The Latest Operations & Administration Jobs in Kenya

Action Against Hunger-USA is part of the Action Against Hunger International network, which provides humanitarian relief in more than 50 countries worldwide in the sectors of nutrition, health, water/sanitation, and food security. Action Against Hunger-USA, an independent NGO, currently manages programs in 7 countries: Ethiopia, Kenya, South Sudan, Somalia, Tanzania, Uganda, and Haiti. Action Against Hunger-USA implements more than $60 million in programs annually, and approximately 1,500 permanent employees based in New York City, Washington D.C, Nairobi, and country offices. Additional growth is anticipated.

Action Against Hunger has been present in Kenya since 2001 and is a transformative leader in nutrition security for improved quality of life among vulnerable communities. Action Against Hunger wants to contribute to the optimal functional performance of National, County, and Community systems through strategic partnerships for innovative nutrition-sensitive and nutrition-specific interventions to achieve its impact. The organization recognizes gender equality as central to its core strategy towards the realization of effective and sustainable outcomes on nutrition, WASH and surveillance interventions. Action Against Hunger is currently implementing activities in West Pokot, Mandera, & Isiolo counties.

I. Summary of position

Action Against Hunger Kenya Country office is looking to fill the position of Base Administrator who will be responsible for day-to-day finance activities at Mandera and will play a critical role in ensuring adherence to financial policies and procedures. These activities include general finance, budget, cash, and bank management at the base level and ensuring that all finance transactions are recorded in the saga cashbook on a daily basis in full respect of internal rules. He/ She will provide accounting and financial analysis to the Mandera base staff and will ensure the submission of base financial reports based on internal deadlines in compliance with all accounting and financial reporting functions. The individual is also responsible for supporting Internal reporting including internal budget monitoring.

The incumbent is responsible for providing Human Resources Administrative Support to the base staff and enforcing the implementation of the organization’s policies.

The Base Administrator role has the following purpose, engagement and delivery:

Purpose:

The base administrator will be key in the day-to-day administration operation at Mandera base. The officer will have the responsibility of ensuring all accounting procedures for the organization finances are safeguarded by following the monthly accountancy procedures. The officer will also be responsible with conducting monthly cash county, tracking of monthly expenditure, advance, forecasting tools as well as the review and analysis of monthly accountancy before submission to Nairobi. The holder of the position will also be key in submitting monthly base HR reports and supporting the capital office in preparations of monthly payrolls. In addition, the incumbent will be responsible in providing Human Resources Administration by ensuring all the staff adhere to the stipulated organization policies.

Engagement:

The position hold works collaboratively to ensure the issuing of accountancy bundles is timely, accurate, and complete. S/he will work with all staff in order to improve knowledge and awareness with respect to budget utilization, policies, internal control policies and procedures.

S/he will build and maintain a collaborative network with various external stakeholders such as local government and non-governmental partners.

S/he will work closely with other departments, the Field Coordinator, Logistics and Program Officers at the base level and at the Nairobi level to provide seamless support and relevant advice in regard to organization policy funds utilization. Seek advisory support and advise both capital Human Resources and Finance departments on base arise matters and information sharing.

II. Delivery

The position holder is responsible for providing accurate financial data, effective and efficient utilization of resources in line with the organizational and financial management policies and procedures as per the donor policies and guidelines. S/he will ensure the organization is compliant by making sure various accounting and tax regulations are adhered to staff hired in the field.

Provide HR monthly reports, monthly leave updates and payroll amendment alteration reports and promote high standards of integrity and accountability in the utilization of organizational resources.

III. Essential job functions

1. MANAGEMENT OF THE FINANCES OF THE BASE 80%

a. General Finance:

· Responsible for finance management at base level,

· Ensure proper implementation of Action Against Hunger’s financial rules and procedures.

· Responsible for the financial authorization of the expenses done on the base in compliance with financial procedures and monthly cash forecast

· Record all working advances in the advance book and follow up on their clearance by staff on a timely basis.

· To ensure that each cash & bank transaction is justified by an appropriate invoice/receipt, and to ensure the quality of receipts (name, patent no., stamp, description, date, amount, etc.)

· Responsible for proper & regular filing of all finance documents at the base.

b. Budget Management

· Where required and in consultation with the Field Coordinator, provide inputs to budget proposal design and procurement plan.

· Check the availability of funds for all activities and expenses- validate the procurement requests and SPOs.

· Hold monthly Budget Follow up (BFU) meetings at the base level and communicate feedback to Nairobi Finance office.

· Ensure that correct budget lines are used for each activity & expenses- link to PFU and BFU.

c. Cash & Bank Management:

· To ensure respect of Action Against Hunger’s finance procedures and Cash Management Policy at the base level.

· Monthly cash and bank reconciliation

· Ensure safekeeping of Action Against Hunger funds and assets

· Make cash count at least once a week and also at the end of each month (in writing)

· Consolidate the base cash forecasts. Ensure liquidity at base level- sending balances to Nairobi capital office, follow up on transfers to bases.

· Ensure base expenditures are in line with the approved cash forecast, analyze discrepancy between actual expenditures and cash forecast.

d. SAGA:

· Record all transactions in the SAGA cashbook in full respect of internal saga rules. This cashbook & bank book must be updated on a daily basis to be able to verify the physical bank & cash balance at any time.

· Ensure that correct budget lines are used for each activity & expenses- link to PFU and BFU.

· Accountable for the SAGA monthly closing: check all books and transmit all documents before the 4th of the following month to the Nairobi finance team.

2. MANAGEMENT OF THE HUMAN RESOURCES AT THE BASE 15%

a. Administration of Employment practices

· To ensure the implementation of the staff regulation in the base,

· To ensure the proper communication within the base concerning administrative issues,

· To implement all HR procedures, projects and initiatives in the base and to propose to the Field Coordinator on new procedures where required,

· To maintain an accurate staff database of the staff in Mandera Office, management of leave to include leave plans and leave follow up

· To ensure the Payroll Alteration Forms are remitted to Nairobi HR on the 15th of every month for payroll processing.

· Responsible for all HR filing in the base to include recruitment files, personnel files etc.

· In-charge of enforcement of office guidelines like COVID-19 control and prevention measures.

b. Employee Resourcing (HR Planning, Recruitment& Selection, Induction& Orientation

· In collaboration with the Field Coordinator, participate in the recruitment and selection process at the field level to include preparing JD’s, job adverts, receiving and sorting applications, preparing interview materials, interview schedules, contact candidates for interviews and help set up for interviews.

· Working closely with the HR Manager, prepare recruitment documentation to include the recruitment matrix and conducting reference checks.

· To assist the Field Coordinator in the orientation and induction of new staff at the base. This includes, preparing an induction schedule for new staff, collecting all documents from new employees as per the employee personnel checklist and opening employee personnel files for all new employees as well as assisting in conducting comprehensive HR induction at base level.

· In consultation with the Field Coordinator, advise on staffing needs including need for new hire and/or reduction.

c. Employee Relations.

· Responsible for staff welfare at the base level including but not limited to staff meetings, medical, contributions etc.

· Ensure staff have personal protective equipment (PPEs) while on duty as part of COVID-19 control and prevention (where necessary)

· To ensure that each disciplinary action is justified, compliant with the law and staff regulation, and validated by the Field Coordinator in conjunction with HR Nairobi.

· To prepare for the base all propositions regarding changes in the HR policy, i.e. organization chart, comments on the salary grading structure and to be communicated to the Field Coordinator who will liaise with other coordination teams.

· Be a change champion for HR initiatives and projects at the base level

· Working closely with the Field Coordinator, assist in the implementation of HR projects and initiatives at the base level.

3. ANY OTHER ASSIGNMENT 5%

· Any other assignment assigned by the line manager both technical at Nairobi and administrative at the base

IV. Supervisory Responsibilities

· Overseeing the operations of the logs assistant at the base level

· Overseeing the operations of the finance assistants and cashiers at the base level

· Overseeing the operations of the office assistants and the cleaner

· Casuals

V. Fiscal Responsibility

· Base Treasury and Cash Count,

· Monthly accountancy and supporting documentation

VI. HR Responsibility

· HR monthly reports

· Payroll Alteration forms

VII. Physical Demands

· While performing the duties of this job, the employee is required to sit for long periods and to concentrate on work, including typing, and turn out heavy volumes of work accurately, within short time frames under stressful situations in the context of a moderately noisy office with many interruptions. Must be able to proofread own work accurately so that only minor corrections are needed on an infrequent basis.

· The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

VIII. Working Conditions, Travel and Environment

· The duties of the job require regular job attendance at least five days per week. Must be available to work outside normal office hours or on the weekends as required.

· Must be able to travel as required for standard domestic and international business travel as well as to the country offices if appropriate. Based on the country office needs, the time spent on field trips will be a minimum of 40% of his/her working time.

. While visiting the field, the employee may be exposed to precarious settings under high security risks and/or very basic living conditions and outside weather conditions, as well as to infectious diseases.

IX. Gender Equality Commitments & Zero Tolerance to Abuse

·Foster an environment that reinforces values of women and men, and equal access to information.

·Provide a work environment where women and men must be evaluated and promoted based on their skills and performance.

·Promote a safe, secure, and respectful environment for all stakeholders, particularly for children, beneficiaries, and members of staff.

·Help to prevent any type of abuse including workplace harassment and sexual abuse and exploitation.

·Respect beneficiaries’ women, men, children (boys and girls) regardless of gender, sex orientation, disability, religion, race, color, ancestry, national origin, age, or marital status.

· Value and respect all cultures.

X. Required Qualifications and Professional Experience

a. Required Education:

· Degree in business related Field: Finance/Accounting.

· Professional qualification of CPA will be an added advantage

· Basic knowledge of and interpretation of the Kenyan labor laws

· Minimum 5 years experience in a busy organization or Non-profit organization

b. Required Skills & Competencies

Essential

· Superior communication and writing skills

· Demonstrated analytical skills

· Excellent influencing and negotiation skills

· Monitors progress against milestones and deadlines;

Preferred

· Compatibility for both independent and team work.

· Persistence and assertiveness combined with tact and diplomacy

· Demonstrated flexibility and or adaptability.

· Excellent organizational and planning skills

· Ability to work in a high pressured environment

How to apply

All candidates should apply through the link: CLICK The position is open on a rolling basis and closes on 10th October 2023 at 6:00 pm. Action Against Hunger-USA provides all staff with an attractive salary & benefits package. We provide equal employment opportunities (EEO) to all employees & qualified applicants for employment without regard to race, color, religion, gender, ancestry, national origin, age, handicap, disability, marital status, or status as a veteran. Action Against Hunger-USA complies with all applicable laws governing non-discrimination in employment.

• DCA is seeking to recruit a competent and energetic Kenyan National for a twelve-month internship as Administration Assistant. The position is based in Nairobi - with minimal travel to DCA’s offices in Nakuru and Kakuma anticipated - and reports to the Procurement and Logistics Officer based in Nairobi.

The main responsibilities of the Intern (Administration Assistant) are:

Logistics:

• Make travel arrangements, such as booking flights, taxis, and making hotel reservations.
• Reconcile hotel, air tickets & taxi expense reports & requesting for payments.
• Support event planning, including sourcing and booking venues and confirming attendance. 
• Assist in tracking monthly country logistics reports. 
• Maintain an updated assets register for DCA Kenya assets and support in managing the asset list in DCA ADMIND system.
• Assist in management of Nairobi fleet. 

Administration:

• Work closely with Procurement and Logistics Officer & to ensure proper filing systems are maintained.
• Managing office supplies and ordering new supplies as needed. 
• General office management duties to support Nairobi team and wider organisation, ensure all office operations bills/invoices are paid on time.
• Ensure functionality of necessary office equipment, repair or replace damaged office equipment.
• Maintain inventory of office supplies and manage re-ordering processes.

Procurement:

• Assist in conducting market survey when required and give feedback on market trends. 
• Assist in ensuring that all procurements are completed on time and updated on DCA’s online system (ADMIND).
• Assist in preparation of project bid advertisements, bidding documents, evaluation reports, requests for proposals for consulting services, draft contracts, and all other end to end procurement cycle activity documents. 
• Assist in following up on vendor invoices and reconciling supplier statement of accounts.
• Be fully familiarized with DCA’s procurement policies to ensure they are being followed.
• Any other duties assigned by the Procurement and Logistics Officer or their designates. 

Required Qualifications

• Bachelor’s degree in business administration or social Sciences in any of these fields: Administration, Supply Chain Management or Procurement. 
• Knowledge and prior experience (minimum of 1 year) of administrative and procurement and logistics procedures would be advantageous. 
• Good communications skills. 
• Excellent computer proficiency (Microsoft Office – particularly MS Word & Excel) 
• High level of motivation, integrity, and commitment.
• Excellent planning and organisational skills, and ability to work with minimal supervision. 
• Good team player.
• Excellent interpersonal skills and ability to manage sensitive and confidential information.

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

PURPOSE OF THE ASSIGNMENT:

Provide support in the establishment and enhancement of risk management activities; contribute to the application of controls and compliance with policies and procedures and to the overall effectiveness of operations and optimization of  WFP resources.

KEY ACCOUNTABILITIES (not all-inclusive, within delegated authority):

• Contribute to embedding risk management in planning and decision-making across the office and all aspects of WFP operations through monitoring of key risk appetite metrics and risk indicators, and regular updating of risk registers, including progress towards implementing the risk mitigation actions.
• Support the collection of feedback and data on risk performance and contribute potential new implementation approaches.
• Support relevant managers in their regular and ad hoc risk assessments in regional, country and field offices to: identify and evaluate risks; contribute to the development and design of mitigation actions; assess effectiveness of the internal controls; and prepare risk information for management to share with external stakeholders.
• Support the discussion with functional experts and risk management focal points on: identifying trends and emerging issues; contributing to the preparation of guidance and/or checklists in conformity with WFP policies and rules on periodic risk and/or control assessments;
• Utilize available risk management tools to link risk, oversight and evaluation information; review and analyze risk management activities, exposures and mitigation actions in draft Country Strategic Plan (CSP)/Interim CSP including budget revisions.
• Collect information/training needs and contribute to the preparation of training programmes or information sessions for colleagues and partners to enhance understanding of risk management and compliance with WFP policies, rules, regulations and procedures.
• Using the Three Lines Model, participate in the development of Standard Operating Procedures (SOP) by First Line colleagues for managing the risk and accountability process, including criteria for conducting risk and accountability missions, training materials and modules, etc., to minimize risk to the organization.
• Contribute to management accountability across functional units, including through the preparation of comprehensive reports summarizing the status of compliance of internal controls, key oversight themes, and using risk information (e.g., risk indicators, incident
• reporting) to highlight areas out of risk appetite and contribute ideas on required actions in areas of risk and compliance vulnerability.
• Support the completion of the annual Executive Director’s Assurance exercise survey, collect and review inputs.
• Support managers to prepare and plan for Internal Audit and External Audit, collect essential documents, organize briefing meetings and follow-up on recommendations.
• Support the promotion and dissemination of the 2021 Revised Anti-Fraud and Anti-Corruption (AFAC) Policy and WFP’s adherence to Zero Tolerance for Inaction, including assisting managers in their fact-finding reviews and fraud risk assessments by collecting and analysing data on fraud incidents, fraud risk metrics, and fraud risk appetite, supporting training in AFAC standards.
• Other duties as required including potentially serving as Business Continuity Management (BCM) and Organizational Conflicts of Interest (OCI) focal point (e.g., supporting OCI avoidance plans and procedures).

STANDARD MINIMUM ACADEMIC QUALIFICATIONS:

Education: 

Advanced University degree in the fields of risk management, law, audit, business/public administration, international development, or other relevant field, or First University degree with additional years of relevant work experience and/or training/courses in audit, performance and risk management or other related fields.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE:

• Knowledge of governance, organizational structures, strategy and major initiatives of international organizations.
• At least 5 years of relevant experience in Risk Management, compliance, audit, programme/project management or related fields
• Has conducted monitoring and reporting activities, has knowledge of results hierarchy, performance metrics and measurement.
• Has participated in risk analysis and risk mitigation strategies development and/or implementation.
• Has participated in conversations with other units on impact, timing or planning initiatives, using analytical, evaluative and problem-solving skills as well as resourcefulness, initiative, good judgement, tact and diplomacy.
• Has contributed to risk management activities, including assessing and recommending effective internal controls and mitigation actions, preferably in organizations that use modern enterprise risk management frameworks, techniques and systems.

Language:

National Professional: Fluency (level C) in English language and the duty station’s language, if different.

What you Will Do

• Fully support company's Public Affairs strategy and execute it in different phases.
• Create and curate engaging content.
• Communicate and build relationships with current or prospect stakeholders.
• Effectively utilize company's social media and blogs.
• Assist in administrative duties.
• Schedule, coordinate and attend various events
• Perform research and market analysis activities

What you Will Bring

• A bachelor's/master's degree in business or international relations.
• Strong desire to learn along with professional drive
• Solid understanding of the different social networks
• Excellent verbal and written communication skills
• Efficiency at MS Office
• Passion for the Public Affairs industry and its best practices

• KANCO is seeking to recruit a Monitoring and Evaluation Officer in Kakamega County. The M and E Officer will support the day-to-day implementation of the USAID Nuru ya Mtoto Key Populations Project activities towards realizing deliverables geared to ensure program quality, documentation and reporting. The M and E officer will also support engagements in the county with key stakeholders with the overall support and guidance of the Project Officer/ Regional Coordinator
• The Monitoring and Evaluation (M&E) Officer will be responsible for the design, coordination and implementation of the monitoring and evaluation, research, and learning framework of the Project. He/she will develop a systematic monitoring framework to improve the qualitative and quantitative evidence gathered by the Project. He/she will also provide technical assistance to the implementing agencies, particularly in relation to monitoring, reporting and governance issues.

Duties and Responsibility

• Develop the project Monitoring and Evaluation framework, project performance monitoring plan and relevant data collection systems
• Database Management – ensure data tools development, collection, proper entry, analysis and report on a weekly, monthly, quarterly and annual basis
• Assist in the review of the project Work plan and log frame matrix, particularly in the areas of performance indicators and their timeframes
• Review the quality of existing data in the project areas, the methods of collecting it, and the degree to which it will provide good baseline statistics for impact evaluation.
• Develop baseline data for each project component and for all project indicators.
• With collaborating partners, review their existing approaches and management information systems and agree on any required changes, support and resources.
• Develop a plan for project-related capacity-building on M&E and for any computer-based support that may be required.
• Organize and undertake training with collaborating partners on M&E as required.
• Support project progress reporting, project mid-term review and final evaluation.
• Produce reports on M&E findings and prepare presentations based on M&E data as required.
• Provide the Project Manager with management information she/he may require.
• Check that monitoring data are discussed in appropriate forums and in a timely fashion in terms of implications for future action. If necessary, create such discussions to fill any gap.
• Perform other duties as may be assigned by the Project Manager.
• Data analysis and visualization using Excel, Powerpoint and at least one statistical package.
• Understanding of KHIS, Pivots and tracking KeyPOP reports in the system
• Implementation of KeyPOP module in Kenya EMR

Level of education

• Diploma in Statistics, Social Science international development, economics, or related field or other related discipline from a recognized Institution. A degree is an added advantage.
• Advanced certificate in M&E, statistics or economics preferred
• Excellent computer skills

Special training:

• Program Development and Management
• Monitoring and Evaluation
• Community mobilization and development.
• A practitioner of participatory methodologies
• Resource development (mobilization and utilization)
• Training in Nascop KeyPOP M&E Tools and Manual

Other competencies:

• Strong leadership and managerial skills
• Skills in the management of Programs
• Good communication skills and interpersonal skills
• Good Team builder member and analytical skills
• Good public relations and negotiation skills
• Partnership building and collaboration

Job experience:

• At least 3 years of relevant experience in a similar position. Preferably having managed KP Program.

About The Role

• DT Global is seeking an experienced Team Leader who will be responsible for overall administration and management of the programme as well as supervision of the field staff. The Team Leader is responsible for establishing and maintaining constructive relations with counterparts across the different regions of Somalia. The Team Leader must possess the intellectual, communications, leadership, and managerial skills necessary to develop, articulate and implement a strategic vision, as well as ensure that all programme objectives and deliverables are met in a timely and efficient manner. The Team Leader is the final implementing team authority on programme management issues, including staff, logistics, financial accounting and security.
• The position is expected to split their time (approximately) 70% in Somalia and 30% in Nairobi based on program needs.

Key Responsibilities:

• Overall leadership, project planning and implementation of the Programme, ensuring timely and high-quality expertise and deliverables for FCDO;
• Manage and motivate a diverse team of technical and operations experts in designing, planning, and executing the programme’s work plan to achieve long-term, sustainable results;
• Serve as the primary point of contact to FCDO and contribute to a successful, positive relationship with the Senior Responsible Owner;
• Provide management, strategic direction, and oversight to the activity’s technical, administrative, and financial performance;
• Coordinate with FCDO and relevant, key stakeholders, including partners, government and local counterparts, donors, and other FCDO programming in Somalia;
• Ensure quality assurance and quality control methods in a consistent and transparent manner for all contracted tasks and functions and ensure their compliance with FCDO and DT Global rules and regulations;
• Ensure that relevant staff use, maintain, and upload reports regularly to the Database and ensure quality control measures for data are consistent and complete.

About You

The selection criteria will include:

• At least a Masters’ degree in business, economics, urban planning or other relevant field (or, alternatively, a Bachelor’s degree in a relevant field and five additional years of relevant experience);
• Minimum 10 years of experience implementing complex resilience or economic assistance projects in developing countries, of which five years was spent in a senior leadership capacity of a project that involved managing a team, and of which three years must have taken place in/on fragile or post-conflict states, Somalia preferred;
• Previous experience with complex FCDO programmes is highly advantageous.
• Experience working in Africa in similar contexts (fragile and conflict affected countries) required, Somalia experience preferred.
• Knowledge of the Somali context is advantageous. Track record of engagement with national and state-level stakeholders is highly desirable;
• Highly innovative, adaptable, and strategic thinker who is able to steer pioneering initiatives that can lead to long-term stability and sustainable development.
• Technical experience in urban and regional planning, economic development planning and infrastructure with a focus on green growth, urban resilience, green infrastructure, climate adaptation, climate finance or similar preferred.
• Excellent English language speaking, writing and presentation skills.
• Knowledge of Somali language or Arabic is highly advantageous

Qualifications/Requirements

•  Certificate in Infection control practices in Housekeeping and Laundry
•  At least two (2) years working in a service oriented industry
•  Good communication skills

Reference of the post: INT03754

CONFIDENTIALITY REGIME

• In application of Article 114.1 of INTERPOL’s Rules on the Processing of Data (RPD), the General Secretariat is “responsible for determining authorization procedures or a system of security clearance at each data confidentiality level”. Member states which are not able or willing to assist INTERPOL in performing such a check should be aware that some INTERPOL information might not be made available to their nationals working at INTERPOL.
• In order to be able to access police information classified as “INTERPOL For official use only” or “INTERPOL RESTRICTED”, the individual has to obtain “INTERPOL Restricted” security clearance. This clearance is granted after Basic security screening.
• For seconded or other officials assigned to work or assist at the General Secretariat by a member country, in lieu of Basic security screening, the respective NCB shall attest that the equivalent of the INTERPOL Basic security screening has been satisfactorily completed. This means that the following verifications will not be performed by the General Secretariat but are considered to have been taken care of by the respective NCB.
• In order to be able to access police information classified as “INTERPOL CONFIDENTIAL”, the individual has to obtain “INTERPOL Confidential” security clearance. This clearance is granted after Enhanced security screening.
• Under no circumstances should clearance be granted simply because of an official’s rank, post held, or length of service. Staff may only gain access to General Secretariat premises and to police information if the appropriate INTERPOL security clearance has been obtained. In order to reduce the secondment timeline, and as the Enhanced security screening may take some time, the seconded Official requiring INTERPOL Confidential security clearance may be authorized to start the secondment if the NCB can confirm that the equivalent to Basic security screening has been performed. Access to INTERPOL CONFIDENTIAL information will not be authorized until Enhanced security screening is confirmed.

Duties, obligations, and privileges

• In conformity with Article 30 of INTERPOL's Constitution, the national administration must refrain from giving instructions to an official it has seconded to work at the General Secretariat and must respect the exclusively international character of the duties of the Organization's staff.
• In seconding an official to the Organization, the national administration is serving the interests of the international community and international police cooperation, not its own interests.
• The officials of the Organization are subject to the authority of the Secretary General, to whom they are responsible in the performance of their functions.
• They shall observe the Staff Regulations, the Staff Rules and any Staff Instructions issued by the Secretary General.
• The officials of the Organization are international officials and, as such, their responsibilities are not national but exclusively international.
• By accepting appointment, they pledge themselves to discharge their functions and to regulate their conduct with the interests of the Organization alone in view.
• On taking up their posts, seconded officials shall sign a declaration of loyalty. In application of Staff Regulation 1.5(4), “if an official of the Organization refuses to sign the declaration of loyalty, or wishes to postpone its signature, his appointment shall be considered null and void.” Officials of the Organization enjoy the privileges, immunities and facilities to which they are entitled by virtue of the international agreements concluded by the Organization or by virtue of national legislation relating to this matter.

About the Job:

• You will be reporting to the Senior Director, Finance. We are looking for an experienced Administration and Logistics Manager to supervise the daily support operations of our company and plan the most efficient administrative procedures and overall supply chain management. You will lead a team of professionals to complete a range of administrative and logistic duties. 
• You will work closely with other members of the executive team to ensure that the company’s overall operations are running smoothly.

Key Responsibilities:

• Oversee the development and implementation of policies, procedures, and systems related to business administration and logistics.
• Plan and coordinate administrative procedures and systems and devise ways to streamline processes.
• Monitor inventory of office supplies, implement efficiencies and controls in utilization, and place orders when necessary.
• Keep track of quality, quantity, stock levels, delivery times and efficiency of products and services, and manage service level agreements with administrative and logistics vendors.
• Direct, optimize and coordinate full order cycle on behalf of different departments in the company.
• Ensure smooth and adequate flow of information within the company to facilitate other business operations.
• Assess the performance of individual Admin Team Coordinators and Assistants; and provide coaching and guidance to ensure maximum efficiency.
• Work with regional travel agents and plan for tours and travel for external visitors including donors and clients ensuring that all their airport transfers, ground logistics and accommodation arrangements are in place.
• Create itineraries and/or manage appointments for external visitors working closely with colleagues and partners on timing and scheduling.
• Manage travel arrangements and accommodation for staff travelling out of the country and facilitate the processing of travel documentation, vaccinations, travel allowance and insurance.
• Ensure comfortable stay for all external guests by flawless and seamless planning by ensuring and providing flawless, upscale, professional and high-class service experiences.
• Organize special and high-end offsite meetings for visiting guests and local staff, and meet with the hotels to ensure that the Service Level Agreements are upheld.
• Ensure company operations adhere to policies and regulations.
• Keep abreast with all organizational changes and business developments.
• Comply with laws, regulations and ISO requirements. 

Minimum Requirements:

• Bachelor’s Degree in Business Administration or related field; MA/MSc will be an added advantage.
• 7+ years experience in business administration, management, or a similar role.
• Proven experience developing and implementing process improvements
• Excellent interpersonal, communication, and presentation skills
• Ability to lead and motivate a team
• Familiarity with financial and facilities management principles 

Good to have:

• Experience leading the Admin team of a large, multinational and multicultural organization
• Accuracy and attention to detail
• Aptitude for numbers and quantitative skills
• Strong communication skills (both written and verbal)
• Ability to manage cross-functional stakeholder expectations

Background

• Under the overall guidance of the Peace and Development Advisor (PDA), and direct supervision of the Operations Associate, the Intern will work in close collaboration with the Peace and Development Team, UNDP, and the National Partners to support the National Peacebuilding Architecture Review.
• He/She will work in close collaboration with the National Peace and Development Officer and Technical Specialist to identify areas where administrative and/or logistical support is required. He/ She will also work with the PDU Team to support the review of the peace sector to deepen understanding of peace and conflict dynamics in the country and the functioning of the national peacebuilding architecture. He/ She will assist with logistics for this process including mediation needs and ongoing interventions.
• The Intern will be a self-driven individual Intern and available immediately to join the team for a period of two renewable terms of three months.  The successful candidate will have the unique opportunity to learn how the UN system works, understand various UN agencies and their respective mandates and Joint Programmes, and UN programming processes and Policies. 

Duties and Responsibilities

• Provide logistic support for events, missions, and conferences.
• Assist in travel arrangements for staff and partners.
• Assist in managing the project records and filing system.
• Assist in taking minutes during meetings and/or workshops.
• Assist to organize and schedule meetings and/or workshops.
• Ensure external people are welcomed in the office.
• Assist in preparing payment requests.
• Assist suppliers with the registration process in Quantum.
• Assist in preparing travel claims and transport reimbursements.
• Assist to monitor the budgets and associated expenditures.
• Other duties assignment

Competencies

• PROFESSIONALISM: Shows pride in work and achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines, and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
• PLANNING AND ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required. Allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
• CLIENT ORIENTATION: Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients' needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to the client.
• Achieve Results
• Think innovatively.
• Learn continuously.
• Adapt with Determination
• Engage and Partners
• Enable Diversity and Inclusion

Functional Competencies:

• Excellent critical reasoning and problem-solving skills.
• Development and Operational Effectiveness.
• Demonstrates strong oral and written communication skills;
• Builds strong relationships with clients and external actors;
• Remains calm, in control and good-humoured even under pressure;
• High degree of self-motivation and initiative.
• Willingness to learn and apply new analytical approaches.

Required Skills and Experience

Education: 

Applicants must at the time of application meet one of the following requirements:

• Be enrolled in a graduate school programme (Master’s degree or equivalent) in business administration, public administration, management studies, economics, social studies, or a related field;
• Be enrolled in the final academic year of a first university degree programme (minimum Bachelor’s level or equivalent) in business administration, public administration, management studies, economics, social studies, or a related field;
• Have graduated with a university degree (as defined in (a) and (b) above) and, if selected, must start the internship within one-year of graduation.

Experience:

• Excellent oral and written communication skills in English.
• Experience and/or ability to work in an office environment handling administrative issues.
• Excellent skills in the usage of computer software packages (MS Word, Excel, etc)
• Proficiency in Internet and Microsoft Office Suite.
• Team player with strong initiative and willingness to learn.
• Ability to work in a multi-cultural working environment.

Language requirements:

Fluency in English - written and spoken is required

Duration:

• Internship assignments vary in length according to the availability and academic requirements of the intern, as well as the needs of UNDP.
• UNDP only accepts interns for a minimum of 6 weeks and a maximum of 6 months;.

What you will do

• Leadership and quality assurance of all activities and procedures in the contracting team.
• Tasks and activities execution according to strategies, plans and procedures assurance.
• External vendors’ and internal stakeholders’ focal point.
• Line management of Advisers in the Contract Administration Team.
• People leadership through training and onboarding, mentorship and support, and capacity building.
• Human Resource Management System operations responsibility and oversight.
• Offer reviews responsibility.
• General Data Protection Regulation compliance responsibility.
• Service level agreement dashboards development and monitoring.
• Continuous improvement and development responsibility.
• Workforce planning oversight.

What you will bring

• Human resources and administration experience.
• University degree.
• International HR administration expertise.
• Contract management experience in an international environment.
• Challenges of international contracts understanding.
• Standard ICT office support tools and systems expertise.
• Organisational skills and service level agreements track record.
• Customer centric role exposure.
• Conflict management skills.
• Process improvement exposure is an added advantage.
• Team management experience is an added advantage.
• Complex and dynamic context exposure.
• English fluency, both written and verbal (proficiency in French and/or Spanish is an added advantage).

What makes this position attractive?

• NRC has the ambition to launch its first Global Recruitment Centre in October 2020 in Nairobi. By establishing the Centre, NRC aims at driving efficiency and quality of recruitment in support of all its offices and operations in more than 30 countries.
• The NRC Global Recruitment Centre will cover a large functional scope comprising of five main areas: Attract, Search, Recruit, Vet, and Contract. It will be led by the Head of the Centre and consist of a team of expert Recruiters and HR Coordinators.
• Female candidates are strongly encouraged to join our work culture that empowers every employee to share ideas and take responsibility.

Rationale/Objective for Position

The Association Manager is responsible for overseeing all the operations of the Association office in MSF Eastern Africa. The job holder serves as the liaison between the Board and all relevant key stakeholders including members, EA executives, Associations of other MSF sections, and regional operations among others

Tasks & Responsibilities

Strategic Responsibilities:

• Lead the development, implementation, and execution of the Association's development strategy in close collaboration with the Board and Executive of MSF EA.

Technical and Operational Responsibilities

Leadership and Administration: 

• Working with the President and Board, develop, review, and ensure implementation of the MSF
• EAA Association Annual plan and budget including reporting on implementation progress.
• Organize and coordinate the implementation MSF EAA events and debates throughout the region where MSF EAA operates including budgeting and reporting of the same in close consultation with the Board.
• Lead and provide support on specific activities or / initiated by the Association/Board as delegated.
• Serve as the custodian of Association policies and instruments including Memorandum and Articles of Association, statutes, by-laws, and association registration while ensuring these are up to date.

Associative Support

• Strengthen and coordinate the development of the EAA associative focal persons network by ensuring each country and project has focal persons and supporting member countries with recruitment, induction, training, capacity building and Associative Life stimulation.
• Partner with the Operational Centre Associative Coordinators to coordinate and support the implementation of intersectional Field Associative Debates (FADs) in the Eastern African countries with MSF presence.
• In collaboration with the board and AFPs develop content, information material and resource needs for the Association activities.

Membership

• Manage membership recruitment, application processing, database management, effective communication, and reporting.
• Coordinate timely and accurate communication on all Association matters to MSF EAA members.
• Update the Association, Board and Section offices on any concerns or experiences of association members and other regional field staff.
• Oversee the development and maintenance of associative websites and stimulate discussions on online platforms including Facebook, WhatsApp, Slack, Souk, e-voting system, etc.

Collaboration and Engagements

• Represent the Association in public or MSF events when necessary.
• Aid the organization of international MSF events & conferences when needed

Other Responsibilities

• Supervise, mentor and coach staff in the Association office.

Qualifications

• At least five (5) years of MSF experience in the field, headquarters, or coordinating MSF Associations.
• A Bachelor’s degree in Business Administration, International Relations, Social sciences, or an equivalent qualification from a recognized institution.
• Strong working knowledge of the Eastern Africa context and of global humanitarian affairs.
• A good understanding of the financial procedures and policies of MSF is an added advantage.
• Fluency in English is required, and knowledge of either Swahili, French or Arabic is an asset.

Competencies

• Computer literacy with excellent MS Office, Outlook, powerpoint and Excel.
• Ability to effectively navigate through social media and interactive platforms.
• Committed to humanitarian principles.
• Attention to detail.
• Proven leadership skills.
• Willingness to work beyond official working hours.
• Willingness to travel within and outside the country.
• Ability to relate with people of all cultures.
• Strong planning and organizing skills.
• Excellent written and verbal communication skills.

Application deadline: 1st October 2023

About your new role:

• Oracle is seeking dynamic and motivated Compliance personnel to support Oracle Compliance operations within the EMEA C&E Support Team.  Your role will be to use analytical skills to review commercial deals between Oracle, it’s customers and distribution partners. You will have the opportunity to work closely with other Oracle teams, such as Oracle order management. In addition you will be able to use the knowledge and skills you gain to provide continuing guidance on compliance with Oracle’s policies, procedures, and applicable laws. 
• You will be expected to demonstrate skills and expertise in dealing with novel, complex and challenging issues across the region and possess the ability to find solutions through a problem-solving approach based on business integrity.  We are looking for someone who can think and work independently in a team environment, prioritize large volumes of work in a self-service environment, and effectively ensure compliance and manage risk.
• You will work closely with and report to the C&E Support Team manager who will report into the Deputy Regional Compliance Officer for EMEA.  Both will provide guidance, mentorship and management oversight to the Team.

Your responsibilities include:

• Handling Transactional Due Diligence (TDD) reviews in a timely and efficient manner for order closure and bookings by validating public sector transactions involving Oracle products and services are executed in accordance with applicable Oracle policies and laws particularly anti bribery laws.
• Advising and supporting EMEA Legal and Compliance colleagues, Sales and other business stakeholders on matters related to – commercial contracts, compliance, customer focus and Oracle policies, practices and processes
• Examining RF/x bid documents to assess the integrity of company approvals for business dealings
• Record keeping and working with our corporate systems controllers to produce reports and analytics
• Participating in the EMEA Legal and Compliance Department initiatives as need arises, and collaborating with Oracle Compliance Counsel and Compliance Officer locally as well as internationally
• Conducting training for sales and legal staff, and other employees regarding TDD and other compliance matters

Key Objectives/Measures:

•  Develop efficiencies internally, particularly with the Global Order Management group and Oracle’s contracting Deal Management personnel as well as our Alliances & Channels line of business.
•  Achieve trust and cooperation with key Oracle Partners and our Customer
•  Personal development and operational excellence
•  Train Oracle's business employees for process requirements and operational governance
•  Achieve Customer satisfaction with a focus on business integrity

Your required skills:

• Aptitude and proven ability to audit commercial contracts
• Fluent  English along with strong writing and oral communication skills and effective presentation skills
• Ability to perform and meet deadlines, adapt to constantly evolving requirements, and an understanding of our business requirements and policies
• Be able to instill trust and confidence in others and be seen as a trusted and valued adviser

Your preferred qualifications:

• Professional qualifications to practice law or accounting
• 3+ years of experience working in areas of financial operations or other relevant experience
• Experience with commercial contracting documentation, financial analysis and audit reviews of commercial contract documents and/or tenders and RFPs.
• Oracle is an equal opportunity employer and does not discriminate against anyone because of their race, colour, religion, national origin, sex, sexual orientation, marital status, disability, medical condition, veteran status or other characteristics protected by law.

Detailed Description and Job Requirements

• Provides programs to improve operational efficiency, consistency, and compliance in support of the organization's financial and tactical business objectives. Provides business practices and processes. Develops, communicates, and trains the organization on business practices and processes.
• Serve as a liaison with other divisions such as Finance, Contracts, HR, Legal, Shared Services, Accounts Receivable, Purchasing, and Risk Management in an effort to ensure accurate and timely transaction processing. Collect, input, verify, correct, and analyze data to measure key performance indicator actual versus business objectives. Provide updates to management regarding budget to actual, informing them of deviations and opportunities. Provide management with economic impact and compliance issues surrounding key business decisions and/or deals. Communicate Oracle Business Practices to the organization and monitor process and approvals for full compliance. Drive implementation of new processes and procedures.
• Duties and tasks are standard with some variation. Completes own role largely independently within defined policies and procedures. Attention to detail critical. Ability to collect, organize, and display data in spreadsheet format. Follow-through skills necessary to get information from internal and third parties and have data errors/omissions corrected. Relationship management skills strongly desired. Strong written and verbal communication skills to interact with management and possible clients desired. 2 plus years relevant work experience.
   

Description

CIFF operates a hybrid working policy across all locations, which means employees work some of the time in the office and some of the time from home. We are happy to provide more information on this as part of the recruitment process.

The salary for this role is KES 13,200,000 per annum.

Main purpose of the role

• The Chief of Staff, Africa provides operational and strategic support to the Executive Director (ED), Africa, the Africa Pillar Leads, the Africa Leadership Team (ALT) and the Africa team as a whole.
• The role includes supporting effective operations of the Africa team & the ALT, managing internal and external partnerships and taking responsibility for cross-functional projects and tasks whilst acting as a confidante and advisor to the ED, Africa.
• The role leads a small team of talented colleagues in delivering high quality confidential support to the ED, Africa, the Africa Pillar Leads and the ALT
• The role also manages a dedicated team of business administration staff to effectively execute business objectives.

Role’s responsibilities

Providing direct support to the ED, Africa

• Prioritise the ED’s responsibilities with a strategic lens to ensure the effective management of the ED’s time, looking at the short and long-term travel calendar, evaluating opportunities and determining appropriate fit with priorities to ensure the ED is effective in their leadership of the Africa team and in their board roles externally.
• Prioritise, manage, and steer the flow of information and insights to the ED, Africa.
• Develop excellent internal relationships with staff in the Africa team and regularly feedback/escalate emerging issues to the ED Africa to enable the ED to maintain a pulse on the team and initiate relevant action as and when necessary.
• Develop and maintain excellent external relationships, supporting the ED, Africa to manage strategic partnerships including at Principal level, acting at all times as a corporate ambassador for CIFF, to help build the organisation’s reputation and profile as a professional, visionary and collaborative philanthropy.
• Preserve and enhance team connectivity and foster excellent collaboration with other sector and functional teams, notably EME, Finance and People, Culture & OD.
• Act as the key focal point for the CEO’s office and represent the Africa team in organization-wide initiatives as required
• Work with the FBP to track monthly disbursements and monitor MYV against Business Plan.
• Manage the flow of information through the ED, Africa’s office in preparation for key meetings including Board Meetings, offsite, PIC & Pre-PIC meetings, ET meetings and TRMs.
• Coordinate the preparation of inputs required for Board reports and the CEO report.
• Work with the Head of HR, Africa to ensure all elements of CIFF’s people strategy are prioritized and managed effectively.
• Manage the Africa team’s operational budget including travel, consultancy and DCA budget.
• Manage the flow of information through the ED, Africa’s office in preparation for key meetings including Board Meetings, offsite, PIC & Pre-PIC meetings, ET meetings and TRMs
• Work with the Head of HR, Africa to ensure all elements of CIFF’s people strategy are prioritized and managed effectively.
• Coordinate the preparation of inputs required for Board reports and the CEO report.

As a member of the Africa Leadership Team (ALT)

• Provide up-to-date, professional advice to the ED and Africa Directors, to support the development of strategies, policies and initiatives drawing on their in-depth knowledge of the ED’s priorities.
• Take the lead on cross-cutting initiatives and projects, as required by the ED Africa or as agreed by the ALT.
• Provide compelling, consistent, and united leadership which role models and creates clarity for all staff in the team and builds a sense of shared accountability for its success and that of the team.
• Develop and maintain excellent external relationships within the region, acting at all times as a corporate ambassador for CIFF, to help build the organisation’s reputation and profile as a professional, visionary and collaborative philanthropy.
• Take ownership of and work in collaboration with respective pillar leads, sector teams and other members as appropriate to prepare/review internal communication like key reports (presentations / projects, team takeovers, Year-End team presentation, materials for board meetings, etc.), and updates.
• With the support of the EA to the ED, Africa, act as Secretariat to the ALT including managing the cadence of meetings, agendas, and the flow of information to the ED, Africa while ensuring the efficient and smooth running of the ALT.
• Work with the Africa EA team and other teams to plan, prepare and where appropriate lead elements of team retreats and offsite events.

Strategy & planning

• Oversee and coordinate cross-functional/cross pillar strategy projects.
• Work with the Head of Finance, Africa to manage the team’s Business Planning process while ensuring timely inputs and conclusion
• Work with the pillar leads to prepare the teams to regularly track progress and ensure the team remains on track and within the defined timelines and where achievement may not be possible, flagging early for course correction.
• With the support of the EA to the ED, Africa, manage the end-to-end PIC process for the Africa team including yearly planner of IM’s and Strategies, scheduling pipeline committee slots, writing the PIC agenda, managing ED’s review time, managing dispatch of final documents.

Sector knowledge and profile-building

• Oversee high-quality, strategic briefs, talking points, presentations, event materials and briefings ahead of external engagement and events for the ED and where relevant, the CEO.
• Contribute to the development and promotion of high-quality thought leadership, PR and marketing materials to raise awareness about CIFF’s work in Africa ensuring alignment with the Foundation’s communications and advocacy strategies.

Leadership of the team

• Offer inspiring and motivational leadership that role models CIFF’s values and behaviours and empowers and enables staff to deliver excellence.
• Adopt a coaching approach with colleagues which instils a culture of openness and trust, embraces diverse thinking, and encourages continuous improvement and learning.
• Provide ongoing support to all direct reports ensuring high performance is enabled through objective setting, clear accountabilities, and regular review.

Requirements

Skills & Experience

• Confidential and discreet with experience operating in roles that have confidentiality at their core
• A proven track record of organized efficiency and effectiveness
• A self-starter, with resilience, pace and interpersonal flexibility
• An innovative thinker with pragmatic and solution-oriented mindset
• Strong influencing skills
• Comprehensive knowledge and understanding of the international development sector
• Excellent people leadership skills and proven ability to motivate, develop and hold to account a small- to medium-sized teams of professionals
• Effectively champions and promotes causes – credible and professional, they always present the foundation’s programmes in a compelling way to engage the audience
• Proven success in building and maintaining strategic relationships and working in partnership; has highly developed influencing and negotiation skills, and effectively collaborates to deliver maximum impact
• Capacity to work in a range of cultural and socio-economic contexts, adapting style and approach appropriately and in a culturally sensitive manner to maximise effectiveness
• Able to think critically and analytically to draw sound conclusions on the basis of complex data
• Experience of identifying and delivering business process improvements
• High-level of financial literacy