Career Opportunities at HOPE Worldwide Kenya

Administration Officer Job Responsibilities

• Preparation and administration of the overall Administration Departments’ annual and monthly budgets.
• Also preparation of admin supplementary budgets from time to time Supervise the Logistics Officer in his daily work of ensuring that all vehicles are well maintained, fueled, insured and mileage claims filled and forwarded to Finance on time every month.
• Supervise the daily scheduling of program vehicles to meet the transport needs of the organization.
• Supervise, train and appraise the admin team to ensure they succeed on their deliverables.
• Directly or indirectly supervise the administrative support staff such as the Receptionist, Office Assistants,
• Security staff, Stores Coordinator and Drivers.
• Determine their tasks and responsibilities to fit into the overall administrative goals and objectives of the organization. Management of cash and working closely with Finance department in this role.
• Custody of Administrative Documents and ensure all contents are well stored, recorded and accounted for.
• Check and approve admin payments and requisitions as per the approved budget.
• Oversee the administration of all HWWK assets and equipment ensuring that staff members are supplied with what they need in the course of their work.
• Allocate working space to staff members at the HQ as per the needs vs resources available.
• In charge of insuring all HWWK assets, lodging and following up claims with the insurance company.
• Work closely with Stores Coordinator to ensure that all HWWK stores are operational as per the organization’s policy on Supplies Management.
• As a member of the Disposal Committee, ensure that the asset register is well updated and all old, spoilt or unwanted assets are disposed as per the disposal policy.
• Reviewing and updating the Administration Policy as necessary and to oversee its implementation across all sites. Prepare lease agreements when acquiring new offices for the organization.
• Negotiate with the landlords and ensure that the interests of the organization are taken into consideration before the agreements are signed.
• Ensure that rent in all sites is paid on time and leases renewed/notices given as may be necessary.
• Compile administration reports and submit to finance & Administration Director by 10th of each month
• Supervise Security Guards in their day-to-day work and oversee general security matters within the organization.
• Compile airtime balances per program at the end of the month.
• Prepare airtime requisitions for all programs on a monthly basis.
• Distribute the same to staff as per the approved allocations.

Qualifications for the Administration Officer Job

• Bachelor’s degree in Arts or Social Sciences or other related discipline or specialized training in
• Administration, or equivalent work experience.
• Minimum 3 years of experience in Administration work performed
• Working knowledge of MS Word, MS Excel MS Outlook and PowerPoint Skills and Competencies
• Able to manage Admin staff relationships and departmental relationships
• Strong organizational and managerial skills; ability to multi-task Good written and oral communication skills;
• Good basic knowledge of arithmetic and ability to understand and work with numbers
• Possess excellent people skills and ability to motivate to achieve results;
• Good leadership and supervision skills
• Experience in negotiation skills, fleet management, stores management, security, asset management and equipment/ business insurance
• Familiarity with procurement and HR processes
• Ability to identify administrative gaps and emerging administrative needs of the organization;
• Ability to take initiative and work independently; be solution oriented and ability to network for results
• Commitment to and understanding of HOPE worldwide Kenya vision, mission and values;

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Data Officer Job Key Tasks And Responsibilities

• To coordinate data entry and analysis of programs and activities
• Working closely with the M&E Officer to implement changes and improvements to database systems.
• Understand and utilize data flows and IT systems to ensure data is accurately recorded and reported.
• Produce data sets that both improve processes but also record standard operating processes that include all aspects.
• Analysis of a range of existing data to inform and advice program implementation.
• Develop quality assurance systems that will provide confidence in the data collected and used.
• Engage and manage relationships with internal stakeholders to identify the processes that need improving and have the biggest impact on the project.
• Review and improve processes to ensure that the changes are evidence based and increase the efficiency and effectiveness interventions.
• Ensure consistent support for data clerks for quality and timely data entry and records management.
• Development, review, dissemination and training on program monitoring and evaluation tools Ensure smooth running of data management systems

Qualifications for the Data Officer Job

• Higher Diploma in Information Systems or Equivalent Bachelor’s degree in a relevant field will be an added advantage
• At least 2 years’ experience, in a similar position in a fast paced, multitasking environment
• Experience in use of MS Excel, and MS Access is required
• Training and experience in database management and statistical packages such as SPSS
• Experience in implementing programmes will be an added advantage
• Demonstrated analysis, communication, interpersonal, report writing and presentation skills

Personal Traits, Qualities and Aptitude

• Have excellent organization and time management skills
• Have an eye for detail
• Relate to others in a manner that creates a sense of teamwork and co-operation
• High level of integrity and honesty Excellent communication skills

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Overall Purpose

The Regional Coordinator reports to the KP team lead – NURU II Program. They are responsible for coordinating all activities and staff working within their region to provide HIV prevention services to beneficiaries. This is a leadership role that requires good organization and Networking skills. To provide supportive supervision the regional coordinator will be expected to undertake a fair amount of travel within the region.

Regional Coordinator Job Key Responsibilities include

• Overall Activity Coordination of Comprehensive HIV Prevention Services and Evidence-Based/Informed Interventions among female sex workers, MSM and IDUs in the region.
• Provide technical assistance to staff and partner organizations on comprehensive program design, implementation, monitoring and evaluation.
• Guide regional level planning, coordination, implementation and monitoring of HIV Prevention services
• Coordination/working with the county and sub counties health structures and other relevant arms of governance to increase access to HIV Prevention services for key population.
• Ensure that all HIV services provided meet the minimum package of services as per the national standards and take a leading role in continuous quality improvement (CQI).
• Under the supervision of the Program Manager provide technical, financial and administrative leadership in the planning, implementation and reporting of comprehensive and evidence informed HIV Prevention activities in the region.
• Support in creating and strengthening linkages and networks between HIV Prevention programs and HIV Care and Treatment programs to ensure continuum of care for HIV infected individuals.
• Conduct on-site monitoring visits and provide technical support and guidance on planning, implementation and reporting of comprehensive HIV prevention interventions.
• Support and participate in the development, implementation, and review of regional plans to foster ownership and sustainability of HIV prevention activities
• Facilitate building the capacity of HIV prevention service providers and community members to offer quality HIV prevention services by providing opportunities for training and mentorship activities.
• Conduct monthly program review meetings in the respective region to assess program progress, working strategies and share lessons learned.
• Oversee regular documentation of processes, successes, challenges and lessons learned from program.
• Participate in the Technical Advisory Committee (TAC) of the NURU II project.
• Prepare detailed regional monthly, quarterly and annual reports and submit to the KP team lead according to set deadlines.

Qualifications for the  Regional Coordinator Job

• A Bachelor’s degree from an accredited university with a relevant degree in social sciences, development studies or other relevant qualifications.
• At least 3 years’ experience in a similar position.
• Proven ability to collaborate with counterparts including GoK, County, NGOs, CBOs and other projects.
• Excellent oral and written communication skills (English and Swahili)
• Computer literacy in the use of MS Word, Excel, PowerPoint and Outlook, with practical experience in the use of electronic communications including email, internet, etc.
• Must have strong quantitative and analytical skills, and excellent report writing skills.

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Communications Coordinator Job Roles & Responsibilities

Planning

• Preparation of annual / quarterly work plans
• Develop and maintain an updated calendar of events.
• Participate in budget preparation and the process of selecting communications related supplies
• Be conversant with HWWK programs so as to harvest the best human interest stories
• Website content development and social media management :At least one story per month for website
• Source, draft and edit articles/stories for HWWK website
• Harvest stories from communications point persons from HWWK program sites
• Help develop/implement the social media strategy and support the day to day management of social media profiles.
• Assist in responding to online HWWK-related queries that are received through the HWWK address.
• Media Relations and the Press
• Research, maintain and update database of media contacts
• Support planning of publicity and awareness events/campaigns.
• Develop media releases and liaise with journalist where necessary

Public Relations and publications

• Work closely with interns and volunteers that may be attached to the communications department.
• Train (by distribution of material or otherwise) communications point persons on story writing, interviewing and ethics.
• Maintain and update the HWWK notice Board
• Management of HWWK brand through participation in both internal and external events and ensure promotion of the HWWK brand at all events HWWK participates in.
• Manage the production and distribution of e-newsletters, including writing content and sourcing images.
• Develop and maintain a resource center and a HWWK photo gallery of selected quality photos
• Support internal communications through developing and distributing regular internal updates to all staff
• Do a one page monthly Newsletter that will be edited by the E.D. on current month’s happenings highlighting something of human interest that has happened in the month.

Qualifications for the Communications Coordinator Job

• A bachelor’s degree in communications and related fields.
• Three years’ experience in communications and administrative experience.
• Previous experience working with an NGO and media, strong writing and computer skills and event planning will be preferred.
• Proven leadership, management, interpersonal, and decision making skills
• Excellent oral and written communication skills (English and Swahili)
• Demonstrated ability in event planning and facilitation
• Computer literacy in the use of MS Windows, Word, Excel, PowerPoint and Outlook, with practical experience in the use of electronic communications including email, internet, etc.
• Must have strong quantitative and analytical skills, verbal skills and ability to communicate technical information clearly and effectively to both technical and non-technical colleagues, and have excellent report
• writing skills
• Willingness to travel to program sites across Nairobi and interact effectively with local Communities, and to document the activities.
• Ability to work and deliver results with minimum supervision
• Demonstrated ability to work as a team player in a multi-disciplinary team setting Personal Traits,

Qualities and Aptitude

• Able to work with various HWWK program staff often changing from one task to another of a different nature without loss of efficiency or composure
• Work independently but consult as necessary
• Relate to others in a manner that creates a sense of teamwork and co-operation
• Maintain effective communication with colleagues, both junior and senior
• High level of integrity and honesty
• Compassionate, and respectful of all people
• Tactful and non-judgmental attitude to others
• Results oriented and able to align production with measurable goals and outcomes
• Utilize systems effectively to ensure economical use of equipment and supplies

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Location: Nairobi, Lower Eastern – Kitui, Mwingi, Makindu, Machakos; Upper Eastern – Meru, Embu, Chuka; Central – Nyeri, Mwea, Muranga, Kirinyaga
Reports to: Regional Program coordinator

This position works closely with and reports to the Regional program OfficerNURU II program. He/she will liaise with the CASCO, other government officers and stake holders at the County and sub county levels. The position is responsible for coordination and delivery of the project deliverables at the KP Drop in center, and during outreach sessions.

Project Clinical Officer / Site coordinator Job Roles & Responsibilities

• Overall activity co-ordination in line with project objective
• Mentor and support staff for effective service delivery
• Provide overall coordination of the Center including supervision of staff and ensure allocated targets are met
• Ensure provision of Screening and treatment for STI to clients in a KPs friendly environment
• Provide Post exposure prophylaxis for survivors of rape.
• Ensure HIV positive KPs are enrolled for Care and treatment
• Ensure facilitation of health education sessions on STIs to sex workers and other at risk populations
• Ensure provision or referral of KPs for risk assessment and risk reduction counseling.
• Advise patients on health maintenance and disease prevention or provide case management.
• To make appropriate referrals for on-going support e.g. Home Based Care, PMTCT, CCC and TB Clinics. This includes follow up of the referral cases.
• Ensure effective operation of the clinic in the standards required. Create effective awareness on hygiene and health services.
• Ensure maintenance of adequate stocks of drugs as well as safe custody of the drugs and equipment in the clinic.
• Collect client data and store appropriately to ensure confidentiality is maintained.
• Ensure family planning services are offered to KPs
• Ensure Promotion, demonstration of correct use and distribution of condoms.

Partnership with government agencies and other stake-holders

• Create and enhance partnerships for effective service delivery to beneficiaries
• Work closely with the CHMT (County health medical team) to facilitate support supervision and mentorship.
• Submit timely reports
• Work closely with the CHMT to facilitate adequate support supervision and mentorship of the project staff and service provision especially clinical

Monitoring, Evaluation Reporting and learning

• Collection of quality clinic/biomedical and other interventions data.
• Proper storage of client information to ensure confidentiality is maintained.
• Document lessons learnt and challenges to inform program decisions.
• Compile and submit timely monthly, quarterly and annual reports to the supervisor
• Conduct routine data quality check/assessment to ensure all data reported is accurate, of high quality and correctly filed

Qualifications for the Project Clinical Officer / Site coordinator Job

• The minimum required academic and professional skills for the job holder to perform successfully in this position include:
• A Diploma in Clinical Medicine from a recognized Medical training institute.
• Valid HTC certificate certified by NASCOP is desired
• Should have a minimum 5 years’ experience working in a busy clinic or hospital site. Experience working with KPs is desired
• Experience in providing screening and treatment at outreach sites.
• Good oral and written communication skills (English and Swahili)
• Computer literacy in the use of MS Windows, Word, Excel, PowerPoint and Outlook is desired
• Ability to work and deliver results with minimum supervision
• Demonstrated ability to work as a team player.

Personal Traits, Qualities and Aptitude

• Able to work in a community setting and relate well with key populations by providing KPs friendly services.
• Good record keeping skills
• Relate to others in a manner that creates a sense of teamwork and co-operation
• Maintain effective communication with colleagues, both junior and senior
• High level of integrity and honesty
• Utilize systems effectively to ensure economical use of equipment and supplies

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Locations: Lower Eastern – Kitui, Mwingi, Makindu, Machakos; Upper Eastern – Meru, Embu, Chuka; Central – Nyeri, Mwea, Muranga,
Kirinyaga
Reporting to: Regional program coordinator

This position works closely with DISC coordinator and reports to the Regional program coordinator. He/she will liaise with the CASCOs, other government officers and stake holders at the County and Sub-County levels. The position is responsible for delivery of comprehensive HIV/AIDS interventions and increase access to services for Key populations (KPs)

Outreach Coordinator Job Roles & Responsibilities

• Overall activity co-ordination in line with project objective
• Provide overall coordination of project outreach activities within their area of coverage.
• Ensure the project adheres to the national guidelines during service provision and maintains quality.
• Ensure outreaches are integrated to reach minimum package of services to beneficiaries
• Provide coordination of peer education recruitment and ensure good representation of PEs per hotspots within the project coverage area
• Provide overall coordination and supervision of outreach workers and peer educators
• Supports HTS team to ensure all HIV positive KPs are put on Care and treatment.
• Facilitate health education sessions to target populations (MSMs, SWs and their clients)
• Provide or refer FSW for risk assessment and risk reduction counseling.
• Make appropriate referrals for on-going support e.g. Home Based Care, PMTCT, CCC and TB Clinics. This includes follow up/tracking of the referral cases.
• Ensure maintenance of adequate commodities e.g. condoms, lubricants etc.
• Collect client data and store appropriately to ensure confidentiality is maintained.

Partnership with government agencies and other stake-holders

• Work closely with the S/CHMT (County/sub-counties health medical team) to facilitate support supervision and mentorship.
• Prepares and Submit GOK reports.

Monitoring, Evaluation Reporting and learning

• Collection of quality project data.
• Proper storage of beneficiaries’ information to ensure confidentiality is maintained.
• Captures and shares success stories, lessons learnt, challenges and best practices promptly to inform program decisions.
• Compile and submit quality and timely monthly, quarterly and annual reports to the supervisor and in the correct templates (as provided).
• Participate in routine data quality assessments and monitoring activities

Qualifications for the Outreach Coordinator Job

• A Diploma from an accredited college preferably in the social sciences, community development or related field.
• Hold s Certificate in training of trainers
• Should have a minimum 2 years’ experience working in a community based project. Experience working in a
• KP HIV prevention program will be an added advantage
• Excellent oral and written communication skills (English and Swahili)
• Demonstrated ability in event planning and facilitation
• Computer literacy in the use of MS Windows, Word, Excel, PowerPoint and Outlook is preferred, with practical experience in the use of electronic communications including email, internet, etc.
• Proven leadership, communication, interpersonal, decision making and analytical skills
• Ability to work and deliver results with minimum supervision
• Demonstrated ability to work as a team player in a multi-disciplinary team setting

Personal Traits, Qualities and Aptitude

• Able to work in a community setting and relate well with key populations
• Willingness to travel to hotspots across the area of coverage, interact effectively with local communities, and learn new approaches to service delivery
• Maintain effective communication with colleagues, both junior and senior
• High level of integrity and honesty
• Utilize systems effectively to ensure economical use of equipment and supplies

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Location: Lower Eastern, Upper Eastern/ Central
Direct supervisor: Site-In-Charge
Indirect supervision: To work closely with HWWK Finance, Procurement, Admin and HR functions

Administration Coordinator Job Key Duties / Responsibilities

Finance

• Cashier role Petty cash management; Processing cash payments Ensuring adequate cash flow including timely reporting on cash balances and requests Fortnightly accounts reporting – to send soft copy to accountant in required format as well as the hard copies of supporting documents
• Verification of supporting documents – check for accuracy and completeness
• Processing site accounting data under the supervision of the Program Accountant
• Monthly bank account reconciliation

Human Resource

• Coordination of timely submission of completed time sheets: For short term staff (by 26th of current month), full time staff (by 3rd of following month)
• Leave forms sent fortnightly with finance documents
• Engagement of short term staff , community workers/ volunteers, resource persons and interns (liaise with HR prior to engagement)
• Coordination of HR arising issues e.g. medical forms, disclosures, biodata forms etc.

Admin

• In charge of office security and equipment e.g. office keys, gate passes, packing lists etc.
• In charge of vehicle scheduling and vehicle mileage reconciliation
• Ensuring timely receipt of rent payment documents and adherence to the lease agreement; As far as possible maintaining cordial relations with site Landlord.
• Office maintenance and supplies (approve minor maintenance jobs, ensure adequate supplies throughout the month)
• Ensure that all sites assets are properly maintained, tagged and the physical item details correspond with the site asset register.
• Ensure that any damage or loss of assets or supplies is reported to the Administrative Officer and the Head Office staff responsible for assets.
• Overseeing all store operations at the site(s)
• Identify I.T. support needs, communicate and coordinate on required assistance with I.T Officer/ Coordinator
• Coordinate regional and departmental admin matters

Procurement

• Verification of supplier documents
• Initiating ‘low value purchases’
• Timely preparation and submission of regional requisitions to Procurement Department
• Verification of received items verses items requested.

Qualifications for the Administration Coordinator Job

• Bachelor’s Degree in accounting or related discipline or minimum CPA Part II qualification
• Minimum 3 years working experience in Finance/ Administration
• Working knowledge of MS Word, MS Excel MS Outlook Skills and Competencies
• Good interpersonal skills Organizational and supervisory skills; ability to multi-task
• Good written and oral communication skills;
• Knowledge/Experience in fleet management, stores management, security, asset management and equipment/ business insurance is an added advantage
• Familiarity with procurement and HR processes
• Ability to take initiative and work independently
• Commitment to and understanding of HOPE worldwide Kenya vision, mission and values;