Careers at Plan International

ABOUT THE ROLE

• This role is responsible for interpreting and consistently applying people and culture policies and procedures to enhance employee satisfaction, engagement, and well-being, fostering a positive workplace culture. Additionally, this role provides administrative support to the People and Culture function at Plan International Kenya.

ACCOUNTABILITIES

P&C Reporting and Data Management 20%

• Prepare and submit periodic P&C reports for management review and decision making.
• Track staff life cycle milestones and prompt for timely action (recruitment, induction, probationary period, contract end dates, clearance, etc)
• Track and follow-up with line managers on recruitment and placement tasks to ensure all PIK recruitments are within the stated time to hire indicator.
• Liaise with SSC for timely delivery of service for all requested P&C work processes. 
• Run periodic HRIS and physical staff file audits for quality control on the CO data to ensure data integrity and up to date data management. 
• Liaise with SSC P&C Operations officer on employee life cycle data updates on the HRIS and staff files. 
• Develop and manage a central repository of CO P&C data (Job Descriptions, audit recommendations, action plans)
• Preparing a summary of exit interviews reports and in conjunction with P&C Manager ensure development of action plans on matters arising.

P&C Administration 20%

• Organizing and coordinating all people and culture oriented/related meetings and taking minutes (including PIK monthly staff meetings)
• Plan and coordinate the monthly all staff meeting. 
• Administrative management of the P&C calendar of initiatives, tracking progress and action plans
• Consulting with line managers to develop Learning and development and recruitment plans.
• Monitor all Employment matters actively in court and in liaison with the Country P&C provide data and information as appropriate. 
• Monitor P&C budget utilization and facilitate purchase requisition and payment processing
• Informing the Shared Services Centre of staff on staff exits, bereavements and other staff welfare matters as necessary.

Employee Welfare & Engagement 20%

• Coordinate implementation of employee engagement and welfare programs that align with the PIK’s strategic goals and culture, including recognition initiatives, team-building activities, and wellness programs.
• Monitor and report on engagement metrics and make recommendations for improvement.
• Analyze trends and adjust engagement strategies as necessary.
• Conduct surveys and gather feedback to understand employee satisfaction levels.
• Facilitate purchase of wedding and birthday gifts, farewell gift vouchers and support bereaved members as per policies provided and acceptable practices;

Occupational Health & Safety 15%

• Liaise with Admin, Security and Shared Service Centre to ensure Occupational Safety and Health standards at PIK Offices are upheld, including annual OSH audits and office certifications.
• Follow-up on implementation of annual OSH audit recommendation action plans as developed and agreed on by CMT.
• Act as a member of health and safety committee for KCO and facilitate implementation of health and wellness strategies.
• Ensure adequate staff awareness on Occupational Safety and Health act and practices at PIK

P&C Policies and Procedures 5%

• Provide interpretation to all staff on PIK and PII P&C policies and procedures and Kenyan labour laws application. 
• Ensure all staff read and understand all P&C policies and procedures, handle any queries regarding the policies. 

Compensation and Benefits 5%

• Collate and provide data on staff compensation and benefits for the annual salary review.
• Support in the implementation compensation and benefits projects
• Regularly participate in salary surveys to ensure Plan accesses relevant data on market trends.

Employee Relations 5% 

• Deal with and respond to queries/complaints from staff regarding employee relations matters. 
• Providing counselling services to all staff for prompt conflict resolution as per P&C policies
• Assisting in hearing and termination/dismissal processes as assigned

Safeguarding (5%)

• Ensure that Plan International’s global policy for Safeguarding and PII policy for Preventing Sexual Harassment Exploitation and Abuse; and Gender Equality and Inclusion are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures.

Others (5%) 

• Other duties as assigned by the line manager.

 TECHNICAL EXPERTISE, SKILLS, AND KNOWLEDGE

Qualification/ experience essential:

• A Bachelor’s degree in HR in a related field with a Higher Diploma in HR Management.
• Membership with IHRM.
• At least 3 years of relevant experience in the HR field preferably in INGO 
• Conversant with Human Resource Information Systems (HRIS) 

Desired 

• Certification as a Human Resource Practitioner (CHRP).

Languages required

• Excellent written and verbal communication skills in English

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ABOUT THE ROLE

• The Finance and Grants Coordinator is responsible for ensuring effective financial management, compliance, and coordination of grants and sponsorship systems across the Central, Eastern, and Northern (CEN) Program Area. This role involves monitoring budgets, analysing expenditures, and supporting local partners to meet compliance standards. Working closely with the Urban Programme Manager, Finance and Grants Manager, and other stakeholder, the Finance and Grants Coordinator ensures adherence to Plan’s policies and donor requirements. 
• The position holder will also support in development, implementation, and monitoring grants and sponsorship budgets.

ACCOUNTABILITIES AND MAIN WORK ACTIVITIES

Award and grants portfolio management (30%)

• Support project specific budgeting in liaison with the Country Finance and Grants Manager (CFGM), Grants Compliance Coordinator and National Office (NO) contact persons
• Conduct regular grants monitoring for the projects and ensure individual grants performance are being tracked effectively, and that risks and issues are being recognised and action taken.
• Provide regular reports on grants performance to the project Urban Program Manager, Project managers and & Country Finance and Grants Manager.
• Support in the annual planning processes at projects level
• Capacity building of local partner in grants portfolio management and donor compliance.

Monitoring and analysis of grants 25%

• Track and identify NRGRANT and DUMMY expenditures and ensure timely reversals are done before the closure of the month
• Monitor and analyse activities regularly and work with Project Managers to resolve any issues identified in specific project
• Co-ordinate with Project Managers and CFGM to ensure budgets are correctly allocated and phased in.  
• Prepare projects Budget Verses Actual Reports and consolidation on monthly basis.
• Support finance in grants reconciliations
• Conduct project field and partner visits and spot checks

Assessment and compliance of systems, processes and partnerships 15%

• Work with project teams and partners to ensure adherence to both donor and Plan processes and procedures 
• Support in grants mapping, central filing and updating grants information in the grants management system 
• Participate in due diligence for implementing partners and review MOUs.
• Conduct capacity building for partners on donor requirements
• Coordinate grants “Kick off” meetings at project level.
• Support timely close out processes for projects.
• Provide information during grants audits and compliance reviews at project level.
• Support in the preparation and review of project grant reports and liquidation of funds. 

Finance Processes and Reporting: 25%

• Prepare and deliver timely financial reports as per agreements and donor guidance.
• Prepare fair-share allocations for all projects in the Hub.
• Support in the consolidation of the budget forecasts
• Participate in the annual planning and budget processes
• Support in the preparation of monthly financial management reports
• Support in the review of GL postings and accuracy of balance sheet accounts
• Work with project team to ensure adherence to both donor and Plan processes and procedures
• Review grants payment requests and related transactions to ensure accuracy and compliance with Plan Policies and donor conditions
• Process all project advances and approved liquidations in ERP.
• Capacity building of local partner in financial report. 
• Review of partner financial reports and subsequent disbursement requests

Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI) (5%)

• Understands and puts into practice the responsibilities under Safeguarding and GEI policies and Plan International’s Code of Conduct (CoC), ensuring that concerns are reported and managed in accordance with the appropriate procedures.

Others (5%)

• As assigned by the supervisor

LEADERSHIP COMPETENCIES

• Courageous, taking a lead, challenging myself and others to achieve purpose, safeguard others and role model values, inside and outside work. Responsible for my work and learning, striving to improve. Self-aware, resilient and constructive in embracing change. Striving to achieve significant and lasting impact on the lives of children and young people, and to secure equality for girls. Challenging myself to be bold, courageous, responsive, focused and innovative.
• Respecting all people, appreciating differences and challenging inequality in programmes and the workplace. Supporting children, girls and young people to increase their confidence and to change their own lives. 
• Understanding Plan International’s purpose, priorities, values and approaches in our work context. Adhering to relevant policies, processes, practices and standards, and being pro-active in continuing technical and professional development

BUSINESS MANAGEMENT COMPETENCIES

• Understands relevant sectoral context including how the sector operates in terms of funding and governance and awareness of Plan's purpose, values, and global strategy
• Manages legal and reputational risk including risk assessment, communication, risk management and reporting in full compliance with risk-related standards, including in areas such as Child and Youth Safeguarding and Protection, Gender equality and inclusion, Counter Fraud, Safety and Security.
• Managing activities and resources including skills in planning and organising, financial and project management.
• Managing people and information including skills in communication skills, both speaking and writing, and digital working, including personal digital skills.

TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE

Qualifications/ experience essential:

• Bachelor’s degree in finance/accounting related courses.
• CPA (K) or other professional qualification in accounting
• Minimum 5 years’ experience in grants management or a similar role in INGO
• Experience in award portfolio management and knowledge of major donors’ (USAID, DFID, Global Affairs Canada, EU, etc.) compliance requirements 
• Experience in supporting program teams
• Problem solving skills to identify and lead the resolution of issues
• Strong communication (written and spoken), and interpersonal skills
• Providing capacity building of partner organisations