Project Officer (Agriculture)
ACTED background
ACTED
is a French humanitarian NGO, founded in 1993, which supports vulnerable
populations, affected by humanitarian crises worldwide. ACTED provides
continued support to vulnerable communities by ensuring the sustainability of
post-crisis interventions and engaging long-term challenges facing our target
populations, in order to break the poverty cycle, foster development and reduce
vulnerability to disasters.
Their
interventions seek to cover the multiple aspects of humanitarian and
development crises through a multidisciplinary approach which is both global
and local, and adapted to each context.
Job purpose
The
Project Officer ensures the implementation of agriculture project activities
and prepares written materials and progress reports on agriculture field
activities. He/she contributes to effective and timely completion of
agriculture activities, delivery of quality outputs and achievement of outcomes
with maximum impact for beneficiaries. He/she reports directly to the Project
Manager and works closely with the field team.
Main Objective
To
implement agriculture activities in a timely and professional manner, according
to objectives, goals and indicators and in line with donor requirements and
based on beneficiary needs.
Responsibilities
Programming
Project Planning
·
Prepare the work plan and time
schedules for impl
·
Ensure staff awareness of, and
respect of, ACTED’s code of conduct, FLATS procedures and donor requirements.
Beneficiary Engagement and Accountability
·
Adhere to ACTED’s Code of Conduct and
treat all beneficiaries with respect and without any distinction or
discrimination based on nationality, race, ethnicity, tribe, gender, religious
beliefs, political opinion or disability;
·
Select the beneficiaries benefitting
from agriculture activities;
·
Communicate ACTED’s Complaints and
Response Mechanism target communities and participate in solving complaints
related to the project in coordination with the AMEU.
Internal Coordination
·
Participate in project coordination
meetings with the whole project team.
External Coordination and Stakeholder Engagement
·
Undertake communication and liaison
activities to actively consult and involve beneficiaries, key informants,
actors, partners and stakeholders in all stages of project design and
implementation;
·
Cultivate good relations with key
humanitarian actors – local and international, including government authorities
and non-state actors, through regular attendance at technical meetings and
bilateral meetings;
·
Identify opportunities to collaborate
and coordinate efforts with other organizations to ensure our activities build
upon – rather than replicate – the work of others.
Partner Management
·
Provide support to partners in
project implementation and ensure timely and qualitative implementation of
projects by partners in line with ACTED and donor requirements;
·
Refer partners to relevant ACTED
staff to support and/or train them in FLATS procedures where relevant;
·
Participate in review meetings with
partners, with particular attention given to the relationship aspects of
partnership collaboration, and ensure that any issues or disputes are resolved
in a timely manner.
Security
·
Ensure that each member of the
agriculture team is aware of security issues, policies, SOPs and they follow
them accordingly.
Human Resource
·
Participate in the recruitment of
agriculture technical staff (development of organigrams, ToRs, elaborating the
tests and reviewing them; interviews etc.);
·
Ensure that agriculture staff
understand and are able to perform their roles and responsibilities;
·
Follow-up the work plans and
day-to-day activities of the agriculture staff;
·
Manage the project staff in
cooperation with the Project Manager;
·
Ensure a positive working environment
and good team dynamics among [sector] staff;
·
Ensure capacity building among staff
in agriculture.
Logistics
·
Contribute to the development of
procurement plans;
·
Send accurate and precise order forms
in a timely manner;
·
Ensure a proper management and use of
the project assets and stocks;
·
Plan agriculture team movements based
on available fleet and applicable policies
Finance
·
Forecast monthly cash requirements
for [sector] activities and submit to the PM
Quality Control
·
Assess the agriculture activities
undertaken and ensure efficient use of resources;
·
Undertake regular field visits to
provide technical guidance and supervision as well as regularly monitor the
progress of agriculture activities;
·
Assists with monitoring the agriculture
activities implemented by partners (if any) in the field;
·
Document lessons learned and best
practices and share them with the Project Manager so they can be reflected in
project planning and decision making.
Grant Management
·
Ensure adherence to donor procedures
by project staff;
·
Support the Project Manager in the
preparation of progress and final reports, ensuring the quality and accuracy of
technical information for [sector] activities
·
Participate in communication
activities through the regular collection of pictures and stories related to
project activities;
·
Participate in new proposal
development processes through the provision of expert programmatic advice
related to contextual knowledge.
Other
·
Offer technical support and inputs to
other projects in similar sectors (e.g. BOQ design);
·
Any other tasks as assigned by the
Line Manager.
Qualifications
·
Bachelor’s Degree or equivalent in
international development, rural development or a related field;
·
At least 3-5 years of relevant
experience in a related position preferably in an international (development)
context with good appreciation of agriculture sector;
·
Demonstrated experience in
Agriculture management in an NGO/INGO is highly preferable.
·
Able to manage a high workload and
meet tight deadlines
·
Good numerical, report writing and
administration skills; committed to consultative and servant-minded leadership;
able to set clear objectives for staff and to delegate; able to enforce
procedures
·
Knowledge and understanding of
humanitarian standards
·
Ability to train, mobilize, and
manage national staff
·
Flexibility and ability to multi-task
under pressure
·
Good interpersonal skills, commitment
and motivation
·
Ability and willingness to travel to
other regions where ACTED is operating when requested
Driver
ACTED
is a French humanitarian NGO, founded in 1993, which supports vulnerable
populations, affected by humanitarian crises worldwide. ACTED provides
continued support to vulnerable communities by ensuring the sustainability of
post-crisis interventions and engaging long-term challenges facing our target
populations, in order to break the poverty cycle, foster development and reduce
vulnerability to disasters. Their interventions seek to cover the multiple
aspects of humanitarian and development crises through a multidisciplinary
approach which is both global and local, and adapted to each context.
ACTED
is looking for professionally confident, self-motivated, experienced and
committed team player to fill the positions of driver in Samburu Kenya.
Position profile
Under
the overall guidance and supervision the Logistics Officer, the driver ensures
that ACTED’s staff are driven safely to meetings, workshops, and other
work-related destinations; and that ACTED vehicle under his/her charge is
maintained in an optimal working condition.
Responsibilities
·
Provide transport to ACTED staff e.g.
to and from meetings, field missions, etc when needed and ensure highest
quality, courteous, efficient services and safe driving for all occupants.
·
Collect and deliver mail, packages,
equipment; and maintains records of all deliveries and distributions.
·
Comply, observe the Traffic rules and
ACTED’s policies on driving at all times
·
Plan ahead to meet anticipated travel
requirements. Fuelling, pre-travel checks, travel docs, vehicle expenses and
any other docs and persons traveling for packing instructions and timings.
·
Ensure all vehicle maintenance
services are carried out in accordance with set service schedules and checklist
duly signed and completed.
·
Submit reports indicating vehicle
condition and undertake all repair work assigned properly to meet set standards
in readiness for travel. Also to continuously monitor condition of the vehicle
assigned to and promptly report to the Logistics Officer in case of any
damages, accidents and incidents.
·
Perform operational inspection of
vehicle on a regular basis and before and after long trips to include tires,
lights, brakes, fuel, oil, water, and interior;
·
Performs minor repairs, arranges for
regular maintenance and ensures that the vehicle is kept clean and in good
running condition at all times.
·
Ensures safety and custody of the
vehicle, including tools.
·
Ensures availability of all the
required documents/supplies including vehicle insurance, registration, logs,
first aid kit, accessories and necessary spare parts are in the assigned
vehicle. Also be accountable for them
·
Ensures that, in the event of an
accident involving his assigned vehicle, the necessary steps required by rules
and regulations are followed.
·
Ensure copies of daily mileage logs,
pen and clipboard are readily available in the vehicle assigned to, promptly
collect used sheets to avoid loss or defacing.
·
Routinely check the assigned vehicles
Licenses, Insurances and promptly advice the Logistics Officer when renewals
are due
·
Report immediately on route changes
due to security, bad weather, road conditions or otherwise to the Logistics
Officer as the situations arises.
·
Ensures that all required driving
training is successfully completed and certifications are kept up to date.
·
Exchanges relevant information and
maintains an open line of communication with colleagues and his/her supervisor.
·
When appropriate, undertake other
related duties assigned by the supervisor and/or management.
Qualifications
·
Minimum O level Education
·
Must possess a valid driving license
and have a good driving record recommendation
·
Certificate or diploma in Auto
mechanic skills will be an added advantage
·
A certificate of good conduct
(Non-Criminal Certificate) is mandatory (not older than six months)
·
Knowledge of traffic rules and
regulations, driver’s protocol and courtesies
·
Must be conversant with the road
network and traffic regulations of Kenya.
·
At least 5 years of experience in
field work preferably driving for an NGO.
·
Free from Khat and cigarettes addiction.
·
Defensive driving certificate is a
plus
·
Experience in providing logistical
support will be an advantage
·
Basic mechanical skill to be able to
do small repairs if necessary
·
Fluency in local language is
mandatory
·
English and Kiswahili Language:
Moderate in Oral and Writing.
·
Computer Skills: Elementary use of
computers (e.g. email, internet, word processing) is a plus
·
Values: Must be Trustworthy and
reliable; proven Integrity and good human relation/Commitment to mandate,
Knowledge sharing/Continuous learning, Valuing diversity.
Project Manager (WASH &
Agriculture)
ACTED background
ACTED
is a French humanitarian NGO, founded in 1993, which supports vulnerable
populations, affected by humanitarian crises worldwide. ACTED provides
continued support to vulnerable communities by ensuring the sustainability of
post-crisis interventions and engaging long-term challenges facing our target
populations, in order to break the poverty cycle, foster development and reduce
vulnerability to disasters.
Their
interventions seek to cover the multiple aspects of humanitarian and
development crises through a multidisciplinary approach which is both global
and local, and adapted to each context.
Job purpose
The
Project Manager, under operational guidance of the Area Coordinator and
technical guidance of the Technical Coordinator [WASH and Agriculture, is
responsible for ensuring the overall success of ACTED’s WASH and Agriculture
project within the time and resources allocated. The Project Manager oversees
field operations and ensures effective and timely completion of activities,
delivery of quality outputs and achievement of outcomes with maximum impact for
beneficiaries. The Project Manager supervises the project staff in day to day
management of all aspects of the WASH and Agriculture project and liaises with
relevant internal departments and external partners and project stakeholders.
Main Objective
To
ensure the overall success of the project, and seeing that deliverables arrive
on time, on scope, on budget, within acceptable quality levels, and in line
with donor requirements and based on beneficiary needs
Responsibilities
Programming
Project Planning
·
Develop overall project
implementation strategy (incl. the transition/phase out strategy), systems,
approaches, tools, and materials;
·
Identify and plan technical skills
and requirements to implement the project as per relevant standards;
·
Develop the Work Breakdown Structure
(WBS) to organize the various project deliverables and the work required to
complete them into smaller and more manageable parts (work package);
·
Create the work schedule by
sequencing the work packages and related tasks;
·
Prepare the work plan, which brings
together the WBS and the schedule, to serve as a comprehensive and detailed
model map for the successful implementation of the project;
·
Organize, plan and lead project
kick-off and end of project transition planning meetings, and follow-up on the
project-related action points originating from these meetings.
Project Implementation Follow-up
·
Control the work plan, monitor the
implementation status of the project and update the project progress on a daily
basis;
·
Document implementation progress and
challenges by regularly updating the Project Management Framework (PMF) and
sharing it with country coordination;
·
Ensure that relevant technical
quality and standards are considered and respected during project
implementation;
·
Operate following the “do no harm
principles” in order to ensure projects are safe for communities;
·
Anticipate and mitigate risks and
issues, and trouble-shoot any unforeseen challenges during the project
implementation;
·
Coordinate and manage changes in
project implementation, in particular identifying change needs to occur,
reviewing proposed changed, analyzing the impact they have on the project plan,
approving/denying requested changes and controlling and updating the scope,
cost, budget, schedule, and quality requirements based upon approved changes
and in coordination with the Project Development Unit and the Finance
Department;
·
Provide regular and timely updates on
progress and challenges to supervisors and other team members.
Documenting and Compliance
·
Ensure project records and documents,
in particular documents that proof completion of activities (beneficiary list,
donation certificates, attendance sheets, etc.) are adequately prepared,
compiled and filed according to ACTED procedures and donor specific procedures;
·
Maintain a beneficiary master
database containing all beneficiary registration and baseline information as
well as the activities from which the beneficiaries benefitted ensure the data
is protected from misuse in line with ACTED’s data protection policy;
·
Ensure staff awareness of, and
respect of, ACTED’s code of conduct, FLATS procedures and donor requirements.
Beneficiary Engagement and Accountability
·
Ensure project staff adhere to
ACTED’s Code of Conduct and treat all beneficiaries with respect and without
any distinction or discrimination based on nationality, race, ethnicity, tribe,
gender, religious beliefs, political opinion or disability;
·
Oversee the appropriate, achievable
and acceptable selection of project beneficiaries;
·
Develop a communication strategy with
communities so that factual, objective and actionable information is provided
to project stakeholders;
·
Ensure project stakeholders are
empowered to participate throughout the project cycle;
·
Ensure that ACTED’s Complaints and
Response Mechanism is communicated to target communities and solve complaints
related to the project in coordination with the AMEU.
Internal Coordination
·
Organize regular project coordination
meetings with the project team;
·
Participate in Weekly Area Meetings
(WAMs) and when requested/as relevant in Monthly Coordination meetings (MCMs),
and provide updates about implementation progress, challenges, risks, changes
in context.
External Coordination and Stakeholder Engagement
·
Support, facilitate or undertake
communication and liaison activities to actively consult and involve
beneficiaries, key informants, actors, partners and stakeholders in all stages
of project design (liaising with the PD unit) and implementation;
·
Coordinate and collaborate with
others by cultivating good relations with key humanitarian actors – local and
international, including government authorities and nonstate actors, through regular
attendance at technical meetings and bilateral meetings;
·
Identify opportunities to collaborate
and coordinate efforts with other organizations to ensure our activities build
upon – rather than replicate – the work of others;
·
Refer unmet needs to other relevant
actors;
·
Share externally learning and
innovation with communities and other stakeholders.
Partner Management
·
Clarify roles/responsibilities as
well as expectations, notably in terms of processes to be followed as well as
budget, from the start of the partnership in order to avoid issues at a later
stage.
·
Provide support to partners in
project implementation and ensure timely and qualitative implementation of
projects by partners in line with ACTED and donor requirements;
·
Refer partners to relevant ACTED
staff to support and/or train them in FLATS procedures where relevant;
·
Lead review meetings with partners,
with particular attention given to the relationship aspects of partnership
collaboration, and ensure that any issues or disputes are resolved in a timely
manner.
Security
·
Regularly conduct a context analysis
in the project implementation area by identifying and following micro signals
(e.g. security indicators, socio-economic indicators) and support the Area
Coordinator and the Security Department in preparing the monthly update of
SEC-02GZ;
·
Ensure project stakeholders have a
good image of ACTED thus increasing the acceptance of ACTED’s presence and
activities in the project implementation area;
·
Manage the movement of the project
implementation team and ensure that the movement SOPs are strictly respected by
the team members;
·
When necessary, negotiate access with
local stakeholders.
Human Resource
·
Define the structure of the project
team and develop project organizational chart within the limitations of the
budget;
·
Develop and/or adjust ToRs outlining
staff roles and responsibilities in line with ACTED standards;
·
Submit recruitment plan for the
project to HR Department;
·
Participate in the recruitment of
technical project staff;
·
Ensure that project staff understand
and are able to perform their roles and responsibilities;
·
Follow-up the work plans and
day-to-day activities of the project staff;
·
Ensure a positive working environment
and good team dynamics;
·
Undertake regular appraisals of staff
and follow career management;
·
Manage interpersonal conflicts;
·
Ensure capacity building among staff
in relevant sectors.
Logistics
·
Participate in the procurement
planning processes, launch procurements required for the project in a timely
manner, and follow procurements closely in collaboration with logistics;
·
Send accurate and precise order forms
in a timely manner;
·
Check the quality of the required
goods/supplies at the contracting stage as well as at reception point and
contribute to procurements committees to finalize suppliers’ selection
according to applicable scenario;
·
Follow-up closely project stock
levels in coordination with logistics, and monitor proactively current,
pipeline, distributed and required stock;
·
Participate in effective fleet
management through timely and reasonable vehicle requests;
·
Ensure that the project team has
adequate assets necessary for performing its duties.
Finance
·
Participate in the review of the BFU,
and forecast initial and regular costs and crosscheck expenditures for projects
activities;
·
Forecast monthly cash requirements of
the project and submit to AC;
·
Participate in new budget development
processes through the provision of expert programmatic advice related to
contextual knowledge.
Quality Control
·
Participate in AMEU planning
processes and actively support the delivery of AMEU activities in line with the
project AME framework and AME Manual;
·
Plan and organize internal
qualitative assurance checks by the project team;
·
Assess the activities undertaken and
ensure efficient use of resources;
·
Undertake regular field visits to
provide technical guidance and supervision as well as regularly monitor the
progress of project activities;
·
Discuss, plan and deliver appropriate
corrective actions, including based on AME findings and recommendations;
·
Collect and apply appropriate lessons
learnt and best practices to current projects, and ensure these lessons learnt
are pro-actively shared with supervisor, the AMEU and other team members to
apply them in future project development processes.
Grant Management
·
In close collaboration with the
Project Development Unit, manage contractual obligations and ensure the
adherence to donor procedures;
·
Report regularly on project
activities, challenges and indicators through monthly submissions of the PMF and
PM report;
·
Contribute to drafting of (external)
project progress reports, ensuring the quality and accuracy of technical
information provided;
·
Organize, plan and lead the project
close-out meeting and follow-up on the projectrelated action points originating
from this meeting
·
Participate in communication
activities through the regular collection of pictures and stories related to
project activities;
·
Participate in new proposal
development processes through the provision of expert programmatic advice related
to contextual knowledge;
·
Where relevant, liaise with donors
and work closely with partners on project updates, site visits and other
communication, in coordination with the Project Development Unit.
Other
·
Offer technical support and inputs to
other projects in similar sectors (e.g. BOQ design);
·
Any other tasks as assigned by the
Line Manager.
Qualifications
·
Master’s degree in international
development, rural development or a related field
·
At least 5-7 years of relevant
experience in a related position preferably in an international (development)
context with good appreciation of agriculture and WASH sectors;
·
Demonstrated experience in WASH and
Agriculture management in an NGO/INGO is highly preferable.
·
Able to manage a high workload and
meet tight deadlines
·
Good numerical, report writing and
administration skills; committed to consultative and servant-minded leadership;
able to set clear objectives for staff and to delegate; able to enforce
procedures
·
Knowledge and understanding of
humanitarian standards
·
Ability to train, mobilize, and
manage national staff
·
Flexibility and ability to multi-task
under pressure
·
Proven ability to work creatively and
independently both in the field and in the office;
·
Good inter-personal skills,
commitment and motivation
·
Ability and willingness to travel to
other regions where ACTED is operating when requested
Logistics Officer
ACTED background
ACTED
is a French humanitarian NGO, founded in 1993, which supports vulnerable
populations, affected by humanitarian crises worldwide. ACTED provides
continued support to vulnerable communities by ensuring the sustainability of
post-crisis interventions and engaging long-term challenges facing our target
populations, in order to break the poverty cycle, foster development and reduce
vulnerability to disasters. Their interventions seek to cover the multiple
aspects of humanitarian and development crises through a multidisciplinary
approach which is both global and local, and adapted to each context.
Position profile
Under
the direct supervision of the Area Coordinator, the Logistics Officer ensures
that s/he performs transparent and efficient logistics activities for ACTED
programmes in Samburu, Kenya.
Responsibilities
Procurement Planning and Supply chain management
·
Support the Senior Logistics Manager
on the national management to:
·
Contribute to maintain the national
supplier database up-to-date & to nourish it from existing contracts, as
well as market surveys;
·
Contribute to improve the reliability
of the order follow-up, and its dissemination amongst operational teams;
·
Support major procurement campaigns
by providing offers pre-analysis, drafting documentation such as procurement
memos & contracts if needed, deploying operational plans under the SLM
supervision;
·
Support the efficient & exhaustive
circulation, filing & archiving of procurement documentation as detailed in
ACTED logistics manual (tender documents, contracts, quotations, etc.);
·
Review & strengthen the Monthly
Procurement follow-up, under the SLM supervision, with logistics & program
teams.
Stock Management
·
Support the periodic inventories, and
clear stock discrepancies in a documented manner;
·
Support the efficient &
exhaustive circulation, filing & archiving of stocks & deliveries
documentation as detailed in ACTED logistics manual (stock reception vouchers,
stocks cards, stock exit forms, etc.);
·
Review & strengthen the Monthly
Stock inventory report, under the SLM supervision, with logistics & program
teams.
Fleet and Fuel Management
·
Support fleet reviews, and fleet
prospects under the SLM supervision (market surveys, fleet analysis, etc.)
·
Support the implementation of user
friendly tools for movements & maintenance planning;
·
Review & strengthen the Monthly
Motorized asset report under the CLM supervision, with logistics teams.
·
Support the efficient &
exhaustive circulation, filing & archiving of fleet & transportation
documentation as detailed in ACTED logistics manual (logbooks, maintenance
sheets, administrative authorizations, insurance cards, etc.).
Support logistics documentation
·
Make sure that filing as defined in
ACTED manuals is part of the regular trainings to logistics staff;
·
Review past documentation in
coordination & field offices when needed;
·
Ensure the regular documentation flow
from field offices to the coordination office;
Asset management
·
Support assets review, and physical
inventories;
·
Review & strengthen the Monthly
asset follow-up per project code, budget line, with a clear location & user
for each asset; investigate and document any loss or damage.
·
Support the efficient &
exhaustive circulation, filing & archiving of asset documentation as
detailed in ACTED logistics manual (registration cards, etc.).
Communications & IT management
·
Support communication & IT
reviews under the CLM supervision;
·
Review & strengthen the Monthly
communication costs follow-up; investigate and support solving major overcosts;
·
Support the implementation of the IT
plan: handle market surveys of maintenance services, internet connections
opportunities, etc. under the CLM supervision;
·
Support the monthly data back-up
(server, emails, etc.) as per replication standards;
·
Support the efficient &
exhaustive circulation, filing & archiving of communication & IT
documentation (lease agreements, security assessments, etc.)
Logistics TITANIC
·
Cross-check the overall consistency
of all logistics TITANIC reports;
·
Cross-check real data with TITANIC
reports under a random strategy, in particular during field visits;
·
Integrate internal & external
audits recommendations into the monthly TITANIC review, as well as regular
reviews.
Qualifications
·
Bachelor degree in purchasing Supply
Management or Chartered Institute of Purchasing and Supply (CIPS, UK) or higher
national diploma in store, logistics management or equivalent.
·
At least 5 years relevant experience
in procurement and logistics management in INGOs.
·
High level of integrity, commitment
and professional responsibility
·
Excellent communication, organization
and presentation skills.
·
Computer literate and with excellent
IT Knowledge.
·
Excellent interpersonal skills and
demonstrated ability to establish effective work relations at all levels,
·
Ability to work efficiently under
pressure
·
Ability to work in an unstable
security environment moving
·
Ability to work independently and
creatively about the land and capital
·
Knowledge of local language and/or
regional experience an asset
·
Fluent in oral and written English
How To Apply
Qualified
persons with the required skills are invited to submit their applications with
subject line as “APPLICATION FOR LOGISTICS OFFICER POSITION_SAMBURU”
accompanied by detailed curriculum vitae detailing three work related referees
and contacts to kenya.jobs@acted.org and
received on or before 5.00PM on 21st June 2019. Do not attach any other
documents while sending your applications, if required they will be requested
at a later stage.
ACTED
will at no stage of recruitment process request candidate to make payments of
any kind. Further, ACTED has not retained any agent in connection with
recruitments.
ACTED
is committed to protecting beneficiaries within our programmes from
exploitation and abuse and any kind of misconduct. ACTED has specific policies,
including PSEA and Child Protection, which outlines the expected behavior and
the responsibility of all staff, beneficiaries, consultants and other
stakeholders and has zero tolerance towards misconducts. Any candidate offered
a job with ACTED will be expected to sign
ACTED’s
organizational Policies and Code of Conduct as an annex to their contract of
employment and agree to conduct themselves in accordance with the provisions of
these documents.
Please
note that only the shortlisted candidates will be contacted.
ACTED
is an Equal Opportunity Employer.
