Executive Officer at Kenya Society for Protection and care of Animals (KSPCA)

Duties:

• Oversee the management of KSPCA, including but not limited to, logistics and administration, development of annual work plans, financial record keeping, staff/consultant recruitment, staff training and supervision, monitoring and evaluation, and periodic reporting. 
• Coordinate and communicate with the various stakeholders and partners involved in KSCPA activities.  Ensure that the operations are implemented in accordance with KSPCA policies and procedures.  
• Develop Scopes of Work (SOW) for long and short-term program employees as needed.
• Implement local hire employee contracts in accordance with established KSPCA hiring and dismissal practices and the Kenyan Labor Code.
• Communicate regularly and report monthly to Executive Committee on technical, administrative and financial aspects of KSPCA

The Executive Officer is:

• Responsible for the overall administrative running of the office, including routine support functions i.e. HR and administration, finance & logistics, ensuring compliance with KSPCA policies and procedures. 
• To ensure that there are systems in place which monitor the use of drugs, food stuff and merchandise, ensure that drugs are properly controlled and stored in secure locations
• To manage all HR functions for the KSPCA, including recruitment, orientation of any new staff hired, supervision, staff evaluation and organization of trainings for staff to ensure they are properly trained to complete KSPCA objectives. 
• To work with volunteers, consultants, and KSPCA staff to ensure that all KSPCA staff are equipped to do their jobs including understanding procedures
• To verify that the current membership list is as up to date as possible in the excel sheet, to work with the communication officer to establish a protocol on who may access the sheet, reach out to members who may have slipped through the net to reestablish contact, to ensure as current membership periods run out members are contacted and reminded to extend their membership. 
• Working with the inspectors, vets to liaise with government agencies and other NGO’s serve as alternative contact for KSCPA communications when required. 
• If required manage/supervise monitoring and tracking systems for budget and contracts/grants, LOE, and inventory. Monitor daily operations expenses against budget projections. 
• Assist Finance Manager with relevant office administration 
• To ensure that procurement is completed, documented, and delivered to the end-user in a timely manner, ensuring that items procured meet the specifications of the end-user while adhering to donor and KSPCA procurement guidelines. Ensure that the most reasonable, fair, expeditious, and appropriate procurement choices are made pursuant to procurement policy
• To manage leases & contracts and other local consultants and service providers. 
• To manage the logistics of moving about Nairobi to carry out operations. Ensure the transportation fleet is in suitable condition and fully capable of meeting the demands for transport. Set up a system to monitor kms driven, and maintenance costs per vehicle. Taking into account the age of the transport, assess whether any staff have higher than normal repair demands on their vehicle. 
• To maintain or establish if required a filing system in electronic and hard copy format for technical, financial, logistics/procurement and administrative documents;
• To assist in fundraising activities and writing proposals
• To manage social media platforms and ensure all posts are in line with KSPCA’s standards
• Work with KSPCA staff to ensure electronic filing system / paper filing system is in proper order and fully populated for efficient administration of the project. 
• To communicate as necessary with administrative and support staff in Naivasha and Mombasa satellite offices, providing resources or backstopping as necessary. 
• Contribute to activity reporting and monitoring
• Identify issues and risks related to KSPCA implementation in a timely manner and suggest appropriate adjustments to the EC.
• Perform any other task assigned by the Executive Committee