Current Openings at Concern Worldwide

Main Duties and Responsibilities

Procurement

• Processing SR’s (authorized correctly, donor specific rules) and procuring of supplies and services as per specifications given e.g. vehicle hire, accommodation, conferences, visibility materi9als, office consumable, furniture, IT equipment etc.
• Update the SR tracker on a weekly basis and clearly indicate procurement status for all procurements actioned.
• Source quotations (RFQs/RFPs) and prepare QEF’s and ensure they are reviewed and properly authorized by budget holders as per approved DOA and are in compliance with technical specifications, delivery schedules, payment terms etc
• Liaising with suppliers as and when needed
• Ensure accurate processing of invoices upon completion of service or delivery of supplies and real time update of the invoice and SR trackers
• Completing payment requests and coordinate with Finance to ensure payments to suppliers are made in a timely manner
• Ensure timely purchase and delivery of equipment and emergency requests keeping to the policies and procedures.
• Soft copy and hard copy filing for logistics and procurement documents
• Participate in supplier evaluations/assessments, supplier prequalification/identification, market surveys and provide support in establishment of approved supplier list
• Any other tasks from time to time

Others

• Adhere to and promote the standards outlined in the Concern Code of Conduct and associated policies to their team, beneficiaries, and be committed to providing a safe working environment
• Take all possible measure to meet Core Humanitarian Standards (CHS)
• Any other duties as assigned by the Line Manager

Person Specification

Minimum Education, Qualifications & Experience Required:

• A degree in Logistics, Procurement, Supply Chain Management or related field
• Professional certification in procurement and logistics or supply chain management
• Relevant experience in procurement and logistics management
• At least three (3) years’ experience working with an NGO or UN Agency in a similar role
• Experience in emergency response and in setting up emergency logistics operations
• Proficiency with computer programmes eg excel, word, powerpoint etc
• Good interpersonal, organization and communication skills

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Main Duties and Responsibilities

Logistics Support & Stores Management

• Ensure efficient and timely operations support for programme implementation
• Submitting monthly Stock Reconciliation and Transport Reports
• Maintaining an updated inventory register for Turkana office
• Staff movement planning, scheduling vehicle servicing, maintenance & repairs
• Ensuring that Turkana Fixed Asset Register is up to date

Vehicle Rental

• Submitting Supplies Requests to Nairobi for vehicle hire, adhering to the procurement timelines and supported by movement plans
• Inspecting vehicles, where possible, before they are engaged
• Ensuring all approved POs are issued to respective suppliers for all vehicle hires and ensure proper tracking of PO utilization to eliminate over expenditure.
• Following through with suppliers for timely submission of invoices and log sheets and review for accuracy and completeness
• Updating PO tracker for vehicle hires

Administration Management

• Liaise with landlord for proper running and maintenance of the office premises and timely submission of rent invoices.
• Organize transport and accommodation for visitors to Turkana
• Ensure adequate supply and proper utilisation of office consumables
• Assisting with document reproduction e.g. photocopying, scanning and sending programme support documents to Nairobi via courier.
• Schedule repairs and maintenance for equipment and generator, as needed
• Responsible for health & safety procedures for all offices, including replenishment of first aid kits and servicing of fire extinguishers
• Ensure all paperwork filing is complete, accurate, up to date and in correct order.
• Procurement & Distribution Management
• Responsible for any procurements carried out in Lodwar e.g. stationery, water supply, office consumables etc
• Process Supplies Requests (SRs) ensuring they are authorised correctly by budget holders and in adherence to donor specific rules.
• Liaise with suppliers and ensure timely delivery of services and supplies locally including receiving and documenting all deliveries and sending invoices to Nairobi.
• Issue tender documents to requestors when a tender is announced and recording the same upon receipt.
• Ensure all distributions to program participants are well documented, distribution documents properly filed and originals sent to Nairobi

Financial Management

• Assist finance with implementation of finance payment procedures
• Follow up with outstanding floats from field staff
• Review the completeness of payments requests sent to finance for payment
• Keep a log of payments made using scanned copies and make sure the original documentations are sent to Nairobi for filing
• Assisting finance with physical follow-up of VAT refunds, where needed
• Ensuring compliance with security Standard Operating Procedures for safety of premises and vehicles
• Safety & security incident reporting

Security Management

Others

• Adhere to and promote the standards outlined in the Concern Code of Conduct and associated policies to their team, beneficiaries, and be committed to providing a safe working environment
• Take all possible measure to meet Core Humanitarian Standards (CHS)
• Any other duties as assigned by the Line Manager

Person Specification

Minimum Education, Qualifications & Experience Required:

• A degree in Logistics, Procurement, Supply Chain Management or related field
• Professional certification in procurement and logistics or supply chain management
• Relevant experience in procurement and logistics management
• At least three (3) years’ experience working with an NGO or UN Agency in a similar role
• Experience in emergency response and in setting up emergency logistics operations
• Proficiency with computer programmes eg excel, word, powerpoint etc
• Good interpersonal, organization and communication skills

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Main Duties and Responsibilities

Programme management

• Provide technical leadership in implementation of the livelihoods programming in Machakos County ensuring projects are executed in line with relevant strategies and donor guidelines. This also includes holding projects inception and planning meeting with County teams for effective implementation.
• Provide technical mentorship to livelihoods officer(s) and County government officers including identification of capacity gaps and supporting in addressing them for effective implementation of the livelihoods program.
• Develop, continuously review and adapt implementation strategies for various livelihoods approaches including Climate smart agriculture, Village savings and Loans associations, value chain development, business development, etc.
• Develop County specific program annual and quarterly implementation plans and budgets.
• Work closely with other Concern program teams and implementing partners’ foster layering, sequencing and integration of various interventions towards desired outcomes.
• Lead documentation of livelihoods programming through development of the relevant progress reports, donor reports, success stories and program briefs
• Representation of Concern in the relevant County technical and coordination forums
• Identification, communication and support in addressing of program related risks
• Working closely with the livelihoods and other project team, ensure livelihood program adaptation to the prevailing contextual changes to ensure relevance to the local needs.
• Plan, design and undertake training for program participants and/ or partner staff based on identified needs.
• Actively promote inter sectoral linkages such as Gender, Equality, Conflict and Peace, Protection, HIV and AIDS, Disaster Risk Reduction, Environment, Climate Change Adaptation, and Partnerships where relevant.

Budget management

• Monitor and report delegated program budgets against the costed work plan
• Prepare quarterly costed work plans as per the delegated program budget.

Monitoring, learning and evaluation

• Develop a comprehensive detailed implementation plan for the project, oversee its implementation and undertake regular review and update on the progress.
• Provide capacity support in all livelihoods evaluation exercises such as baseline/midline and end line surveys, post distribution monitoring exercise etc.
• Design relevant tools to facilitate the implementation/execution of the monitoring plan and provide the necessary capacity building to partners on the use of the developed tools.
• Spend at least 60% of time visiting project sites with field visit reports prepared at the end of every monitoring trip.
• Participation in relevant monthly and quarterly review meetings.
• Organizing and participating livelihoods field visits by the head office and the donor.

Administrative

• Liaison and relationship management with the relevant County government offices.
• Responsible for all administrative roles in Machakos county including office management, provision of leadership and capacity support to program staff
• Monitoring and providing and/or advising security matters arising in the county.
• Preparing and making requisition for appropriate office supplies for smooth running of the office.

Responding to Emergencies

• Participating and contributing towards Concern’s emergency response, as and when necessary
• Complying with Concern’s health, safety and security guidelines during emergencies

Others

• Adhere to and promote the standards outlined in the Concern Code of Conduct and associated policies to their team, program participants and be committed to providing a safe working environment
• Responsible for leading the resolution of all livelihoods related CRM issues as shall be assigned by the CRM desk
• Take all possible measure to meet Core Humanitarian Standards (CHS)
• Any other duties as assigned by the Line Manager

Person Specification

• Minimum Education, Qualifications & Experience Required:
• A bachelor’s degree in Agriculture (Agriculture Production, Agriculture Economics, and Agronomics), Food Science and Technology) or a related field.
• At least five (5) years’ experience in similar role in food systems programming, with a focus on agriculture production, agriculture value chain and market system development.
• At least five (5) years’ experience implementing integrated livelihoods program.
• At least three (3) years’ experience in budget management.
• Proven experience and knowledge of Project Cycle Management, Climate Smart Agriculture, Community Managed Disaster Risk Reduction, Natural Resource, Management, Value chain development and Market Systems Development.
• Good understanding of cross cutting issues- gender, HIV and AIDS, DRR, etc. and how to integrate them into Food system programmes.
• Fluency in spoken and written language in English and Swahili

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• The Administration Support Officer will provide administration support services for the Nairobi office, supporting in day-to-day management of administrative and logistics processes efficiently and professionally.

Main Duties and Responsibilities

Visitor's Relations

• Managing and screening all visitors to the office in collaboration with security guards and directing them to the relevant staff member.
• Answering the switch board and forwarding calls to the relevant staff member
• Sending mail through courier and ensuring that mails are managed in a cost-efficient manner as per laid down guidelines.
• Daily checking the Nairobi admin email address and forwarding emails as appropriate.
• Ensure the smooth running of the office, phone, internet, office furniture, equipment and supplies by making sure bills are paid on time.

Administration:

• Accommodation bookings in Nairobi for staff and visitors; ensuring that all staff and visitors are advised in advance of where they will be staying
• Booking airport pick-up and drop-off for visitors
• Issuing a temporary phone to visitors, if necessary; ensuring that it is returned when the visitors leave; ensuring the asset issue form is signed for phones
• Top-up pre-paid visitor phone lines, as required
• Maintain an emergency contact card and issue to visitors on arrival
• Managing the scheduling of bookings for meeting rooms
• Prepare payments for administration services e.g. accommodation, telephone, flights; for telephone ensuring that staff identify personal calls and are charged for them
• Prepare payments for utilities for electricity, gas, water – post-paid and pre-paid; for pre-paid monitoring consumption and ensuring that top-ups are made before funds run out
• Maintain the key-holder/office opening/closing board
• Maintain the office notice board with up-to-date information
• Ensuring that paper recycling boxes are emptied regularly and that the paper is dispatched to the recycling facility
• Ensuring the printers and photocopies have adequate paper and toners; monitoring usage; facilitating replacement of toners
• Perform other admin duties such as filing and photocopying admin related documents
• Receive daily milk and newspaper supplies
• Support in data entry work for Kenya Finance Team
• Support in Logistics processes (facilitate signing of field related documents, prequalification process, Issuing stock adjustment reports)
• Support in tagging office inventory
• Support in tracking office supplies stock and place orders (milk, newspaper, kitchen supplies, stationery store supplies, toners, printing papers, handwashing soap/foams, sanitizers)

Stores:

• Management of the admin mini-stores which contain stationery, food items and cleaning materials; maintaining stores records, keeping the stores clean and tidy and ensuring that adequate stock levels are maintained
• Issue monthly stock reconciliation reports for the admin mini-stores

Responding to Emergencies:

• Participate and contribute as necessary towards Concern’s Emergency response as and when necessary
• Comply with Concern’s health, safety and security guidelines during emergencies

Code of Conduct and Associated Policies:

• To adhere to the standards of conduct outlined in the Code of Conduct and associated policies
• To support and promote the standards outlined in the CoC and associated policies to their team, partner organization's and beneficiaries, and be committed to providing a safe working environment

Person Specification

Minimum Education, Qualifications & Experience Required:

• Diploma or higher-level qualification in Business Administration, Office Management or other related discipline
• Minimum of 2 years' experience in office administration, management or logistics activities.
• Strong professional initiative, self-confidence, oral communication and interpersonal skills.
• Previous experience in an international NGO is an added advantage.
• Computer-literate in Microsoft Word and Excel
• Excellent interpersonal and communication skills.
• Excellent writing and oral skills in English and Kiswahili
• Good interpersonal, organization and communication skills