme operations.

· Ensure that all partner documentation including reports is uploaded onto AMS through spot checks of AMS data.

Donor Compliance

· Take part in all new award kick- off meetings leading on donor compliance to ensure requirements such as reporting deadlines, implementation period, amendment timing/procedures, audit and SCI award management policies are well understood and a plan is in place to ensure these are met.

· Ensure potential issues and amendment requests are flagged promptly to donors via the relevant Save the Children member. This may include developing business cases where donor waiver/derogation requests need to be more thoroughly articulated or negotiated with donors.

· Collaborate with the member focal point to ensure that all donor compliance requirements are input into the AMS system before the fund summary workflow is ran.

Reporting

· Coordinate the Award Management team to ensure accurate and quality progress and financial reports are submitted to members and donors according to set timelines.

· Review all grant reports before being submitted to member/donor.

Staff Management, Mentorship, and Development

· Support the Award Management team to strengthen knowledge and capacity of staff across all functions to manage awards and comply with donor requirements as relevant to their role by providing induction, training and coaching consistent with their various roles and responsibilities.

· Manage performance of direct reports in the awards management work area through:

· Effective use of the Performance Management System including the establishment of clear, measureable objectives, ongoing feedback, periodic reviews and fair and unbiased evaluations;

· Coaching, mentoring and other developmental opportunities;

· Recognition and rewards for outstanding performance;

· Documentation of performance that is less than satisfactory, with appropriate performance improvements/workplans.

Desired Competencies

Delivering Results

· Translates complex contextual information into planning and achieving results effectively

· Ability to take a range of potentially complex and conflicting information and make decisions

· Designs and reviews large and complex operations to ensure maximum impact

· Ensures measures and metrics are in place to track performance in large and complex programmes

· Establishes clear and compelling objectives with teams and individuals and monitors progress and performance

· Holds others accountable for achieving results and challenges underperformance

Working effectively with others

· Puts mechanisms in place to ensure effective collaborative working across boundaries

· Enables people from a wide range of backgrounds and perspectives to contribute to positive outcomes

· Breaks down silo working and challenges behaviours that are not collaborative

· Knows when to follow and lend leadership to strengthen other leaders

Problem Solving and decision making

· Identifies and addresses root causes of long-term problems facing the country programme

· Brings in external perspective to ensure strategic decision making remains relevant and future focused

· Provides a strategic framework to support decision making

· Explores and analyses external trends and their potential impact on strategic choices

· Takes calculated risks and has the courage to stand by decisions despite resistance

Leadership and Developing Others

· Delivers needs-based results in complex and fast-changing contexts

· Evaluates the opportunities and risks of each idea and solution to make informed strategic decisions

· Demonstrates managerial courage by willingness to confront difficult situations and take potentially unpopular decisions

· Actively encourages a team environment where team members feel able to contribute, champion or challenge decisions

· Conveys complex strategic issues with clarity, brevity and confidence

· Develops and implements processes to ensure that the workplace is inclusive and the talents of individuals are harnessed to achieve individual and organisational success.

Qualifications and Experience

Essential

· Post graduate qualification in Finance management, Grants management or equivalent.

· At least 5 – 7 years’ experience in a similar position.

· Excellent planning, management and coordination skills, with the ability to organise a demanding workload comprised of diverse and challenging tasks and responsibilities.

· Proven track record of active contribution to a senior management team, and providing strategic support across multiple sectors and/or regions.

· Extensive experience with NGOs with increasing responsibilities including a proven experience of establishing and running the award management function in the field.

· Knowledge of the requirements of major institutional donors including budgeting, eligibility issues, compliance management, and reporting.

· Experience of engaging with donors at country strategy levels.

· Experience of and well developed skills in staff management and supervision. Proven strong coaching and capacity building skills.

· Very strong capacity for attention to detail, problem solving, and analysis of trends.

· Computer literate (i.e. WORD, advanced Excel, Outlook, Internet Explorer, financial systems).

· Cultural awareness and ability to build relationships quickly with a wide variety of people.

· Patient, adaptable, flexible, able to improvise and remain responsive and communicate clearly and effectively under pressure.

· Strong communication (written and spoken), and interpersonal skills in English, with experience in managing multicultural teams.

Desirable

· Experience with Save the Children award management policies, procedures and systems and Save the Children’s award management system (AMS).

· Understanding of how to produce financial reports from Save the Children’s overseas accounting software (Agresso).

· Experience of project management, M&E management or funding coordination.

Job Title: Human Resources & Administration Officer

Position Code: HUM 008 LOD

Team / Programme: HR & Admin

Location: Lodwar

Contract Duration:9 months

Grade: 4

Post Type: National (1 year with possibility of extension)

Child Safeguarding: Level 3 - the responsibilities of the post may require the post holder to have regular contact with or access to children or young people

Role Purpose: To support in the fulfilment of operational Human Resources and Administration requirements for Save the Children – Lodwar office and implement laid down staff HR policies and practices.

Scope of Role:

Reports to: Area Programme Manager, with a technical reporting line to the Human Resources & Administration Coordinator, based in Nairobi

Dimensions: Save the Children has been operational in Kenya since the 1950s, providing support to children through developmental and humanitarian relief programmes delivered both directly and through local partners.

Current programming focuses on child protection, child rights governance, education, health, HIV/AIDS, livelihoods, nutrition and WASH. In 2012, as part of a global reorganization process, Save the Children combined the programmes of SC UK, SC Canada and SC Finland to create a single operation in Kenya.

In Feb 2014, we completed a second transition, which saw us join forces with the British INGO, Merlin, and merge their health and nutrition programmes with our own.

Save the Children now has an operational presence in Bungoma, Dadaab Refugee Camp, Garissa, Mandera, Turkana and Wajir and we work through partners in many other parts of the country.

We employ nearly 300 staff and will have an operating annual budget in 2015 of approximately US$20-25 million.

Staff directly reporting to this post: Cooks and Cleaners

Key Areas of Accountability:

Recruitment , On-boarding and Staff Exit

· Conduct reference checks on new employees and consultants which include and not limited to; anti – terror checks, learning institutions and previous employer checks.

· Prepare employment contracts upon appointment of staff and maintain an effective contract planning mechanism, ensuring staffs are issued with probation confirmations as and when they fall due.

· Conduct field level Recruitments and report the same to the Human Resources Coordinator.

· Ensure that all staff conducts exit interviews and duly clear with Save the Children. Follow up on staff final dues ensuring that they are paid in the shortest time possible.

· Facilitate and oversee the induction of all staff engaging with Save the Children as per the Induction guidelines.

· Follow up to ensure that Induction plans and processes for all on boarding staff occur and documents filed in the employees’ files.

· Follow up induction evaluation procedures for monitoring the effectiveness of the induction processes and feedback to line managers and Human Resources & Administration Coordinator.

Human Resources Records Management & Reporting

· Keep an up to date filing system that is compliant for ease of retrieval, reference and reporting: Personnel, Medical, Insurance and Recruitment files.

· Responsible for monitoring Kenya Country Office staffs leave status ensuring regular updating of the leave database and monthly status reports sent out to staff.

· Manages the preparation and maintenance of such reports as are necessary to carry out the functions of the department.

· Prepares periodic reports for management, as necessary or requested, to track strategic goal accomplishment.

· Prepare Monthly Human Resources Reports and submit to the Human Resources Officer, based in Nairobi.

· Prepare and submit Payroll Reports to Human Resources Officer, based in Nairobi for processing on a timely manner.

· Responsible for updating and maintaining Area Office staff lists and organizational charts.

· Ensure line managers are informed of when employees’ contracts are due for renewal/expiry, and issue staff notices or renewals as appropriate in a timely manner.

General Office & Guest House Management

· Ensure cost effective ways for running and charging kitchen costs;

· Oversee and manage the Cleaners and to ensure utmost cleanliness and any such repairs for the Office Premises is maintained.

· Ensure guest house & office compounds are well maintained and suitable for working and living.

· Oversee stationary, office and guest house supplies.

· Supervise the general office & guest house maintenance and repair works.

· Send and receive office parcels via courier.

Utilities & Payments of Office Rent and Bills

· Monitor Nairobi office utilities costs e.g. water, electricity, telephone/Mobile usage and billing and others related office utilities.

· Prepare monthly trend reports on consumption and share recommendations with senior management.

· Maintain cordial working relationships with suppliers and service providers and address any issues that may arise.

· Ensure monthly and quarterly payments are made on time to avoid any disconnections and interruptions

Staff Management, Mentorship, and Development

Manage performance of direct reports in the work area through:

· Effective use of the Performance Management System including the establishment of clear, measureable objectives, ongoing feedback, periodic reviews and fair and unbiased evaluations;

· Coaching, mentoring and other developmental opportunities;

· Recognition and rewards for outstanding performance;

· Documentation of performance that is less than satisfactory, with appropriate performance improvements/ work plans.

· Build the capacity of staff to monitor/ manage grants and awards as well as understand and implement compliance requirements from donors, Save the Children and/or the Government of Kenya.

· Maintain clear communication with both the functional (direct) line manager and the technical manager to foster a smooth working relation under existing matrix structure.

Competencies

1. Leading

· Delivering Results: Takes personal responsibility and holds others to account to deliver our ambitious goals for children, continually improving own performance or that of the team/organisation.

· Developing Self and Others: Invests time and energy to actively develop self and others to help realise their full potential, and to build the organisation’s capability for the future.

2. Thinking

· Applying Technical Expertise: Applies the required technical and professional expertise to the highest standards, promotes and shares best practices within and outside the organisation.

3. Engaging

Qualifications and Experience

· A Degree in Human Resources Management or Social Sciences from a recognized University.

· Higher Diploma qualification in Human Resources Management shall be an added advantage.

· Minimum three years’ experience in a similar role.

· Sound knowledge and hands on experience of the implementation of generalist HR functions.

· Demonstrates a strong drive and commitment to achieve agreed objectives

· Minimum three year’s relevant experience in HR within a busy organisation

· Knowledge of current Kenya employment legislation

· Good communication skills

· Excellent interpersonal skills with the ability to maintain confidentiality

· Proficiency in working with computers particularly spread sheets and word processing

· Experience of working within a team and team building

· Ability to work in a multi-cultural setting

Job Title: Awards / AMS Officer

Position Code: AWD 002 SCI

Team / Programme:Programme Operations / Awards Management

Location: Nairobi

Contract Duration:1 Year

Grade: 5

Type of Contract: National

Child Safeguarding: Level 2 - The role holder is likely to have contact with children and/or young people, or access to personal data about children or young people, as part of their work.

Role Purpose: The Awards / AMS Officer will support the Awards Manager in leading all Awards Management functions.

H/She will play a key role in ensuring Awards management processes are effective and efficient. H/She will oversee AMS data quality and accuracy in conjunction with the Awards/ AMS Assistant.

Scope of Role:

Reports to: Awards Manager

Key contacts: Awards Finance Officer, Reporting Coordinator, Compliance Officer, Budget holders.

Dimensions: Save the Children has been operational in Kenya since the 1950s, providing support to children through developmental and humanitarian relief programmes delivered both directly and through local partners.

In February 2014, we completed a second transition, which saw us join forces with the British INGO, Merlin, and merge their health and nutrition programmes with our own. Save the Children now has an operational presence in Bungoma, Dadaab Refugee Camp, Garissa, Mandera, Nairobi, Turkana and Wajir.

We work through partners in many other parts of the country. We have a staff complement of around 300 staff and an operating annual budget of approximately US$20 million in 2015.

Staff directly reporting to this post: Awards/AMS Assistant

Key Areas of Accountability:

· When new opportunities are identified work with the Awards Manager to ensure that all documentation required as per SCI guidelines is managed in a timely manner and uploaded onto AMS with all relevant information filled in and checked.

· Regularly update the Awards Manager on new approved opportunities, flagging when there are delays in the contractual process and making recommendations for remedial actions.

· Directly link with the Awards Manager to ensure that all FS specifics are authorised by the CO and that Fund Summaries are approved for all awards before awards start date.

· Support the Awards Manager to ensure that all awards cycle processes (opportunity identification to award close out) are followed through for all awards.

· Ensure that files for all SCI and partners/sub grantees files are set up and updated with relevant documents, correspondences and reports at both Nairobi Office and Field office level. Ensuring adherence to the SCI Scheme of Delegation.

· 6. Work closely with the Awards /AMS Assistant and the Awards Finance Officers to ensure that awards are properly closed out in AMS with all balances fully reconciled.

· Collaborate with the Awards/ AMS Assistant to ensure Awards management input in preparation and execution of Kick off and Close Out meetings by coordinating attendance, providing Award Summary Sheets and donor compliance information in coordination with the Compliance Officer.

· Be the focal person for the administration of humanitarian and emergency awards by working with the Humanitarian Coordinator to confirm pledges, processing these through AMS and ensuring awards are activated quickly.

· Be the focal person for partnership support on awards management by attending partner assessment visits. Additionally, contribute to relevant partner capacity building and compliance support including regular monitoring that systems are in place to ensure partner delivery meets donor expectations and requirements in collaboration with programme operations.

· Develop the Awards team monitoring calendar and undertake field visits to promote higher awareness of awards management by carrying out orientation to the Awards Management Cycle and AMS while on field visits.

· Support Awards Manager in donor related communications by drafting letters and supporting on budget realignments, amendments, cost and no-cost extension requests going to the member and donor in a timely manner.

Desired Competencies

Delivering Results

· Able to identify priority information and document it appropriately.

· Ensures measures and metrics are in place to track performance in large and complex programmes

· Establishes clear and compelling objectives with teams and individuals and monitors progress and performance

· Holds themselves accountable for achieving results and challenges under performance

Working effectively with others

· Works well with members of theirs and other complimentary teams.

· Able to identify their contribution to the team and ensure that they meet their responsibilities to the best of their ability.

Problem Solving and decision making

· Identifies problems and devices ways of addressing problems.

· Proactive about seeking support and consultation on problems.

· Provides an analysis of data and information to line manager for their attention and action.

Applying technical and professional expertise

· Applies the required technical and professional expertise to the highest standards; promotes and shares best practice within and outside the organization.

· Able to provide information to different groups in a timely and relevant manner.

Qualifications and Experience

· At least 4 years Finance / Program Management and Awards/Grants management professional experience .

· Degree in Finance with at least CPA I or equivalent professional accounting qualification.

· Strong understanding of grants management processes in a complex organizational context within an international NGO setting.

· Good interpersonal, written and training skills.

· Excellent computer skills especially in MS Excel spread sheets and MS Word

· Some experience with computerised accounting packages will be desirable.

· Strong skills in database use and management.

· High level of integrity and ability to work as part of a professional team

· Proven ability to handle challenging workloads effectively.

· Cross-cultural experience, understanding and sensitivity;

· Willingness to travel to field locations.

· Commitment to Save the Children values.

Vacancy: Education Officer - BASF Education Project

Position Code: EDU 006 LOD

Team / Programme:Programme Development and Quality

Location: Lodwar, Turkana

Contract Duration: 1 Year

Grade: 4

Post Type: National

S/He must have experience in implementing education programs for pastoralist marginalized communities.

The individual will work closely with the County education officials by providing technical direction and support to ensure the planned project activities are achieved as per the work plan.

S/He will work closely with the Monitoring Evaluation Accountability and Learning team to ensure the program milestones are tracked appropriately.

The post holder will ensure and strengthens links between Education and existing Health and Nutrition programs in Turkana.

Scope of Role:

Reports to: Education Coordinator

Dimensions: Save the Children has been operational in Kenya since the 1950s, providing support to children through developmental and humanitarian relief programmes delivered both directly and through local partners.

Current programming focuses on child protection, child rights governance, education, health, HIV/AIDS, livelihoods, nutrition and WASH.

In 2012, as part of a global reorganization process, Save the Children combined the programmes of SC UK, SC Canada and SC Finland to create a single operation in Kenya.

In Feb 2014, we completed a second transition, which saw us join forces with the British INGO, Merlin, and merge their health and nutrition programmes with our own.

Save the Children now has an operational presence in Bungoma, Dadaab Refugee Camp, Garissa, Mandera, Turkana and Wajir and we work through partners in many other parts of the country.

We employ nearly 300 staff and will have an operating annual budget in 2015 of approximately US$20-25 million.

BASF Project: Save the Children has received funding from a German Chemical Company, BASF to implement a one year education project in Loima Sub-County, Turkana County with the overall goal of improving access to quality education for children in Turkana County.

The project will work with five public primary schools in Loima Sub-County.

Staff directly reporting to this post: None

Key Areas of Accountability:

· Work as part of a team to ensure quality programming

· Develop joint activity work plans in collaboration with the County and Sub-County education officials

· Work closely with the education authorities in planning and executing the various trainings and other planned activities.

· Travel frequently to implementation sites to liaise with Head teachers, Schools management committees, community leaders, local governments and beneficiaries to ensure continued participation and support for the project.

· Carry out regular monitoring activities and engagement with schools and communities to support project activities.

· Working with the sub-county education officials to deliver the trainings for the head teachers, Boards of Management and support the schools in developing their School Improvement Plans

· Support the education stakeholders and targeted schools by providing information related to programme processes and procedures and troubleshooting any challenges.

· Provide inputs for the development of strategic and operational plans in collaboration with Education Programme Coordinator and partner agencies.

· Ensure timely production of progress reports by collating reports of different locations/schools and consolidating into one report.

· Document programme learning and disseminate lessons learned to key stakeholders in the field and to Save the Children Management.

· Ensure field staff adherence to the child protection policy and reporting procedures.

· Undertake any other duties as assigned by the Education Coordinator or other key Management Staff.

Skills and Behaviours (our Values in Practice)

Accountability:

· Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values

Ambition:

· Sets ambitious and challenging goals for themselves (and their team), takes responsibility for their own personal development and encourages others to do the same

· Widely shares their personal vision for Save the Children, engages and motivates others

· Future orientated, thinks strategically

Collaboration:

· Builds and maintains effective relationships, with their team, colleagues, members and external partners and supporters

· Values diversity, sees it as a source of competitive strength

· Approachable, good listener, easy to talk to

Creativity:

· Develops and encourages new and innovative solutions

· Willing to take disciplined risks

Integrity:

· Honest, encourages openness and transparency

Qualifications and Experience

· Bachelor’s degree in education or its equivalent

· Minimum of three (3) year work experience in education sector

· Demonstrable ability to adapt to changing programme priorities that may arise

· Positive attitude towards community work with emphasis on the ability to learn from communities and support participatory, innovative approaches to problem solving

· Excellent communication skills and a willingness to be respectful, kind, sensitive to culture and religious beliefs.

· Ability to communicate effectively in English, Kiswahili.

· Good report writing and communication skills

· Willingness and capacity to be flexible and accommodating when faced with difficult and frustrating working conditions

· Prepared to live and work in a remote field location in a somewhat uncertain security environment

· Political and cultural sensitivity, awareness of gender issues, with qualities of patience, tact and diplomacy.

· Motivates others while identifying with Save the Children’s mission

Desirable:

· Knowledge of monitoring and evaluation activities

· Experience of solving complex issues through analysis, definition of a clear way forward and ensuring buy in.

· Commitment to Save the Children values and willingness to abide by Child Safeguarding Policy.

Vacancy:Communication for Development (C4D) Officer

Position Code: C4D 005 LOD

Team / Programme:Programme Development and Quality

Location: Lodwar, Turkana

Contract Duration: 1 year

Grade: 4

Post Type: National

Child Safeguarding: Level 3 - the responsibilities of the post may require the post holder to have regular contact with or access to children or young people

Role Purpose: The post holder will play a critical role in ensuring effective community mobilization and participation strategies in the BASF project are implemented based on Save the Children Theory of Change.

S/He will play a central role in developing and implementing appropriate communication strategies for the program while bringing together all the actors to foster common understanding of the objectives of the program.

Scope of Role:

Reports to: Education coordinator

Dimensions: Save the Children has been operational in Kenya since the 1950s, providing support to children through developmental and humanitarian relief programmes delivered both directly and through local partners.

Current programming focuses on child protection, child rights governance, education, health, HIV/AIDS, livelihoods, nutrition and WASH.

In 2012, as part of a global reorganization process, Save the Children combined the programmes of SC UK, SC Canada and SC Finland to create a single operation in Kenya.

In Feb 2014, we completed a second transition, which saw us join forces with the British INGO, Merlin, and merge their health and nutrition programmes with our own.

Save the Children now has an operational presence in Bungoma, Dadaab Refugee Camp, Garissa, Mandera, Turkana and Wajir and we work through partners in many other parts of the country.

The project will work with five public primary schools in Loima Sub-County.

Staff directly reporting to this post: None

Key Areas of Accountability:

Support to Programme Delivery

· Ensure that the community mobilisation and participation aspect of the project is implemented according to plan, including training, materials adaptation and monitoring of outcomes.

· Support in the development, management and facilitation of the communication strategy, plan of action and activities for strategic communication for Programme delivery.

· Promote and influence behaviour development/change at community/individual/household programme levels, social mobilisation and increased community participation in the project activities.

· Propose viable recommendations/cost-effective solutions on C4D strategies, approach, plans, methods and procedures in the areas of participatory communication, social mobilisation and behaviour change and on appropriate materials and media to reach target audiences.

· Identify and work with existing community structures to enhance community involvement.

· Support the development, pre-testing and production of culturally relevant communication materials to ensure effective and efficient programme delivery including facilitating behavioural change where necessary.

Partnerships for social mobilisation

· Develop partnerships with school management committees, mother to mother support groups, religious groups, women’s groups and other organised groups in the community to orient them on the programme goals and to solicit their involvement in the implementation of the programme

· Provide effective coordination and technical support to Ministry of Education Gender and Social services counterparts at the sub-county level and other partners in the development and strategic use of communication for social development.

Monitoring and evaluation

· Work with the Monitoring, Evaluation, Accountability and Learning (MEAL) team and other Education staff for monitoring and evaluation of project activities especially the communication pieces of work within the project, including preparation of monitoring reports, documents and lessons learned.

· With the support of accountability focal person, supports the implementation of an accountability mechanism for Programme beneficiaries and partners.

· Carry out regular field monitoring of programme

· Participate in milestone meetings for monitoring of the progress of the programme such as mid-term reviews, strategy meetings, previews and reviews and annual reviews.

· Ensures exchange and sharing of experience, lessons learned, best practices, and new methods to government officials, programme staff, and other SCI partners as well as within the organisation

Skills and Behaviours (our Values in Practice)

Accountability:

· Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values

Ambition:

· Sets ambitious and challenging goals for themselves (and their team), takes responsibility for their own personal development and encourages others to do the same

· Widely shares their personal vision for Save the Children, engages and motivates others

· Future orientated, thinks strategically

Collaboration:

· Builds and maintains effective relationships, with their team, colleagues, members and external partners and supporters

· Values diversity, sees it as a source of competitive strength

· Approachable, good listener, easy to talk to

Creativity:

· Develops and encourages new and innovative solutions

· Willing to take disciplined risks

Integrity:

· Honest, encourages openness and transparency

Qualifications and Experience

· University degree in the social/behavioural sciences, (Sociology, Anthropology, Psychology, Education) with emphasis on strategic communication planning for behaviour development, social mobilization, participatory communication, and research.

· Minimum 3 years of relevant professional work experience in the development, planning and management of social development programmes with practical experience in the adaptation and application of communication planning processes to specific programmes.

· Demonstrable commitment to Education and development and to the right of the poorest to quality Education services.

· Demonstrated experience of developing communication materials and carrying out social mobilization

· Effective working relationships with senior stakeholders from government agencies, international organisations, donors, academics and opinion-leaders, including successful advocacy and influencing.

· Experience in community mobilisation and child participation within a post emergency context.

· Demonstrated effectiveness in behaviour change communication.

· Successful use of media and other communication strategies for social development.

· Excellent communication skills, including fluency in written and spoken English and strong inter-personal and advisory skills.

How to Apply

Interested candidates are required to submit a CV and mandatory Cover letter to Kenya.jobapplications@savethechildren.org indicating the Position Code on the subject line by 31st March 2015.

Due to the urgency of these positions, applications will be reviewed as when we receive them.

Only shortlisted candidates will be contacted.