Save the Children East Africa
Regional Office (EARO) is looking to recruit for the following position:
Job Title: Specialized Support Coordinator
Team / Programme: Regional Support Services Team
Location: East
Africa Regional Office - Nairobi
Grade: 3
Contract
Duration: Fixed Term
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
About us: For over 90 years, Save the Children has been
making a difference in children's lives in more than 120 countries.
We are the world's largest
independent child rights organisation, underpinned by a vision in a world in
which every child attains the right to survival, protection, development and
participation.
Our mission to inspire breakthroughs
in the way the world treats children, and to achieve immediate and lasting
change in their lives.
Save the Children is an organization for talented people with different backgrounds and perspectives.
We are proud that our people are
representative of the children we work with and we thrive on our
diversity.
We are an equal opportunity
organisation dedicated to our core values of Accountability, Ambition,
Collaboration. Creativity and Integrity.
Our culture is embedded in these
values, along with a strong commitment to our Child Safeguarding Protocol,
ensuring that all representatives of Save the Children demonstrate the highest
standards of behaviour towards children both in their private and professional
lives.
The East African Regional Office is
responsible for 7 countries in East Africa, including Kenya, Somalia, Uganda,
Rwanda, Sudan, South Sudan and Ethiopia, with a current staff complement of
approximately 3500 staff, and current expenditure of approximately $200 million
each year.
Role Purpose: As
a key member of the Regional Office’s Support Services team you will be the
trusted partner of the Support Services Manager on matters where specialized
support is required.
You will be responsible to organize
regional, pan-African and international conferences, workshops and trainings on
behalf of Save the Children.
Additionally you will be responsible
as the focal person for all RO based Technical Advisers to coordinate and
facilitate their support needs, from onboarding to close of contract.
Your role is also mandated to ensure
service provision to visitors from abroad.
Although this role primarily focusses on the Regional Office, support to regional and pan-African teams is expected. Limited travel will be expected.
Scope of Role:
Reports to: Regional Support Services Manager
Dimensions: Save
the Children works in 7 countries in East Africa (Kenya, Somalia, Uganda,
Rwanda, Sudan, South Sudan and Ethiopia) with a current staff complement of
approximately 3500 staff and current expenditure of approximately $200 million
each year
Staff directly reporting to this
post: (1) Administration Assistant
Key Areas of Accountability:
- Comprehensive Events management from
conception to completion
- Life-cycle Support to Technical Advisors
- Specialized Support to Regional & Multi-Country
Program unit and/or Regional Response teams
Key Duties:
1. Events management
- Develop; coordinate and ensure quality
procedures and standards regarding events management
- Directly oversee the coordination of events
from conception to effective close-out including flights, hotel
accommodation and transportation coordination and effective registration
of participants during events.
- Support and build capacity of other
administrative teams to coordinate and host events
- Delivering events on time, within budget, that
meet (and hopefully exceed) expectations.
- Setting, communicating and maintaining
timelines and priorities for every event
- Communicating, maintaining and developing
relationships with program partners
- Managing supplier relationships
- Responsible for coordinating Visa applications
for participants during international events.
- Managing supplier relationships
- Post-event evaluation (including data entry
and analysis and producing reports for event stakeholders).
- Prepare and update costs analyses for all
parties planning events and meetings
2. Support to Technical Advisers
- Focal person to ensure incoming Technical
Advisers (TA) have access to information and sign on to legal relationship
with Save the Children International’s EA regional office
- Liaise with member parties and TA; and
coordinate the onboarding of TA, including information sharing;
reconnaissance visits and ensuring access to all services
- Facilitate with all departments for induction
of TA ; desk space; and other onboarding requirements
- Oversee TA master contact list and
communications protocols as it relates to TA
- Support meetings and learning events as per
specific requests
- Managing database of temporary housing
3. Specialized support to other units
based at EARO
- Provide support to Humanitarian teams when
hosted at EARO
- Provide specialized support to RMCPU by
providing oversight and capacity support to their events officer
- Provide guidance on travel policies and
procedures to all
- Provide support to temporary placements (and
visitors) at EARO
- Manage visitor roster of R&R personnel
from countries in region
- Line Manage Admin Assistant for Specialized
services
4. Events management
- Develop; coordinate and ensure quality
procedures and standards regarding events management
- Directly oversee the coordination of events
from conception to effective close-out
- Support and build capacity of other
administrative teams to coordinate and host events
- Delivering events on time, within budget, that
meet (and hopefully exceed) expectations.
- Setting, communicating and maintaining
timelines and priorities for every event
- Communicating, maintaining and developing
relationships with program partners
- Managing supplier relationships
- Post-event evaluation (including data entry
and analysis and producing reports for event stakeholders).
- Prepare and update costs analyses for all
parties planning events and meetings
5. Support to Technical Advisers
- Focal person to ensure incoming Technical
Advisers (TA) have access to information and sign on to legal relationship
with Save the Children International’s EA regional office
- Liaise with member parties and TA; and
coordinate the onboarding of TA, including information sharing;
reconnaissance visits and ensuring access to all services
- Facilitate with all departments for induction
of TA ; desk space; and other onboarding requirements
- Oversee TA master contact list and
communications protocols as it relates to TA
- Support meetings and learning events as per
specific requests
- Managing database of temporary housing
6. Specialized support to other units
based at EARO
- Provide support to Humanitarian teams when
hosted at EARO
- Provide specialized support to RMCPU by
providing oversight and capacity support to their events officer
- Provide guidance on travel policies and
procedures to all
- Provide support to temporary placements (and
visitors) at EARO
- Manage visitor roster of R&R personnel
from countries in region
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
- 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 development to improve
performance and applying appropriate consequences when results are not
achieved
- Creates a managerial environment to lead,
enable and maintain our culture of child safeguarding
Ambition:
- Sets ambitious and challenging goals for
themselves and their team, takes responsibility for their own personal
development and encourages their team to do the same
- Future orientated, thinks strategically and on
a global scale
Collaboration:
- Approachable, good listener, easy to talk to;
builds and maintains effective relationships with colleagues, Members and
external partners and supporters
- Values diversity and different people’s
perspectives, able to work cross-culturally.
Creativity:
- Develops and encourages new and innovative
solutions
- Cuts away bureaucracy and encourages an
entrepreneurial approach
Integrity:
- honest, encourages openness and transparency,
builds trust and confidence
- displays consistent excellent judgement
Qualifications and Experience
- Bachelors Degree in Business Administration;
Management or related field is required;
- At least 7 years of relevant experience
- Experience working with an International
Non-Governmental Organization with Regional exposure is desirable
- Strong management, analytical and judgement
skills.
- Demonstrated ability to work in multi-cultural
situations using a collaborative approach
- Proven ability to handle challenging work load
with competing priorities
- Cross-cultural experience, understanding and
sensitivity;Commitment to and understanding of Save the Children’s aims,
values and principles..
Job Title: Regional Human Resources & Legal Coordinator
Team / Programme: Regional Support Services Team
Location: East
Africa Regional Office - Nairobi
Grade: 3
Contract
Duration: Fixed
Term
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
About us: For over 90 years, Save the Children has been
making a difference in children's lives in more than 120 countries.
We are the world's largest
independent child rights organisation, underpinned by a vision in a world in
which every child attains the right to survival, protection, development and
participation.
Our mission to inspire breakthroughs
in the way the world treats children, and to achieve immediate and lasting
change in their lives.
Save the Children is an organization for talented people with different backgrounds and perspectives.
We are proud that our people are
representative of the children we work with and we thrive on our
diversity.
diversity.
We are an equal opportunity
organisation dedicated to our core values of Accountability,
Ambition, Collaboration. Creativity and Integrity.
Ambition, Collaboration. Creativity and Integrity.
Our culture is embedded in these
values, along with a strong commitment to our Child Safeguarding Protocol,
ensuring that all representatives of Save the Children demonstrate the highest
standards of behaviour towards children both in their private and professional
lives.
The East African Regional Office is
responsible for 7 countries in East Africa, including Kenya, Somalia, Uganda,
Rwanda, Sudan, South Sudan and Ethiopia, with a current staff complement of
approximately 3500 staff, and current expenditure of approximately $200 million
each year.
Role Purpose: As
a key member of the Regional Support Services team, this role will provide
effective and efficient Human Resource Management and Legal support services to
EARO in line with SCI’s human resource people strategy, policy and procedures
and in compliance with legal and organization good practice.
Scope of Role:
Reports to: Regional Support Services Manager
Dimensions: Save the Children works in 8 countries in East
Africa (Kenya, Somalia, Uganda, Rwanda, Sudan, South Sudan, Tanzania and
Ethiopia) with a current staff complement of approximately 3500 staff and
current expenditure of approximately $200 million each year
Staff directly reporting to this post: Two (2) Liaison Officer & HR Assistant
Key Areas of Accountability:
Responsibility for core HR functions
in Regional Office
- Work with the Regional Office Support Services
Manager in HR planning i.e. forecasting staffing needs and recommending
staffing structures required for EARO to be efficient.
- Support recruiting managers with recruitment
processes in the Regional Office by posting advertisements, liaising with
candidates, setting up interviews, following through with references and
other checks etc
- Lead the induction and on boarding of all new
employees, consultants and visitors to EARO.
- Implement and support training and development
initiatives for regional office staff
- Maintain up to date personnel records for
national staff in the regional office including leave tracking.
- Serves as the HRIS focal person ensuring up to
date records are maintained on Effective Staff.
- Provide technical support on HR issues to the
SMT in EARO.
- Represent SCI EARO in HR forums.
Administration of Compensation and
Benefits
- Evaluate new national positions within the
regional office and determine appropriate grade level.
- Participate in development of salary scales
and analysis of salary surveys.
- Formulating and implementing employee benefits
scheme as well as periodically reviewing this to bring in best practice.
- Provide the required HR information to budget
holders to assist in preparation of annual HR budget for
salaries/benefits.
- Responsible for staff insurances (Health,
WIBA/GPA, GLA). Participate in the selection process, receiving and giving
feedback on performance of selected providers on behalf of staff.
- Process the EARO payroll with support from
Finance.
Administration of Performance
Management Systems
- Coordinate the administration of the annual
performance management process for the Regional Office.
- Analyse and work with line managers on staff
development plans, matching this with available opportunities.
- Provide training and advice to managers on
performance management.
Legal & Compliance
- Serve as the point person with SCI legal
counsel on all HR related matters
- Work with managers to ensure EARO upholds SCI
HR minimum standards and complies with local labor laws, providing advice
on existing and new statutory requirements.
- Oversee engagement of SCI with governmental
bodies i.e. Immigration department, Ministry of Labor, NGO Registration
board and embassies.
- Responsible for ensuring that all SCI National
Staff records with statutory bodies and Pension providers are up to date;
conducting periodic reconciliations with the statutory bodies.
- Support and ensure all non-Kenyan staffs have
relevant visas and work permits in compliance with immigration procedures;
Maintain up to date work-permit records for International staff and TAs in
the regional office including Work-permit applications tracking.
- Work with Administration department to ensure
appropriated health and safety standards are met.
- Provide legal guidance and advise to line
managers on matters related to employment
- Liaise with SCI Centre and ensure overall
awareness and roll-out of all new legally binding policies and procedures
- Support implementation and monitor compliance
to HR policies and procedures
- Ensure all staff are inducted and comply with
the SCI’s policies on Fraud, Security, Child Safeguarding and other
relevant policies
- Act as the Child safeguarding focal point for
EARO.
- Any other duty within the scope of the role as
directed by the line manager.
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
- 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 development to improve
performance and applying appropriate consequences when results are not
achieved
- Creates a managerial environment to lead,
enable and maintain our culture of child safeguarding
Ambition:
- Sets ambitious and challenging goals for
themselves and their team, takes responsibility for their own personal
development and encourages their team to do the same
- Future orientated, thinks strategically and on
a global scale
Collaboration:
- Approachable, good listener, easy to talk to;
builds and maintains effective relationships with colleagues, Members and
external partners and supporters
- Values diversity and different people’s
perspectives, able to work cross-culturally.
Creativity:
- Develops and encourages new and innovative
solutions
- Cuts away bureaucracy and encourages an
entrepreneurial approach
Integrity:
- honest, encourages openness and transparency,
builds trust and confidence
- displays consistent excellent judgement
Qualifications and Experience
- Bachelors Degree in Human Resource Management,
Business Administration or similar
- Minimum three years of relevant experience in
general HR management with proven technical skills in the HR management.
- Strong management, analytical and judgement
skills.
- Demonstrated ability to work in multi-cultural
situations using a collaborative approach
- Appropriate experience in delivering
trainings.
- Proven ability to handle challenging work load
with competing priorities
- Cross-cultural experience, understanding and
sensitivity;
- Excellent interpersonal and written and oral
communication skills; in order to establish effective relationships with
internal and external audiences.
- Computer literate, with high degree of
proficiency and productivity; Experience working with HR information
systems an added advantage.
- Commitment to and understanding of Save the
Children’s aims, values and principles.
Job Title: Administration Assistant (Procurement)
Team / Programme: Regional Office Support Services
Location: East Africa Regional Office - Nairobi
Grade: 5
Type of Contract: 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
About us: For over 90 years, Save the Children has been
making a difference in children's lives in more than 120 countries.
We are the world's largest
independent child rights organisation, underpinned by a vision in a world in
which every child attains the right to survival, protection, development and
participation.
Our mission to
inspire breakthroughs in the way the world treats children, and to achieve
immediate and lasting change in their lives.
Save the Children is an organization for talented people with different backgrounds and perspectives.
We are proud that our people are
representative of the children we work with and we thrive on our
diversity.
diversity.
We are an equal opportunity
organisation dedicated to our core values of Accountability,
Ambition, Collaboration. Creativity and Integrity.
Ambition, Collaboration. Creativity and Integrity.
Our culture is embedded in these
values, along with a strong commitment to our Child Safeguarding Protocol,
ensuring that all representatives of Save the Children demonstrate the highest
standards of behaviour towards children both in their private and professional
lives.
The East African Regional Office is
responsible for 7 countries in East Africa, including Kenya, Somalia, Uganda,
Rwanda, Sudan, South Sudan and Ethiopia, with a current staff complement of
approximately 3500 staff, and current expenditure of approximately $200 million
each year.
Role Purpose: The
Admin team is a part of Save the Children’s East Africa Regional Office.
The Admin Assistant (Procurement) will
provide support to the Regional Office Admin Coordinator and other members of
the Regional Office Support Services Team.
Scope of Role:
Reports to: Admin Coordinator
Dimensions: Save the Children East Africa works in 7 countries
in East Africa (Kenya, Somalia, Uganda, Rwanda, Sudan, South Sudan, Ethiopia)
with a current staff complement of approximately 3500 staff and current
expenditure of approximately $200 million each year.
Staff directly reporting to this post: None
Key Areas of Accountability:
- Assist in the procurement functions of the
Regional Office.
- Assist in updating the procurement tracker on
a weekly basis.
- Assist in receiving deliveries of goods from
the supplier and doing relevant inspection.
- Assist in preparing LPOs’ and sending to
suppliers
- Receiving and confirmation of all supplier
invoices and attaching supporting documentation for onward payment
processing.
- Assist the Admin Coordinator in ensuring that
filing functions of the RO Admin team is done in an accurate and timely
manner.
- Filing of all general correspondences.
- Filing of procurement related documents.
- Ensure electronic filing system is being
implemented
- Assist with general office administration
- Assist in facility management by handling the
maintenance requests and maintaining facilities checklist
- Responsible for supporting the office
attendant in managing the issuance of office stationery and general office
supplies; maintaining notice boards and communication material
disbursement
- Ensuring that all stock sheets are updated on
a weekly basis and proper records of this are in place
- Perform any other related tasks as may be
assigned.
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
- 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 development to improve
performance and applying appropriate consequences when results are not
achieved.
- Creates a managerial environment to lead,
enable and maintain our culture of child safeguarding
Ambition:
- Sets ambitious and challenging goals for
themselves and their team, takes responsibility for their own personal
development and encourages their team to do the same
- Future orientated, thinks strategically and on
a global scale
Collaboration:
- Approachable, good listener, easy to talk to;
builds and maintains effective relationships with colleagues, Members and
external partners and supporters
- Values diversity and different people’s
perspectives, able to work cross-culturally.
Creativity:
- Develops and encourages new and innovative
solutions
- Cuts away bureaucracy and encourages an
entrepreneurial approach
Integrity:
- Honest, encourages openness and transparency,
builds trust and confidence
- Displays consistent excellent judgement
Qualifications and Experience
- Degree in Business Administration or
equivalent
- Excellent computer skills especially in MS
Excel spread sheets and MS Word
- High level of integrity and ability to work as
part of a professional team
- Excellent communication skills
- Proven ability to handle challenging workload
- Cross-cultural experience, understanding and
sensitivity;
- Excellent interpersonal and written and oral
communication skills;
- Commitment to Save the Children values.
Job Title: Finance Control Assistant
Team / Programme: Regional
Office Support Services
Location: East Africa Regional
Office: Nairobi
Grade: 5
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
About us: For over 90 years, Save the Children has been
making a difference in children's lives in more than 120 countries.
We are the world's largest
independent child rights organisation, underpinned by a vision in a world in
which every child attains the right to survival, protection, development and
participation.
Our mission to inspire breakthroughs
in the way the world treats children, and to achieve immediate and lasting
change in their lives.
Save the Children is an organization for talented people with different backgrounds and perspectives.
We are proud that our people are
representative of the children we work with and we thrive on our
diversity.
diversity.
We are an equal opportunity
organisation dedicated to our core values of Accountability,
Ambition, Collaboration. Creativity and Integrity.
Ambition, Collaboration. Creativity and Integrity.
Our culture is embedded in these
values, along with a strong commitment to our Child Safeguarding Protocol,
ensuring that all representatives of Save the Children demonstrate the highest
standards of behaviour towards children both in their private and professional
lives.
The East African Regional Office is
responsible for 7 countries in East Africa, including Kenya, Somalia, Uganda,
Rwanda, Sudan, South Sudan and Ethiopia, with a current staff complement of
approximately 3500 staff, and current expenditure of approximately $200 million
each year.
Role Purpose: As part of the regional office support services
team you will be responsible supporting effective Finance Administration of the
East Africa Regional Office.
The Finance Control Assistant will
support EARO Finance Administrative processes including, but not limited to
Procurement, Assets and Supplies management, Invoice tracking, Accounting
reconciliations and other Finance Administrative duties services required,
according to SCI guidelines.
The Finance Control Assistant will
effectively interact with diverse staff, engage as a member of a team, accept
feedback, troubleshoot questions or problems and seek help, supervision and
support as needed.
The post holder works closely with
administration, logistics and finance colleagues.
Scope of Role:
Reports to: Finance
Coordinator
Regional Dimensions: The East Africa Regional Office supports over
seventy SCI and Save the Children member staff as well a regional programmes
unit and regional procurement unit.
The support services team provided
finance, HR, Administration and IT services to the office.
Staff directly reporting to this post: No
Key Areas of Accountability:
Administrative Duties
- Follows up to ensure that the Procurement
trackers are updated on a monthly basis. Verifies the accuracy and
correctness of the Procurement tracker, even for purposes of accruals;
Follows up on long outstanding items in the Procurement trackers.
- Assists with Asset Inventory Management;
Reconciles Agresso Asset Account report with the Asset Register in
ensuring accuracy and timely updating of the Asset Inventory.
- Receives and Registers Invoices and Tracks the
invoices to ensure timely payments are done.
- Maintains and updates payment calendar of
International Staff Benefits, following up with respective staff to ensure
timely and correct payments are made.
- Performs Monthly Vendor Reconciliations.
- Prepares Administrative Invoice
Authorizations, collaborates with administration and logistics to ensure
the highest standard of supporting documentation and proper coding of
expenditures.
Finance Duties
- Receives Invoice Authorizations from other
departments and verifies for accuracy and proper authorization before
submitting for payment.
- Assist in Preparation of Payment Vouchers and
General Journal Vouchers for authorization and payment.
- Ensures proper support documentation, coding
and authorizations before submitting for payment.
- Assist in Preparation of the General Ledger
and Cash Offline Spreadsheets (GLACOS), ensuring accuracy in charge codes.
- Assists with Reconciliations – Bank, Single
Account and Payroll reconciliations.
- Assist the Finance Department with any other
tasks reasonably required.
Skills and Behaviours (our Values in
Practice)
Accountability:
- holds self-accountable for making decisions,
managing resources efficiently, and achieving and role modelling Save the
Children 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 development to improve
performance and applying appropriate consequences when results are not
achieved
Ambition:
- sets ambitious and challenging goals for
themselves and their team, takes responsibility for their own personal
development and encourages their team to do the same
- widely shares their personal vision for Save
the Children, engages and motivates others
- future orientated, thinks strategically and on
a global scale
Collaboration:
- builds and maintains effective relationships,
with their team, colleagues, members, 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
- Undergraduate degree in Administration/finance
or equivalent.
- 2 years of work experience working in
Admin/accounting role.
- Computer fluency; highly competent using
Microsoft Excel.
- Familiarity with computerised accounting
systems and payroll software
- Proven ability to prioritise in order to meet
deadlines.
- The highest level of integrity and commitment
to preventing corruption.
- Interpersonal skills and ability to interact
with all departments
Please send a copy of your CV with a
cover letter to EA.recruitment@savethechildren.org
Application closes 1st June 2015 at 5:00pm.
We work with children, communities and governments all over the world and we believe in the right person for the job regardless of where you come from and how you identify yourself.
We need to keep children safe so our
selection process reflects our commitment to ensuring that only those who are
suitable to work with children are considered for these posts.
All successful applicants will
therefore be required to complete a Police Check and must sign onto our Child
Safeguarding Policy and organizational Code of Conduct.