Openings at ACTED

FUNCTIONS

Internal communications

• Structuring and monitoring of editorial and communication processes and procedures: follow-up of monitoring tools, field-to-headquarters and headquarters-to-field procedures, templates, etc;
• Design and editorial development of internal communication media (newsletter, etc.);
• Development and strengthening of communication capacities of field teams: development of tools and multimedia training on internal communication and information, technical support, consulting, co-production, reviews, etc;
• Maintain a database with a continuous selection of photos of operations, sorting, processing and sharing;
• Support program teams for project visibility and donor visibility.

External communications

• Identification and/or follow-up of donor or media missions;
• Create content for communication supports online and offline. Document results and best practices including compiling success stories, developing presentations and other communication materials;
• Distill key lessons from projects and develop communications materials. Publish articles to increase the visibility of projects and their results and disseminate communication products, as agreed in the communication strategy;
• Work on increasing the visibility of ACTED operations through organizing media profiles/interviews and submitting articles on our work;
• Develop factsheets outlining ACTED’s capacity and programming for external engagements.

Protection mainstreaming- Promoting of and adhering to Prevention of Sexual Exploitation and Abuse policy and guidelines (for site residents, ACTED staff, partner agencies, casual labours etc)

QUALIFICATIONS AND SKILLS

• Bachelor degree in Communication, Journalism, Marketing or related discipline from a reputable international or Kenya institution (Master’s degree is desirable)
• At least three (5) years’ experience in in the field of communications, knowledge management, and external relations, with proven track record of managing media platforms, producing articles, community management and social insight reporting.
• Strong understanding of the humanitarian and development context in Kenya, Somalia and Uganda;
• Photo & Video production and editing skills;
• Ability to leverage proper marketing across key social media and communication platforms;
• Strong writer and analytical reader, especially for deliverables to be developed for external stakeholders (e.g. donors & partners);
• Ability to travel to ACTED’s areas of operation, as required.

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FUNCTIONS

Support and Guide IP’s/ CSO in implementing all FLAT Compliance Guidelines

• Provide timely quality control on the sub-grantee’s documentation, creating needed checklist and maintaining appropriate level of follow up to ensure improvement;
• Prepare and ensure adoption of ACTED templates as needed for IPs/ CSOs in consultation with the SPO;
• Follow up on the compliance processes to ensure regular and proper documentation of partner expenses;
• Follow up on monthly basis in the tracking tool the status for each IP/CSO.

Reporting and Compliance

• Keep an updated and accurate database of all IPs/CSOs with complete documentation and reporting deadlines (PALs, SGAs, amendments, bank details, fund requests, financial reports etc.);
• Review of partner’s financial reports and follow up to ensure timely reporting.
• Prepare IP cashbooks and upload in the accounting system once reports are approved.
• Work with the SPO on updating reporting on implementing partners (RIP) sent to HQ by PD team by 15 of every month.
• Keep a copy of all sub grantee files and records and ensure proper filing and archiving of supporting documentation for each financial report;
• In collaboration with finance, support review and submission of documents to Lead Partners when needed.
• Assist due diligence of current and future IPs and share with CTCM;
• Assist the drafting of partnership agreements, including SGAs, Teaming Agreements (Tas) and Memorandum of Understanding (MoU) and share with PDM;

Internal Coordination

• Update on a regular basis the IP/CSO database with complete & accurate information and documentation in coordination with PD team;
• Ensure accuracy of reported data, by following internal and donor guidelines;
• Keep an accurate filing system in the server and physically;
• Risk Mitigation Plan Follow up with IPs on quarterly basis as well as identify the capacity gaps;
• Participate in IPs capacity building exercises;
• Assist in preparation of presentations for Awards KOM and COM.

Protection mainstreaming- Promoting of and adhering to Prevention of Sexual Exploitation and Abuse policy and guidelines (for site residents, ACTED staff, partner agencies, casual labours etc)

QUALIFICATIONS AND SKILLS

• A first degree in Commerce Accounting, Business Administration, Finance, or related field.
• Part II recognized professional qualification in Accounting (CPA, ACCA) is an added advantage.
• Minimum 2-3 years similar work experience within a fast-paced work environment. Experience in working closely with local partners/ CSOs is highly desirable.
• Knowledge and experience with grant management, grant financial reporting, preparation and revision of documentations, specifically sub-grants.
• Knowledge and experience with project/ donor compliance, specifically documentation.
• Fluent in English, with excellent written and verbal skills and the ability to work in an international context;
• Strong analytical and coordination skills
• Excellent interpersonal skills and external relations;
• Excellent organizational skills and attention to detail;
• Independent, adaptable, flexible and hardworking;
• Strong humanitarian motivation and understanding of international assistance.
• Prior experience using basic computer software required, notably in word and excel;
• Previous experience working with a variety of stakeholders in humanitarian or development aid

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Duties and Responsibilities

Appraisal, Monitoring and Evaluation Systems

Technical and Systems Development

• Contribute to the development and updating of the country AME strategy, the consolidated AME work plan and AME frameworks for all ongoing projects;
• Ensure that AME findings are reflected and their recommendations are incorporated in future concept notes, proposals and implementation plans;
• Implement the AME policies and procedures as described in the ACTED AME standard guidelines and make sure that the tools are followed as applicable;
• Contribute to an effective roll-out of M&E collection and reporting systems to all staff and partners through training, site visits, manuals, and other technical support as needed.

AME Implementation and Management

• Develop the ToRs and mission plans and carry out assessments, monitoring and evaluations (baselines, mid-terms, endlines) as reflected in the ToR and mission plan;
• Develop and oversee the implementation of appropriate data collection and analysis instruments, methodologies (e.g. survey questionnaires, focus group discussions, key-informant interviews) and data/information dissemination/utilization plans;
• Closely supervise data collection activities and ensure that data collection teams are organized and resourced as needed, and that they deliver as per field mission plans and according to data quality standards;
• Maintain electronic and/or paper-based MIS systems for tracking and reporting all quantitative data and information including reporting on ACTED’s 16 global strategic program indicators;
• Analyze AME data and produce reports, factsheets with useful statistical analysis and presentation (charts, tables, histograms, box plots) as necessary in a timely manner;
• Measure and report on qualitative and quantitative input, process, output, outcome, impact, objective, and goal-level performance indicators for all projects;
• Provide AME related capacity building and awareness to implementing partners and other institutions supported by ACTED as appropriate;
• Represent ACTED in different forums on AME related issues when required.

Learning

• Contribute to proactive dissemination and use of knowledge gained through AME activities among ACTED staff and Implementing partners’ staff;
• Contribute to the capture of best practices and lessons learnt when a project closes or as required;
• Document and share the lessons learnt and best practices on time and ensure that the knowledge gained contributes to the improvement of projects;
• Support project implementation and improvement by providing timely information around project successes to be scaled up as well as challenges to allow ‘course correction’ throughout life of the program.

Beneficiary Complaints and Response Mechanism

• Contributing to the implementation of the beneficiary Complaints and Response Mechanism (CRM) in line with ACTED standard beneficiary CRM procedures;
• Support proper management of the project CRM central database;
• Support building capacity and understanding among ACTED staff, partners and contractors on beneficiary accountability and CRM.

AME Team Management

• Ensure that staff under the direct responsibility understand and are able to perform their roles and responsibilities;
• Manage AME Monitors and Enumerators delineating their responsibilities and follow-up the work plans and day-to-day activities;
• Ensure a positive working environment and good team dynamics;
• Manage interpersonal conflicts among team members;
• Undertake regular appraisals of relevant staff;
• Identify the AME training needs of team members and discuss plans with the immediate supervisor for both internal and external trainings;
• Coach, train, and mentor AME Assistants, Monitors and Enumerators with the aim of strengthening their technical capacity, exchanging knowledge within the AME team;

Others

• Provide regular and timely updates on progress and challenges to supervisors and other team members;
• Perform any other related activities as assigned by immediate supervisor.
• Protection mainstreaming- Promoting of and adhering to Prevention of Sexual Exploitation and Abuse policy and guidelines (for site residents, ACTED staff, partner agencies, casual labours etc)

Key Qualifications

• Bachelor’s Degree in statistics, social sciences or closely related to field
• Proficient understanding of MEAL, including the ability to work effectively with tight timelines, high quality standards, and demanding, potentially overlapping priorities.
• Experience of social research methods to conduct monitoring and evaluation for humanitarian and development initiatives/interventions.
• Excellent analytical skills in order to interpret qualitative and quantitative data and discern useful recommendations for programme implementation and development.
• Proficiency in mobile data collection (design, deployment and monitoring) is highly desired.
• Statistical analysis and IT skills, including use of SPSS/R/Stata and Excel for data analysis.
• At least 3 years of work experience in a similar field; former experience with humanitarian organizations is an asset.
• Good English communications skills (both oral and written).
• Strong team player of high integrity, pleasant personality, ability to work under least supervision and meet strict deadlines.
• High level of integrity, transparency and honesty.
• Knowledge of the location context and language is preferred.