NGO Jobs in Nairobi, Kenya - Evidence Action

Position: Senior Associate, Procurement and Supply Chain - Africa Region

Start date: October 1, 2015

Reporting to: Director, Finance and Administration - Africa Region

Location: Nairobi, Kenya

A. About Evidence Action

Evidence Action is assuming management and growth responsibility for two programs tested and incubated at Innovations for Poverty Action that are currently making a difference in the lives of millions of people in Africa and Asia: the Deworm the World Initiative (DTW) and Dispensers for Safe Water Initiative (DSW). 

Evidence Action scales proven development interventions and crafts resilient business models for long run success.

Dispensers for Safe Water: Each year, over 1.8 million children under the age of five die from diarrhea, a leading cause of which is unsafe drinking water. 

DSW is an entrepreneurial team tasked with scaling the Chlorine Dispenser System (CDS) – a proven innovation for dramatically expanding access to water treatment at extremely low cost.

DSW’s work is growing rapidly – we currently serve over 1 million people in Kenya, our primary country of operations, and plan to reach 25 million in the next 5 years. Our program has ambitious plans to expand in 2-3 countries in the coming 2 years.

Our work is based on strong proof of Chlorine Dispenser impact – a randomized controlled trial in Western Kenya demonstrated a six-fold increase in the number of households treating their water with chlorine.

Such a dramatic expansion in safe water usage will prevent over 1.4 million cases of diarrhea and 1,300 child deaths each year once we reach our Kenya target of 5 million people served.

Deworm the World Initiative: The Deworm the World Initiative (DtWi) actively supports the scale-up of school-based deworming programs worldwide to improve children’s health, education, and long-term development.

B. About the job
The Senior Associate Procurement and Supply Chain, Africa region will be a key member of the Engineering, Supply and Innovations team, providing strategic oversight and planning of the dispenser hardware supply chain. They will be one of two key staff on the Manufacture, Maintenance and Supply Team.

This team focuses on delivering and optimizing current hardware-related operations. They must ensure all custom products for Program delivery are available in the most cost-effective way to programs in a timely manner. 

They will be focused in ensuring the lifetime cost of a product is minimized and that the supply chains are well-designed and cost-effective.

The Senior Associate: Supply Chain will ensure hardware is imported, assembled, and shipped to our field programs in the most cost-effective manner. 

Their time will be shared equally between imports, exports, and domestic logistics, with a particular focus on finding cost-savings in our supply chain. The initial focus will be on cutting costs in our international imports, as this has the biggest opportunity for cost savings. 

As our international programs grow, there will be an increasing need to coordinate export logistics, examine new supply chain structures, cost out different regional manufacturing options, and be a client-serving face to the overall order process.

C. Description of duties

1. Import and international suppliers:

• Identify and negotiate with international suppliers to ensure transparent and cost-effective sourcing
• Through understanding of shipping options, and the implications on tax, transit times, and overall risk
• Developing order plans to ensure time and cost-effectiveness of orders
• A thorough understanding of Incoterms governing international business
• A thorough understanding of import and export documentation and procedure thereof
• Ensure Adherence to donor regulations, including but not limited to USAID in international sourcing.

2. Supply chain strategy:

• Using our growth plans, map out options for regional and global manufacturing hubs
• Develop optimal dispenser hardware and chlorine resupply models and ensure no stock outs or overstocking
• Map out current supply chain and identify key areas for improvement
• Oversee the development and management of an elaborate, real time supply chain system that will link all field stores as well as the central warehouse in Nairobi. 

3. Client Serving Order Lead:

• Be the point person for all programs to order and manage dispenser hardware orders
• Work with program leads to come up with detailed projections of supply needs based on updated project work plans hence determine supply needs that will facilitate development of procurement plans.

4. Standards and Registration Lead:

• Work with KEBS to standardize necessary components and have products registered
• Work with the authorities in Uganda, Malawi and possible expansion countries to have Evidence Action products registered and issued with the relevant standardization certificates.
• Ensure that Evidence Action suppliers for parts meet required quality and industry standards and have the requisite certifications. 

Supply Chain Management
 

Workshop facility maintenance:

• Safeguarding Evidence Action Warehouses and stores by ensuring proper security measures are in place against all known and perceived treats.
• Ensure that all warehouse utilities are paid on time and there is uninterrupted supply

Workshop inventory Management and Accounting

• Receipt, storage and dispatch of store items from Evidence Action warehouse(s)
• Ensure proper records are kept on all warehouse transaction including but not limited to: Receipt of store items, Issues, Assemblies and incident logs at the warehouse
• Billing of all receipts to the warehouse, and issues tot the relevant billing codes.
• Conduct routine stock counts and reconciliation of actual balances to stores records at the main warehouse and regional stores and warehouses
• Prepare items for dispatch including sorting, packaging and coordinate shipping of goods dispatched from the warehouse to destination and ensure GRN are filled at destination

Logistics Coordination

• Compile projections for quarterly chlorine refills as per program needs and ensure timely shipment to DSW field offices in Kenya and Uganda
• Compile projections for chlorine dispenser hardware needs, coordinate timely import and procurement of components
• Coordinate timely fulfilling and shipment of assembled parts to DSW field offices based on orders from program team

Procurement and vendor management

• Oversee both local and international procurements and managing the entire procurement cycle, including but not limited to sourcing for bids, analysis, issue of Purchase orders, expediting orders, receipt of orders, inspection, verification of invoices and processing of payments.
• Develop procurement plans for Evidence Action and oversee implementation
• Develop and maintain an elaborate record management plan for Evidence Action procurement department in the Africa region with the aim of ensuring all transactions are properly documented.
• Preparation of vendor contracts, amendments to existing contracts and other contract management requirements.
• Negotiation with vendors and performance appraisal.
• Initiate and manage prequalification of suppliers and tender processes
• Draft and revise procurement forms under the guidance of Director of Finance and Admin Africa region
• Ensure the procurement policy is adhered to for all purchases at Evidence Action and liaise with (DFAAR) for any revisions and updates needed.
• Preparation and publication of tender documents as well as co-ordination of evaluation, procurement and evaluation committees
• Creation and maintenance of preferred supplier list with the help of DFAAR.
• Ensure all donor regulations are met for all purchases including processing of tax exemption for USAID funded purchases
• Verification of invoices and processing payments
• Tracking of common costs and ensure they are appropriately reallocated to projects
• Compile reports and run official errands as requested by supervisor
• Managing Inventory and Property registers for the organization as will be delegated by supervising officer including
• Taking up insurance covers for inventory and property

D. Key Attributes

• Strong team leadership skills
• Ability to work in a multicultural environment
• Keen planner- be prepared to show evidence of effective planning and strategic thinking
• Independent, proactive and willing to take initiative
• Strong attention to detail
• Enthusiastic to take on a role with significant responsibility while developing personally and professionally
• Self-motivated and ability to inspire self as well as the team
• Interested in a work environment that is flexible, creative, constantly changing and willing to insubordinate individual interests to further Evidence Action objectives
• Demonstration of a positive attitude, enthusiasm and commitment in the discharge supply and logistics duties
• Demonstrate a thorough understanding administration of donor funded procurement rules and regulations, especially USAID rules and regulations.

E. Desired Qualifications:

• At least 5 years experience managing complicated supply chains- particularly between China, USA, Malawi and East Africa
• Bachelor’s degree in logistics, supply chain, or similar field. Significant experience is more important than the correct degree.
• Knowledge of USAID rules and regulations
• A strong understanding of the Public procurement Act (2005) laws of Kenya

How to Apply

CLICK HERE to apply online

Position: Associate, Field Operations
 
Start date: As soon as possible

Reporting to: Deputy Director Evidence Action Beta

Location: Nairobi - Kenya 

A. About Evidence Action

Evidence Action scales proven interventions that improve the lives of millions. We implement cost - effective interventions whose efficacy is backed by substantial rigorous evidence. 

Evidence Action identifies innovative, appropriate financing mechanisms and builds best practice operational models. 

We voraciously self-evaluate, learn, and improve our models for scaling with a commitment to transparency on progress, impact, and value for money.

Our current flagship programs include:

• Dispensers for Safe Water is an entrepreneurial program scaling the chlorine dispenser system – a proven innovation that dramatically expands access to water treatment at an extremely low cost.
• Deworm the World Initiative actively supports the scale-up of school-based deworming programs worldwide to improve children’s health, education, and long-term development.

B. About G-United:

G-United is a national volunteer program initiated by the Presidency, led and implemented by the Ministry of Education, Science and Technology and supported by Evidence Action. 

The program aims to promote national cohesion, improve educational outcomes for children in over 15,000 primary schools across the country, and create enriching opportunities for over 30,000 unemployed Kenyan youth. 

Under this selective and prestigious program, the government recruits recent university graduates to serve as volunteers in primary schools, where they support remedial education and serve as ‘education ambassadors’ in the surrounding community. 

Volunteers receive training, a small stipend to cover living expenses, and career development opportunities as a part of the experience. 

This evidence-based program is modelled on effective government-run programs that have successfully achieved impact at scale in South Asia and West Africa. 

Since its Launch by H.E the President and the H.E the Deputy President in September 2014, the G-United Programme continues to show promise as a groundbreaking and successful national programme.  

The volunteers are providing exceptional service in schools and communities and are having a life-changing and inspiring experience that will shape their futures. 

The Programs’ first cohort of Volunteers is scheduled to attend a career fair in September 2015 as they successfully winds up their one year of service in the Counties.

C. About the job

The Field Operations Associate will oversee field operations for the programme in the counties ensuring that county coordinators are enabled to do their work with the highest level of quality. 

This includes supervising the county coordinators, setting the vision, direction and managing county coordinators towards intended outcomes. 

The field Associate will also ensure that county coordinators are achieving their set goals and objectives. 

In addition, he will also communicate programmatic changes and improvements in a timely and efficient manner to the County Coordinators. 

The Field Operations will also be responsible for hiring and ensuring field staff retention through maintaining a high level of team motivation, professional growth and development. 

The Field Operations Associate will report to the Programme Manager.

D. Description of duties
G-United field team well managed and achieving their goals

• Conduct hiring for the team of county coordinators and manage the hiring process for the county coordinators.
• Develop a manual and conduct a training session for field staff on their roles and responsibilities.
• Set vision and direction and manage county coordinators towards intended outcomes.
• Build and maintain an outcome oriented, cohesive, happy, and effective team culture that is integrated with other functional teams in the organization and improves their operations and outcomes.
• Maintain a high level of motivation among team members and ensure team retention.
• Conduct ongoing management, monitoring and training for field team members.

Cost effective and timely field-based Implementation delivered.

• Communicate regularly with county coordinators about safety, rules and regulations and any other important areas that may arise.
• Support the county coordinators to conduct activities to maintain a high level of volunteer motivation, foster a supportive network among volunteers in the field, and ensure that volunteers continue to improve their content knowledge.
• Ensure that the coordinators effectively enables teachers, local government officials and county officials to achieve their goals by conducting training sessions and sensitization meetings.
• Supervise and ensure that county coordinators effectively enables volunteers to achieve their goals.
• Support county coordinators in making efficient and cost effective logistical arrangements for the various programme activities; these may include recruitment and selection, county activation, career fair, monitoring, graduation etc.
• Support field based communications with volunteers and their transition into and out of the programme
• Develop Work schedules for county coordinators and ensure they are allocating their time well.
• Develop tools to track the daily operations and monitor the field activities of county coordinators and ensure efficient and cost effective field work is carried out.
• Maintain and track G-United program inventory of equipment, supplies and resources across stakeholders such as laptops, netbooks, tablets, modems etc.

Field operations system tools built and processes well documented

• Document program processes and procedures at the county level e.g. Recruitment and selection, county activation, career fair, monitoring etc.
• Ensure compliance with the procedures and quality standards during the program implementation process.
• Generate reports on the programme delivery at County level.
• Monitor financial expenditure and prepare financial reports as it relates to field activities and ensure appropriate spending.
• Share information collected from volunteers, homestays, communities and the County Governments on Programme delivery, Successes, challenges and any other feedback.
• Work with other team members to design a comprehensive scale-up strategy for the field team including optimal scale and 4-year growth trajectory.

E. Qualifications, Experience and Skills

• Minimum qualification of a bachelor’s degree in Development studies, Social Work, Project Management or any relevant field from a recognized university.
• 2-3 Years work experience in a high-performing work environment.
• Proven record of achieving ambitious results, individually, and as part of a team.
• Proven experience in field team management before
• Excellent planning, operational and logistics skills
• Strong consensus building, conflict management, and negotiation skills
• Excellent communication and interpersonal skills
• Proven experience with budgeting and handling financing
• Superb organization and detail-orientation skills
• Ability to thrive in a goal-oriented, fast-paced, and entrepreneurial environment, including the ability to be flexible in project execution.
• Willingness to travel to remote locations in Kenya

How to Apply

CLICK HERE to apply online

Deadline to Apply: On a rolling basis