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.
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.
Save the Children Eastern and Southern Africa Regional Office is looking to recruit for a position of Regional Office Procurement Officer
Job Title: Regional Office Procurement Officer
Save the Children Eastern and Southern Africa Regional Office is looking to recruit for a position of Regional Office Procurement Officer
Job Title: Regional Office Procurement Officer
Team / Programme: Support Services Team
Location: East & Southern Africa Regional Office -
Nairobi
Grade: TBC Type of Contract: 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
Role Purpose: As a key member of the Regional Office Support
Services team you will be the trusted partner of the Head of Support Services
and immediate team on all Procurement matters.
You will ensure efficient procurement
and facilities management operations and procedures at the Regional Office in
order to ensure organizational effectiveness and efficiency.
This will include management of SCI’s
Procurement & Logisitics / systems development, implementation &
review, maintenance & management, procurement, facilities, asset and
supplier management, vendor communication & liaison, and other logistical
support activities at the regional office level.
This role will primarily focus on support to the East & Southern Africa Regional office.
Scope of Role
Reports to: Head of Support Services
Dimensions: Save the Children works in 12 countries in
East Southern Africa (Kenya, Somalia, Uganda, Rwanda, Sudan, South Sudan,
Tanzania, Zambia, Zimbabwe, Mozambique, Malawi and Ethiopia) with a current
staff complement of approximately 3500 staff and current expenditure of
approximately $290 million each year
The East & Southern Africa
Regional office currently hosts slightly over 100 personnel. This role focuses
on procurement support for the ESARO regional office.
Staff directly reporting to this
post: Administrative Assistant -
Procurement (Office Attendant reports to Administrative Assistant -
Procurement)
Key Areas of Accountability:
Core Procurement Functions at the
East & Southern Africa Regional Office
·
Management of Procurement function to
ensure peak performance that includes high ethical standards; excellent team
work and overall efficiency in line with SCI procurement policies, processes
and quality standards.
·
Assist in development and management
of quality implementation of procurement and facilities management policies and
procedures that comply with SCI standards and quality framework.
·
Deliver on ESARO regional office’s
procurement requests, combining use of ad-hoc procurement, approved suppliers
and contracted suppliers to meet the needs of the office and internal
departments within the office.
·
Ensure sound internal controls and
segregation of duties in the procurement process.
·
Ensure overall best value for money
is achieved through a competitive and transparent procurement process
considering quality, availability, time frame, transport and storage costs
·
Source new products when requested by
programmes and work with ESARO RO’s internal departments to identify quality
standards as required.
·
Advise on best sources of required
goods and services.
·
Ensure all orders are processed in
timely manner, tracked on overviews, status updates are communicated to
departments, and that all relevant documentation is filed appropriately
·
Develop strong relations with
internal departments within the office to support them in improving their
ordering Practices.
Support the delivery of SCI sourcing
strategy:
·
In collaboration with the Regional
Procurement unit, undertake market research and analysis, run tenders and set
up framework agreements for key items.
·
Deliver management information
reports summarising key trends in spend and performance of the team against
KPIs.
·
Manage suppliers professionally and
proactively, providing feedback to improve performance and leading periodic
review meetings.
·
Provide ad-hoc procurement support to
the ESARO internal departments.
·
Prepare Procurement Plans for
departments within the East & Southern Africa Regional Office.
Key Procurement Functions
·
Manage vendors’ contracts and ensure
performance evaluation for all vendors.
·
Prepare tender documents for the
procurement of goods and non-consultants and Request for Proposals for
selection of consultants.
·
Participate in evaluation of bids and
proposals and make sure the bids evaluation report, technical evaluation,
minutes of negotiations and negotiated contract in selection of consultants
contain all the facts and information required to justify the recommendations
made in the report.
·
Prepare contract and amendments of
contracts when needed.
·
Participate in the joint verification
of procured goods and equipment and to ascertain the items conformity to
Technical Specifications and Quantities.
·
Maintain a database on all
procurement activities for a project.
·
Maintain records of monthly vendor
payment reconciliations.
·
Prepare monthly, quarterly and annual
procurement reports.
·
Design and execute a record keeping
and filing system.
·
Design and execute a contract
register.
·
Assist internal departments prepare
and update Procurement Plans.
·
Assist to identify capacity building
opportunities for staff and train them in Save the Children procurement practices.
·
Maintain a proper filing system in
line with Save the children standard practices for all procurement related
documentations from the purchase request to the goods received note.
Facilities Management
·
Develop and manage systems to ensure
the proper functioning and repair/maintenance of Regional utilities, facilities
and equipment.
·
Ensure that safety and security
regulations have been met in terms of office management and selection of
expatriate housing.
·
In collaboration with the Specialized
Services unit, prepare databases for all expatriate housing leases including
visitors.
·
Manage the office Lease.
·
Manage the proper functioning of the
communication systems.
·
Coordinate proper internal controls
and management of communication system.
Administration of procurement; supply
and assets for the Regional Office
·
Manage the procurement of services,
supplies and capital assets including regular supplier analysis and monitoring
quality service provision; in compliance to SCI logistics standards
·
Manage all assets of the regional
office ensuring proper coding/tagging, record keeping, quality upgrades and
disposals.
·
Maintain and regularly update an
asset register according to SCI asset procedures.
Administration of local
transportation/vehicle for the Regional Office
·
Supervise the Regional office
vehicles operation and assignment, maintenance.
·
Coordinate timely renewal of Vehicle
Insurance and Annual Inspection.
·
Ensure that vehicle utilization is in
accordance with the predetermined policy and allocations.
·
Coordinate the proper management of
mileage and vehicle fuel consumptions.
·
Outsource and monitor the quality of
external transport service.
·
Coordinate the proper internal
controls and management of taxi usage.
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
·
A degree in logistics, business, or
related field, will be preferred. CIPS (Chartered Institute of Purchasing and
Supplies) an added advantage.
·
At least three (3) years of work
experience as a Procurement Officer and/or Logistician with an international
NGO with regional exposure is desirable.
·
Demonstrable experience in
procurement and contract management, including an ability to review procurement
demands and trends, and to develop strategies to fill identified gaps in the
East & Southern Africa Regional Office.
·
Knowledge of key institutional donors
and their compliance requirements in respect of logistics and procurement.
·
Experience of solving complex issues
through analysis, definition of a clear way forward and ensuring buy in.
·
Highly developed interpersonal and
communication skills including influencing, and negotiation.
·
Highly organised with good
administration skills for order and information management, able to develop
filing systems and databases to ensure an auditable trail
·
High proficiency in office
applications such as word, excel, powerpoint, etc
·
Proven ability to handle challenging
work load.
·
Cross-cultural experience,
understanding and sensitivity.
·
Experience managing and supervising
staff.
·
Excellent interpersonal and written
and oral communication skills;
·
Commitment to Save the Children
values
Additional Job
Responsibilities: The job duties and
responsibilities as set out above are not exhaustive and the post holder may be
required to carry out additional duties within reasonableness of their level of
skills and experience.
Equal Opportunities: The post holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.
Child Safeguarding Coordinator – Kenya Country Office
Reference Code: SCI CS CORD 2015
Reference Code: SCI CS CORD 2015
Team / Programme: HR, Admin & IT
Location: Nairobi, with frequent travel to all field
offices
Grade: 3
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: As Child Safeguarding (CS) Officer for the CO, this
position will be responsible for ensuring that Save the Children Kenya
Programme fulfils our commitment to safeguard children.
The holder of the position will be
the National CS Focal Point and will support the implementation of Child
Safeguarding policy and will co-ordinate closely with Child Safeguarding focal
persons in each Area Office and Country office to ensure that Save the Children
staff and representatives act in accordance with the policy in both their
professional and their personal lives.
Scope of Role
Reports to: Director, HR, Admin and IT
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.
Scope of Role
Reports to: Director, HR, Admin and IT
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$18-20 million.
Staff directly reporting to this post: None
Key staff engaging directly with this post: HR/Admin Coordinator; Head of Monitoring, Evaluation, Accountability & Learning (MEAL); Awards Manager; Programme Development & Quality (PDQ) Technical Specialists; Area Programme Managers and Programme Managers
Key Roles and Responsibilities
Staff directly reporting to this post: None
Key staff engaging directly with this post: HR/Admin Coordinator; Head of Monitoring, Evaluation, Accountability & Learning (MEAL); Awards Manager; Programme Development & Quality (PDQ) Technical Specialists; Area Programme Managers and Programme Managers
Key Roles and Responsibilities
Together with the HR Director and
Senior Management Team of the Kenya Country Office, ensure that systems,
procedures and activities are in place to allow full compliance with the
organisation’s five global Essential Standards for Child Safeguarding:
·
11: The SMT is responsible for
establishing and managing effective child safeguarding systems.
·
12: Staff receive Child Safeguarding
training within 1 month of starting employment with Save the Children,
supplemented by on-going local level initiatives to progressively build staff
understanding of how to apply child safeguarding in their day to day work.
Child Safeguarding refresher training is provided at least every 2 years.
·
13: All child safeguarding concerns,
allegations, and incidents are reported, recorded and investigated according to
Local or Country procedures, and reach the Country Director or Child
Safeguarding Focal Point within 24 hours, and the International Child
Safeguarding Director within 48 hours.
·
14: Programs are designed through a
child safeguarding lens to prevent any harm by program activities and / or
abuse from staff/representatives (including volunteers).
·
15: Offices ensure that activities
engaging with children and their carers have informed consent, are
non-exploitative and do not increase risk of harm or vulnerability.
1. Providing Overall Support to the
Wider Implementation of the Child Safeguarding Policy and Related Documents
·
Ensure that all staff and
representatives are aware of Save the Children’s Child Safeguarding Policy and
Code of Conduct as well as other related policies/documents such as the Code of
Conduct and Whistle-Blowing Policy
·
Ensure all new staff have a thorough
CS induction, in addition to doing the online CS training. Coordinate and/or
implement training and briefing of Child Safeguarding policy to all staff,
partners, and other key stakeholders.
·
Ensure that staff are aware of their
obligatory duty to report and record any incident or suspected safeguarding
children concern.
·
Work in close collaboration with all
departments to ensure that all agreements between Save the Children and
Suppliers/Contractors/ Implementing Partners/Volunteers/ Interns/ Consultants
or other individuals, groups or organizations who have a formal/contractual
relationship to Save the Children include agreement on the Child Safeguarding
Policy.
·
Arrange for ongoing capacity building
of staff in general child safeguarding issues, through formal training,
discussion of case studies, refresher sessions, etc.
·
Work with programme managers to have
CS and related policies translated into local languages in a context-friendly
and child-friendly manner and disseminated to beneficiaries.
·
Organise, in liaison with the
regional CS Director, for relevant training e.g. training of trainers for new
focal persons and Safe Programming for all programme staff.
·
Identify and address training needs
of staff in relation to keeping children safe.
·
Maintain clear records of no of
staff, partners and other parties trained in Child Safeguarding.
2. Promoting a Safe Environment for
Children
·
In collaboration with the Proposal
Coordination Officer, Awards staff and relevant PDQ Technical Specialists,
participate in proposal development to ensure that programmes are designed
through a CS lens. Share materials to guide effective CS considerations during
proposal design, and ensure that the review of proposals from a CS perspective
is integrated into the proposal development process and associated checklists.
·
Work with the Head of MEAL to ensure
that MEAL activities incorporate a specific child safeguarding component for
monitoring:
1. child
safeguarding risks associated with the design and implementation of the project
2. beneficiary
(especially children’s) knowledge of the Child Safeguarding Policy and
mechanisms for raising concerns/complaints about staff or safeguarding risks
3. staff
conduct with beneficiaries.
In addition, the job holder will need
to work with PDQ and awards at the proposal development stage to help ensure
that Programs are designed through a child safeguarding lens
·
Work with programme managers/staff to
ensure that programmes at operational sites integrate child safeguarding into
all activities so as to prevent (or address) a situation where children may be
put at risk of harm, abuse or exploitation due to the way the project/programme
is designed or implemented.
·
Build capacity of partners to carry
out a risk assessment when involving children in their activities and
programmes to ensure children are not put at risk as a result of our work.
·
Proactively promote the need to and
methods to prevent and protect children that Save the Children comes into
contact with from harm, injury, illness or abuse.
·
Work with local Child Safeguarding
focal persons to promote the provision of safe environments for children to
play and participate in our work, especially in SCI Child-Friendly spaces.
·
Facilitate regular opportunities to
discuss concerns about practice within teams or with other colleagues to help
develop a safe working environment and an open and supportive management
culture.
·
Ensure that the safeguarding
awareness-raising materials are placed in strategic places in all field
locations and ensure continuous monitoring/review of the same.
3. Receiving and Reporting Child
Safeguarding Concerns and Complaints
·
In liaison with local CS focal
persons and community leaders, develop local Child Safeguarding Reporting
Procedures as appropriate to the context, including completion of child
safeguarding incident report forms, and ensure all staff are trained on the
same.
·
Ensure that all CS concerns and
complaints are reported to the Country Director within 24 hours of their
occurrence and in line with the CS Policy Standards on Reporting Concerns.
·
Ensure that all staff,
representatives and staff of partner agencies are made aware of the contact details
of their respective focal points for receiving child safeguarding
concerns/complaints.
·
Provide technical support to all
staff to ensure appropriate prompt response to the needs of the child or young
person or those who refer or report a safeguarding children concern.
·
Make regular visits to all area
offices to ensure that focal persons maintain appropriate records of any
incident or suspected safeguarding children concern. These records must be
shared with HR and the Country Director as they occur.
·
Work with programme managers to
ensure they raise awareness amongst beneficiaries including children, about the
Child Safeguarding Policy, Code of Conduct, complaints mechanisms and how to
report concerns
·
Maintain relevant management and
statistical information to give a local picture of the extent and nature of
reported abuse and exploitation and liaise and share the same with the Country
Director, HR Director, Global CS focal person in the East Arica regional office
and regional Director of Global Child Safeguarding on a quarterly basis.
·
Maintain an overall picture of child
safeguarding reports and issues.
Competencies (our Values in Practice)
·
Leading and inspiring others:
Demonstrates leadership in all our work, role models our values, and
articulates a compelling vision to inspire others to achieve our goals for
children.
·
Innovating and adapting: Develops and
implements innovative solutions to adapt and succeed in an ever-changing,
uncertain work and global environment.
·
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.
·
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.
Demonstrates SCI Values: Accountability, Ambition, Collaboration,
Creativity, Integrity:
Qualifications and Experience
Qualifications and Experience
·
University degree in the
social/behavioural sciences
·
Minimum 3 years of relevant
professional work experience with an international child-focused NGO.
·
Ideally has general child protection
expertise or who has had exposure to child protection initiatives, but at
minimum has an interest in this area and shows willingness to develop his/her
capacity
·
Demonstrable commitment to the
protection of children’s rights, and to the rights of children living poor
vulnerable communities.
·
Demonstrable experience of developing
communication materials and carrying out social mobilization
·
Effective working relationships with
community opinion-leaders, including successful advocacy and influencing.
·
Excellent communication skills
(especially in communicating with children) including fluency in written and
spoken English and Kiswahili and strong inter-personal and advisory skills.
·
Must have good facilitation skills
·
Have some child protection knowledge
and experience or has an interest in this area and shows willingness to develop
his/her capacity
·
Is approachable and trustworthy
·
Is gender sensitive
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 2nd November 2015.
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 2nd November 2015.
Applications will be reviewed on a
rolling basis
Only shortlisted candidates will be
contacted.