The Latest Operations & Administration Jobs in Kenya

• We're looking for an exceptional payroll administrator with experience of working with outsourced payroll bureaus (US, UK, EU and/or additional jurisdictions) to manage the company's end to end global payroll and contractor payments. You'll have domain expertise in processing payroll in different countries. You are reliable, diligent and pay attention to details and always work towards improving current processes.
• This role may choose to be office based out of London or home based, and will report to our Global Financial Controller.

Key responsibilities

• Ensure all payrolls are always delivered on time and with 100% accuracy
• Process the payroll/contractor data in an organised and structured manner
• Manage all payroll deadlines and monthly payroll tasks
• Prepare payroll reports and provide monthly payroll data in journal format to finance for processing
• Comply with GDPR regulations and maintain payroll security/confidentiality
• Deal with payroll queries and resolve or escalate as required
• Constantly seek out ways to improve systems and processes to ensure a seamless flow between HR, Payroll and Finance
• Keep payroll policies up to date and write any new procedures as required
• Provide support to any project related activities from Finance and HR
• Provide support to Finance with reporting and audit queries
• Assist with future expansions of global payrolls and other projects
• Manage all payroll correspondence and act as a point of contact for all escalated payroll queries
• Maintain strong cross-functional team relationships
• Build strong relationships with vendors to ensure excellent service delivery and compliance in all countries

Valued Skills And Experience

• Experience in a similar payroll role or working with outsourced payroll bureaus
• Excellent communication skills to converse with external parties and internal team members of all levels
• Strong process and planning mindset
• Ability to think outside the box and solve problems when faced with new challenges
• Excellent analytical skills and attention to detail
• Exceptional planning/organisational skills and being deadline oriented
• Ability to work with different software systems, and have excellent knowledge of spreadsheets and formulas
• Being a team player as well as being able to work independently

The position

OVERALL RESPONSIBILITY

Reporting to the Chief Executive Officer, the successful candidate will provide administrative support to the CEO’s office to ensure efficient and effective operations of the office.

KEY RESPONSIBILITIES

• Manage and maintain the Chief Executive Officer’s diary including booking and rescheduling appointments.
• Type Chief Executive Officer’s correspondences including memos, letters and other documents as required. 
• Receive and attend to internal and external correspondences and telephone calls for the Chief Executive Officer’s office to ensure they are actioned timeously.
• Receive and direct visitors to the Chief Executive Officer’s office to ensure optimal visitor experience.
• Receive external emails on the Hospital’s general email account and forward to the relevant departments in a timely manner.
• Receive and submit documents requiring the Chief Executive Officer’s attention and/or approval and dispatch the same to relevant departments upon approval.
• Facilitate Chief Executive Officer and Senior Leadership Team meetings ensuring video conferencing facilities are set up, requisitioning for food and beverage service as well as sending invitation and booking of rooms.
• Facilitate travel arrangements and logistics including visa processing, flight, and hotel reservations.
• Record, circulate and track action points in the Chief Executive and Senior Leadership meetings.
• Receive and disseminate the Chief Executive Officer’s communication to relevant audiences as directed by the Chief Executive Officer.
• Receive and dispatch the Hospital’s post office and hand delivered mail to ensure they get to the intended departments.
• Receive and attend to complaints from clients that come to the Chief Executive Officer’s office and follow up to ensure timely closure.
• Overall administration and coordination of the affairs of the Chief Executive Officer’s office including keeping and updating database of the Hospital contacts and strategic contacts for the Chief Executive Officer.
• Ensure the hard and soft copy of the Chief Executive Officer’s filing systems are in order and up to date and confidentiality of the information is maintained. 
• Perform any other duty as may be assigned by the Supervisor from time to time.

The requirements

REQUIREMENTS

• Bachelor’s degree in Business Administration, Management or any other related filed from a recognized Institution.
• Minimum of 5 years’ relevant experience.
• Ability to engage at all levels within and outside of the organization.
• Ability to work with a diverse multicultural team.
• Strong interpersonal and public relation skills.
• Good planning, organizing and problem skills.
• Ability to work under pressure and willingness to work for extended hours.
• Team working skills, accountability, and integrity.

Basic Function of the Position:

• The Assistant Community Liaison Office Coordinator (Assistant CLO, A/CLO) supports the CLO Coordinator in fulfilling all Eight Areas of CLO Responsibility (family member employment; crisis management and security; education; communications and outreach; guidance and referral; welcoming, orientation, and departures; community liaison; and events planning), and in developing and managing post programs to enhance community morale.
• The Assistant CLO works with the CLO to identify needs within the diverse post community and responds with effective programming, information and resources, and referrals. The incumbent works under the supervision of the CLO Coordinator and is expected to interact independently with CLO clients to develop CLO materials and programs, to formulate advocacy plans, and to generate ideas for community events. In the absence of a CLO Coordinator, the Assistant CLO will serve as back-up to fulfill all responsibilities.

Qualifications and Evaluations

Requirements:

EXPERIENCE:  Substitution of experience for education: Completion of High School required and two years of previous professional experience, in addition to any years of experience required already in the position description under "Work Experience.".

JOB KNOWLEDGE: 

Pre-hire (Operational):

• A good understanding of the Foreign Service community and the structure of the federal government. Knowledge of general principles of program management and program monitoring. Standard knowledge of Microsoft Office required.
• Knowledge of the Department of State's programs and policies pertaining to CLO Coordinator's Eight Areas of Responsibility (community liaison, crisis management, employment, education, guidance and referral, communications and outreach, welcoming/orientation/departures, and events planning).

Post-hire (Organizational):

• Reasonable understanding of all Mission sections at post, including familiarity with the diversity of post community and knowledge of programs that will benefit the general well-being of direct hires and family members under Chief of Mission. Knowledge of pertinent State Department and post regulations, programs, and policies related to the Community Liaison Office administration and CLO’s Eight Areas of Responsibility. Understanding of where to find foreign affairs guidelines, including the Foreign Affairs Manual, Foreign Affairs Handbook, Global Community Liaison Office (GTM/GCLO) resources and toolkits located on SharePoint and on websites.

Education Requirements:

• Substitution of experience for education: Completion of High School required and two years of previous professional experience, in addition to any years of experience required already in the position description under "Work Experience.".

Evaluations:

LANGUAGE: Level III (Good Working Knowledge) English Speaking/Reading/Writing required.

SKILLS AND ABILITIES:

Pre-hire Skills and Abilities

• Just like the CLO Coordinator, the Assistant CLO is often a front-line responder in addressing quality of life issue for individuals or the broader post community. The Assistant CLO exercises good judgment when advocating for diverse employees and family members and dealing with confidential matters.
• Must possess excellent interpersonal skills and ability to interact well with others, demonstrating good teamwork.
• Must be able to work in a high-stress, fast-paced work environment.
• Possess experience in data collection and report writing.

Post-hire Skills and Abilities

• Ability to communicate professionally with all mission U.S. Direct Hires (USDH), Eligible Family Members (EFMs), Members of Household) (MOHs), and local staff, including agency/section heads and Ambassador level. Assistant CLO Coordinator occasionally meets with the Ambassador or DCM to discuss complex and sensitive issues.
• Interpersonal skills that contribute to establishing contacts in local business sector, educational and service communities. Interact regularly with school administrators to discuss sensitive issues. Both internal and external work contacts require continuing efforts to establish effective personal contact, gain individual and group acceptance, ability to discuss sensitive issues.

Qualifications:

• All applicants under consideration will be required to pass security certifications.
• Equal Employment Opportunity (EEO): The U.S. Mission provides equal opportunity and fair and equitable treatment in employment to all people without regard to race, color, religion, sex, national origin, age, disability, political affiliation, marital status, or sexual orientation.

Closing Date: 11/30/2023

• Our team of highly skilled and experienced professionals is dedicated to delivering top-notch solutions to various sectors. Our expertise spans across electrical, mechanical, and civil engineering, as well as instrumentation, allowing us to cater to a wide array of projects.

Mombasa County is one of the 47 Counties of Kenya. Its capital and the only city in the county is Mombasa. Initially it was one of the former Districts of Kenya but in 2013 it was reconstituted as a county, on the same boundaries. It is the smallest county in Kenya, covering an area of 229.7 km2 excluding 65 km2 of water mass.

Duties & Responsibilities

• Be the Accounting Officer in line with the PFM Act 2012 and PFM Regulations 2015, as well as the Public Procurement and Asset Disposal Act 2015 and its Regulations;
• Responsible for the day-to-day management and operations of the Corporation and shall have control over all personnel and other activities of the Corporation.
• Providing coherent leadership of the Corporation, conveying and executing the vision, mission and strategic intent of the Corporation;
• Advising the County Government and other stakeholders on how to accelerate growth of private investments in the county;
• Guide in the advisory of relevant policies and legislation in regard to the Investment sector;
• Overseeing the preparation of the Corporation’s strategic and annual work plans;
• Overseeing the implementation of Corporation’s policies and plans governing the Corporation in liaison with the Board and other relevant authorities;
• Ensuring there is effective communication between the management, the Board and other stakeholders;
• Ensuring achievement of the corporation’s financial and operating goals and objectives;
• Developing and recommending to the Board the corporation’s annual operating budgets;
• Ensuring compliance to all constitutional provisions, statutory provisions, local and applicable international Policies and Regulations;
• Monitoring and controlling the corporation’s performance and finances in accordance with the budgets approved by the Board of Directors;
• Acting as the corporation’s principle spokesperson and creates a positive corporate image for Mombasa Investment Corporation;
• Keeping abreast with developments in the investment sector;
• Overseeing the acquisition, maintenance and efficient utilization of the corporation’s physical assets;
• Coordinating the preparation of reports for the Board’s consideration and implementing the decisions of the Board;
• Fostering conducive corporate culture that promotes ethical practices and good governance in line with the Constitution of Kenya;
• Providing leadership in the development of the Corporation’s programs and ensuring quality through the development and implementation of standards, systems and procedures, regular evaluation and performance management system;
• Maintaining a conducive work environment for attracting, retaining and motivating employees while fostering a corporate culture that promotes ethical practices and good corporate citizenship;
• Directing the execution of risk management policy and framework that ensures the corporation has adequate systems and processes of accountability, risk management, internal controls and business continuity;
• Representing the corporation in investment events.

Requirements for appointment

• Be a Kenyan citizen;
• Posse a degree in economics, logistics, accounting, finance or any other related field from a recognized university; a Master’s degree will be an added advantage;
• Have had experience in senior management for a period of not less than seven (7) years
• Professional qualification and membership to a professional body where applicable;
• Demonstrate a clear understanding of local, national and international policies and regulatory frameworks governing the investment sector
• Proficiency in computer applications
• Fulfil the requirements of Chapter Six of the Constitution

PERSONAL QUALITIES IN ADDITIONAL TO THE ABOVE REQUIREMENTS.

• Leadership skills
• Analytical skills
• Communication skills
• Strategic and innovative thinking
• Interpersonal skills
• Ability to mobilize resources
• Negotiation skills

Functions of Office Assistants

Office Assistants are responsible for the following functions:

• Cleanliness of offices, equipment/apparatus when need be;
•  Office waste management;
• Habitable office conditions;
• Movement of office equipment, furniture and orderly arrangement;
• Meeting venues timely arrangement;
• Keeping inventory of kitchen equipment;
• Office beverage and snacks preparation; and
• Office and messengerial duties.

Duties and Responsibilities

The Officer will be responsible to the Manager, Human Resource & Administration, for the implementation of Administration Division’s objectives in a result oriented and timely manner to achieve the Corporation’s goals, objectives and agreed performance targets. Duties and responsibilities will entail:

• Cleaning offices, machines/ equipment/apparatus;
• Collecting and disposing waste;
• Dusting offices and ensuring habitable office conditions;
• Moving or carrying office equipment, furniture and ensuring orderly arrangement and dispatching letters;
• Arranging for meeting venues professionally and timely;
• Keeping inventory of kitchen equipment;
• Preparing and serving office tea;
• Performing office and messengerial duties; and
• Any other duties as may be assigned

Academic & Professional Qualifications    

• At least a mean Grade D+ (plus) in the Kenya Certificate of Secondary Education or its equivalent from a recognized institution;

Job Experience & Requirements    

• Proficiency in English and Kiswahili
• Fulfil the requirements of Chapter Six of the Constitution.

Personal qualities    

• Good interpersonal skills

Duties and Responsibilities

• Assisting in managing administrative activities in the duty station;
• Planning and supervising registry;
• Receiving and recording correspondence;
• Sorting and dispatching internal and external correspondence;
• Verifying documents;
• Maintaining files and records;
• Maintaining office equipment;
• Discharging courier services;
• Maintenance of buildings and estate;
• Security of Institute property; and
• Any other duty assigned from time to time.

Requirements for Appointment

• Kenya Certificate of Secondary Education (KCSE) minimum grade “C-” (Minus) or its equivalent;
• Diploma in Business Administration or its equivalent from a recognized institution; and
• Certificate in Computer Applications from a recognised institution.

Interested applicants MUST adhere to the application instructions provided below:

The applicants MUST submit their information online through filing of the form provided in the link below: https://forms.office.com/r/X9UmWDNMrZ

The applicants MUST also send their hard copy applications and attach their Curriculum Vitae and copies of relevant professional/academic certificates and national identification card.

They MUST also include their day and evening telephone numbers, e-mail address and names and addresses of three referees to reach the Director KEFRI not later than 5 pm on Monday, 18th December 2023.

Envelopes containing the hard copy applications should clearly be marked with the position applied for and addressed to: -

The Director/CEO,

Kenya Forestry Research Institute (KEFRI),

P.O. BOX 20412-00200,

City Square, NAIROBI. 

Duties and Responsibilities

• Typing manuscripts and preparing responses to simple routine correspondences;
• Maintaining office diary and protocol;
• Handling telephone calls and appointments;
• Ensuring security of office records, documents and equipment;
• Processing data and manage e-office;
• Operating office equipment;
• Attending to visitors/clients;
• Planning and scheduling meetings;
• Reporting any repair needs in the office;
• Management of office petty cash; and
• Any other duty as may be assigned

Requirements for Appointment

• Kenya Certificate of Secondary Education (KCSE) minimum grade “C-” (Minus) or its equivalent from a recognized institution;
• Certificate in Computer applications; and
• Diploma/ Higher Diploma in Secretarial Studies from a recognized institution;

OR

• Have passed the following examinations from the Kenya National Examinations Council (KNEC);
• Typewriting III (Minimum 50 w.p.m.)/Computerized document processing III;
• Shorthand III (100 w.p.m);
• Business English III/Communications II;
• Office Management III/Office Administration and Management III;
• Secretarial Duties II;
• Commerce II;

Interested applicants MUST adhere to the application instructions provided below:

The applicants MUST submit their information online through filing of the form provided in the link below: https://forms.office.com/r/X9UmWDNMrZ

The applicants MUST also send their hard copy applications and attach their Curriculum Vitae and copies of relevant professional/academic certificates and national identification card.

They MUST also include their day and evening telephone numbers, e-mail address and names and addresses of three referees to reach the Director KEFRI not later than 5 pm on Monday, 18th December 2023.

Envelopes containing the hard copy applications should clearly be marked with the position applied for and addressed to: -

The Director/CEO,

Kenya Forestry Research Institute (KEFRI),

P.O. BOX 20412-00200,

City Square, NAIROBI. 

Description

The Kenya Medical Research Institute, a State Corporation established pursuant to the Science Technology and Innovation Act 2013 as read together with the Kenya Medical Research Institute Order 2021, is the national body responsible for carrying out research in human health in Kenya.

 KEMRI is a regional leader in human health research. The Institute currently ranks as one of the leading Centres of Excellence in health research both in Africa as well as globally. KEMRI provides advice to the Ministry on various aspects of healthcare and delivery, national diseases surveillance and rapid response capacity for major disease outbreaks such as Cholera, Chikungunya Virus, H1N1 Flu, Yellow Fever, Rift Valley Fever, Ebola, Aflatoxicosis etc.

The Role: Director General/Chief Executive Officer

Reporting Relationship: The Director General reports to the KEMRI Board of Directors

Job and Person Specifications:

Job Specifications

• Provide strategic leadership in accordance with the mandate of KEMRI;
• Official spokesperson for the organisation and responsible for stakeholder management and the enhancement of the corporate image of the organisation;
• Responsible for the execution and communication of the Board’s strategies, decisions and policies;
• Manage the budget of the institute and ensure that its funds are properly expended and accounted for;
• Act as Principal executor of all KEMRI contracts;
• Ensure development and implementation of an effective performance management system
• Provide regular, thorough and prompt communication to the Board of Directors on key technical, financial and administrative matters;
• Ensure that the organisation has effective management structure including succession plan;
• Provide leadership and vision to the organisation by assisting the Board of Directors and staff with the development of the strategic plan, budgets and annual work plans;
• Manage the day to day affairs and transactions of the Board of Directors and coordinating the operations and administrative functions of the Institute;
• Lead, oversee and ensure implementation of applicable research standards in Kenya;
• Oversee the activities of the Institute’s resources and ensure they are optimally utilised and fully accounted for in line with the existing laws and regulations;
• Provide guidance and spearhead research activities in the Institute in line with the best research practices globally;
• Foster and maintain a conducive work environment, and enhance corporate culture that promotes ethical practices and good corporate governance; and
• Maintain effective collaboration and partnerships with organs of the government and government agencies, county governments, international organisations, private sector, non-governmental and other stakeholders.

Requirements

Person Specifications

• Bachelor’s degree in health-related field, finance or audit, business management, economics, law or any other relevant field from a recognised institution;
• Master’s degree in health related field, finance or audit, business management, economics, law or any other relevant field from a recognised institution;
• At least ten (10) years working experience of which five (5) should be in a senior management position in either private or public sector;
• PhD. In a health-related field, finance or audit, business management, economics, law or any other relevant field will be an added advantage;
• Research experience in a medical or related field will be an added advantage;
• Leadership course lasting not less than four (4) weeks cumulatively is an added advantage;
• Professional qualification and membership where applicable; and
• Fulfilment of the requirements of Chapter six (6) of the Constitution of Kenya.
• Fulfilment of the requirements of the Leadership and Integrity Act

Skills and Competencies

• Strong analytical skills;
• Strategic and innovative thinking;
• Ability to mobilise resources;
• Financial management and budgeting;
• Analytical, problem solving and decision making skills;
• Strong interpersonal skills;
• Proficiency in IT applications;
• Strong leadership skills; and
• Negotiation skills.

NKCC/HR.1901/EST OFFCR/24/11/2023

Job purpose

An Estate Clerk will be responsible in assisting in the management of NKCC’s properties including the follow up on titles, renewal of leases, leasing, maintenance and payment of statutory dues and utilities. A Clerk at this level will work under supervision of Assistant Legal Manager.

Key responsibilities

•  Maintaining estate files including retrieval of files and filing of correspondence.
•  Preparing of Quarterly reports.
•  Following up with local and national authorities on the payment land rates and rent and utilities.
•  Managing of tenants.
•  Undertaking site visits of NKCC properties and make recommendations for repairs.
•  Supervision of maintenance and repair of NKCC property.
•  Delivering of letters to tenants and any other necessary correspondence.
•  Following up on demand letters for the payment of land rates, rent and utilities.
•  Liaising with utility companies and other service providers to ensure continued provision of services.
•  Any other duties as assigned by immediate supervisor.

Qualifications and Personal Specifications

•  Diploma in Land Economics, Real Estate, Property, or relevant qualifications from a recognized University.
•  Relevant work experience of 3 years in a similar position
•  Member of the Institution of Surveyors of Kenya (ISK).
•  Proficiency in computer applications.

Method of Application

In addition to the Qualifications and requirements set above, successful candidates for the above positions shall be expected to fulfil the requirements of Chapter Six of the Constitution.

Qualified and interested applicants who meet the above requirements are required to send their application in HARD COPIES quoting the Title and Reference Number of the position applied for on the cover letter and envelope, together with a detailed Curriculum Vitae, indicating current salary, copies of certificates, testimonies, and the contact information of at least three referees to:

 Chief Manager, Human Resources and Administration

New Kenya Co-operative Creameries Ltd

P.O. Box 30131 – 00100

NAIROBI.

 All applications should be sent through the above address ONLY and received not later than 5 p.m. on 8th December 2023. 

DCA is seeking to recruit a competent, experienced and motivated Kenyan National for the position of Finance Officer. The position is Nairobi based - with frequent travel to DCA Kenya and partner counties of operation - and reports to the Head of Finance & Support Services(HoFSS) in Kenya**.**

ROLE PURPOSE:

The overall objective of the position is to monitor and oversee DCA and partner-led projects, handling budgets, quality assurance of budgets and reports, and providing financial reports overseeing accounts, and ensuring office finances are up to date and run in an efficient and appropriate way according to donor requirements and DCA internal procedures. In addition, the Finance Officer will ensure that grants are fully implemented in compliance to donor regulations and DCA requirements and donor reporting. The Finance Officer will develop budget management tool(s) and conduct training(s) to improve efficiency and donor reporting and compliance for DCA budget holders and partner finance and programme staff.

KEY AREAS OF ACCOUNTABILITY:

Budget and Grants Management

• Maintain a complete financial knowledge of the grant portfolio in the country office.
• Assist in the preparation and analysis of the annual and mid-term budget of the country office, as well as re-forecasts, as needed.
• Prepare and analyse monthly Budget Vs Actuals (BvA) reports; regularly update spending plans in collaboration with the HoFSS and the APMs
• Assist in preparing donor budgets and donor reports.
• Participate in and contribute to grant opening and closing meetings.

Country Office Annual Operating Budget

• Under the direct supervision of the HoFSS, assist in preparing the Country Office annual budget following DCA’s standard format to meet the required timelines.
• Ensure regular update of the annual budget that will serve as a guide for all new donor proposals as well as support in times of rapid growth and/or funding reductions to advise timely management decisions.
• Provide recommendations for funding shortfall and / or coverage for each component of the annual budget.

New proposal Development

• Work with relevant DCA and partner programme staff to prepare new donor budgets under the direct supervision of the HoFSS.
• Under the mentorship of the HoFSS, conduct a detailed preparation of existing grant budget revisions ensuring that all costs are covered and are not under/over budgeted in addition to accurate use of DCA and donor budget formats.

Grant Management & Reporting

• Prepare monthly Budget Versus Actual (BVA) reports and distribute on time.
• Provide monthly analysis for the HoFSS per grant after each month closing and provide recommendation for the budget holders to ensure accurate spending and inform adaptive / corrective action.
• Review project spending plans and advise relevant staff on spending status and ask for feedback on all over/under spending.
• Prepare and update spending plans for all active grants in coordination with the appropriate budget holders.
  • Review and update the commitments lists from Supply chain, Admin& Human Resources to be included in monthly BVAs.
  • Participate in the periodic Grant review, opening and closing meetings and present the spending status.
  • Provide support and feedback to Operations and Program Coordinators and Managers for all questions regarding the BVAs.
  • In compliance with donor requirements propose and prepare adjustments entries, attaching all supporting documents for finance records and posting into DCA’s accounting system.
  • Prepare donor financial reports for all grants for review by the HoFSS. Ensure that reports comply to donor reporting formats and are submitted as per contractual requirements.

Audit & administration

• Participate in programme audit and ensure all grants are audited as per the donors’ rules and regulations.
• Conduct pre-audit review meetings to ensure that DCA is audit ‘ready’.
• Ensure that any actions or recommendations included in management letters resulting from any audits are followed up internally and reconciled.
• Upload signed copies of programme audit reports on intranet.
• Upload other relevant finance documents on intranet.
• Ensure compliance with donor regulations, DCA rules and local government regulations.

Staff support and training

• Assist the HoFSS in conducting regular training sessions for DCA and partner staff on budget management and donor regulations, targeting programme, operations and finance staff.

Other

• Provide assistance with requests from DCA headquarters as directed by International Finance Unit
• Any other duties as assigned by the HoFSS and DCA Group Finance and GPRM colleagues. The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

Experience and qualifications:

• Bachelor’s degree in Business Administration, Finance or Accounting (or related degree).
• Certified Accountant Qualification coupled with eight years’ relevant experience will be considered in lieu of Bachelor’s degree.
• Minimum five years of progressive international practical experience in financial management.
• At least three years of experience working with INGOs.
• Highly collaborative and able to establish positive working relationships with senior level management and all other stakeholders to maximize cooperation and productivity.
• Must be able to maintain highest level of confidentiality regarding work-related information and data.
• Excellent communication skills.
• Proven experience in managing budgets of varying sizes.
• Advanced proficiency in Excel.
• Experience working with Automated accounting and Finance Software.
• Proven ability to work under pressure and meet deadlines.
• Excellent financial and analytical skills.
• Ability to work in multi-cultural environment and a good team player.

Preferred:

• Prior work experience in finance management of Danida, EU, Norad and DG ECHO funded development programmes.

About DCA:

DanChurchAid (DCA) supports the poorest in the world in their struggle for a dignified life and helps people in need. We provide emergency relief in disaster-stricken areas and long-term assistance in the poor regions to create a more equitable and sustainable world. For more information on DCA, please visit www.danchurchaid.org

DCA offers: The position is for a period of two years with a three-month probation period. DCA offers a salary package (salary, insurance, and benefits) in accordance to experience and DCA Kenya HR Manual.

How to apply

Apply online through: https://dca.career.emply.com/en/national-positions

Any published closing dates are estimated. We aim to fill this vacancy as quickly as possible. This means that we will close adverts as soon as we have found the right candidate, and this may be before the published closing date. We would therefore advise interested applicants to apply as early as possible.

The deadline for applications is at COB on 6th December 2023

Only online applications will be accepted.

Only short-listed candidates will be contacted.

All interested candidates irrespective of age, gender, race, religion, sexual orientation, abilities or ethnic affiliation are encouraged to apply for the vacancy. DCA conducts an anti-terror check as part of the recruitment process. It is a prerequisite that you can pass this check and maintain this status throughout your employment with us. Everyone applying for a job with DCA must be ready to comply with our Staff Policy on Prevention of Sexual Exploitation, Abuse and Harassment and our Child Safeguarding Policy.

Job Purpose:

Responsible for management of branch operations in accordance with set SLAs.

Key responsibilities:

• Oversee day to day running of the branch operations i.e., claims, underwriting, customer services in accordance with set SLAs.
• Ensure customer complaints and other enquiries are handled speedily and effectively to ensure customer satisfaction for all lines of business in line within set SLAs.
• Play a key role in liaising with other departments in retail, corporate, P&D and EMC divisions, other branches and third parties like banks, brokers and other sources of premiums e.t.c. to conclusively resolve customer inquiries.
• Supervise branch premium processing and bank statement reconciliations by ensuring that they are done promptly and accurately.
• Oversee timely generation of all relevant reports on all branch activities from time to time and effectively communicating the same to the respective manager(s).
• Provide effective leadership, direction and staff supervision to the branch. 
• Drive compliance with all company procedures e.g., on premium processing, banking, underwriting, compliance review of application forms, kyc etc. 
• Supervise maintenance and storage of accurate and proper records at the branch. 
• Oversee office cleanliness, custody/safety of company assets, Security, brand image is upheld and orderliness at all times.
• Supervise proper use of petty cash by reviewing and approving its usage.
• Supervise timely delivery of GI policy documents (newly issued and endorsements); contract notes, receipts, renewal notices, certificates etc to customers directly or by liaising with the selling intermediaries.
• Management of branch expenditure/costs e.g., lighting, water bill, stationery, time management etc.
• Drive compliance with all statutory requirements at the branch i.e., business permits, IRA license etc.
• Drive customer self-service by encouraging all walk-in clients to sign up to the customer portal and offer necessary support.
• Support business retention by taking initiative to conserve cancellations and surrenders before processing customer instructions.
• Review all applications for insurance for all lines of Business to determine the profiles of risks presented to the company for insurance and assess their acceptability or otherwise according to the Delegation of authority matrix.
• Credit and debit approval within the authority matrix.
• Delegated Authority: As per the approved Delegated Authority Matrix.

Key Performance Measures:
As described in your Personal Scorecard.

Knowledge, experience and qualifications required

• Bachelor’s Degree in a business-related degree. 
• 7-10 years’ experience in the insurance industry or related field.
• Professional Qualifications: AIIK, LOMA or ACII.

Technical/ Functional competencies:

• Knowledge of insurance & investment concepts.
• Knowledge of underwriting, claims processes and procedures.
• Technical competence in underwriting insurance risks/ Investment products.
• Knowledge of insurance & investment regulatory requirements.
• Leadership and conflict resolution skills.
• Analytical and report writing skills.

Leadership category responsibility framework (Core Competencies):
Team Leaders in Britam need to:

• Operationally lead a team to service customers from a sustainable and growing customer base whilst increasing profit.
• Ensure the company’s objectives are met by being a vision carrier and by implementing strategy and operational outputs.
• Effectively run the business and manage staff in order to enable functional leaders to focus on developing strategy.
• Effectively identify and define key performance areas, deadlines and goals for their team in order to optimise operational effectiveness.
• Ensure the department has the most appropriate people capability through effective inspirational leadership, people development, effective selection and optimised succession planning.
• Create a high performance, proactive culture and motivated team.
• Monitor operational implementation, budgets, plans, goals and outputs in order to ensure alignment with the departmental strategy.
• Ensure that department priorities are adhered to and effectively communicated.
• Effectively disseminate knowledge within the correct context, towards subordinates as well as management.
• Appropriately model the company values while setting the pace and energy for delivering.
• Benchmark operational activities internally as well as externally in order to be a leader in the industry.
• Effectively manage and communicate change within the department in order to increase staff and process effectiveness.
• Provide access to accurate and consistent information and services across all channels.
• Adequately manage operational risk.

About the role

What you need to know:

• This position provides professional and efficient document processing services associated with quotation, new business, endorsements, cancellations, reinstatement and renewals. Handles all internal enquiries from Underwriting Departments, Customer Service Claims and Finance.

Responsibilities

• Books into underwriting system all business submitted by Underwriting Departments and Customer Service on transmittal sheet.
• Prepare renewal notices for motor, personal property, personal accident & SME policies
• Follow up on missing information and documentation from Underwriting Departments.
• Performs random screening for completeness / accuracy of processed documents.
• Receiving claims migration requests from Claims department, ensuring the requests are processed and informing the Claims department as and when request has been processed.
• Address all internal enquiries from Underwriting, Claims and Finance.
• Provide a weekly work status to the supervisor and update work cases on CRM
• Ensure adherence to audit requirements.
• Ensure adherence to regulatory and compliance requirements.
• Ensure adherence to underwriting guidelines and mandates.
• Quality review testing on Processes to ensure compliance.  
• Participate in developing and recommending changes to existing methods and systems to increase the accuracy, efficiency and responsiveness of the customer service department as a whole.
• Provide back-up support to other team members.

What we’re looking for:

• Experience working in the General Insurance industry preferred.
• Hold an Insurance or Business degree.
• Holder of CII/AIIK qualification or be working towards attaining qualification
• Strong working knowledge of MS Office Applications
• Strong written and oral communicational skills supported by a friendly and outgoing disposition.
• Methodical, accurate and strong attention to detail.
• Organized, with good planning/time management skills to achieve tight deadlines/targets.

About the role

The Community Liaison Officer (CLO) is responsible for the day-to-day liaison and engagement between Fortescue and local communities in the project area. The CLO shall perform, inter alia, the following tasks & responsibilities:

• Liaise local stakeholder relationships through regular contact with local community representatives.
• Undertake active community engagement in order to develop trust and broad community support to enable smooth implementation of project operations.
• Facilitate liaison between Fortescue staff, communities, contractors and other key stakeholders. Develop and sustain an effective two-way communication between Fortescue and relevant stakeholder coordination committees.
• Develop and maintain close contacts with local and county leadership and authorities to ensure good stakeholder relationships.
• Organize meetings with key stakeholders and any other organisations if so requested, including organizing meeting spaces.
• Maintain a detailed & accurate record of stakeholder meetings including agendas, minutes of meeting, follow up / action points. All such stakeholder and meeting information will be documented in Fortescue’s stakeholder relationship management system (SRM).
• Ensure that communities are adequately informed about project developments and ensure that communication channels remain open at all times.
• Actively seek feedback from local communities and advise the project team on their views about various issues as well as report on any changing sentiments within the community that may affect project operations.
• Assist in the identification and resolution of potential project implementation challenges at community level.
• Document and follow up on community and other stakeholder concerns, requests and grievances by ensuring that they are brought to the attention of the Communities Lead within Fortescue.
• Monitor interactions between subcontractors, locally employed persons and local communities and report any impropriety or concern to the Communities Lead within Fortescue.
• Gather information on potential social impacts of Fortescue operations and consult internally and with community leadership and representatives on impact avoidance and mitigation measures.
• Carry out sensitisation campaigns to educate the local communities on Fortescue activities.
• Consult with local stakeholders regarding community investment projects and their implementation.
• Attend project team meetings as required.
• Support permitting, approvals and study activities in the project area of operation, where required.
• Perform other duties as may be assigned.

Qualifications and Experience

• Bachelor’s degree in a relevant discipline.
• Five years previous experience working within a community relations / development role; management of grievances at community level.
• Prior experience working in the Naivasha region is critical & strong knowledge of local customs and traditions is essential.
• Experience working with national & international organizations that are contributing to the development of local communities is desirable.
• Experience in the management of grievances and grievance management systems.
• Ability to develop and implement strategies (including key stakeholder engagement) to secure desired outcomes and support objectives
• Ability to build and maintain a network of local stakeholders and informed parties.
• Ability to translate complex information into strong, easily understandable messages, including the ability to influence, inspire confidence and build trust at all levels.
• Excellent written and verbal communications skills
• Fluency in English and Kiswahili is essential.
• Knowledge of languages spoken locally is essential.
• Proven ability to work independently with minimal supervision & direction. Yet able to work in a team to achieve project goals.
• Self-motivated, versatile, adaptable to different cultures & people.
• Strong community liaison, mobilization, negotiation and consensus building skills required.
• Working knowledge of MS Office applications (Word, Excel, PowerPoint) required.
• Good analytical skills, resourcefulness, initiative, maturity of judgement.
• Effective reporting & writing skills essential.