Current Opportunities at DanChurchAid (DCA)

• DCA is seeking to recruit a competent and energetic Kenyan National for a twelve-month internship as Administration Assistant. The position is based in Kakuma - with minimal travel to DCA’s office in Lodwar anticipated - and reports to the Finance Officer based in Kakuma.

The main responsibilities of the Intern (Administration Assistant) are:

Logistics:

• Make travel arrangements, such as booking flights, taxis, and making hotel reservations.
• Reconcile hotel, air tickets & taxi expense reports & requesting for payments.
• Support event planning, including sourcing and booking venues and confirming attendance. 
• Assist in tracking monthly country logistics reports. 
• Maintain an updated assets register for DCA Kenya assets and support in managing the asset list in DCA ADMIND system.
• Assist in management of Nairobi fleet. 

Administration:

• Work closely with Procurement and Logistics Officer & to ensure proper filing systems are maintained.
• Managing office supplies and ordering new supplies as needed. 
• General office management duties to support Nairobi team and wider organisation, ensure all office operations bills/invoices are paid on time.
• Ensure functionality of necessary office equipment, repair or replace damaged office equipment.
• Maintain inventory of office supplies and manage re-ordering processes.

Procurement:

• Assist in conducting market survey when required and give feedback on market trends. 
• Assist in ensuring that all procurements are completed on time and updated on DCA’s online system (ADMIND).
• Assist in preparation of project bid advertisements, bidding documents, evaluation reports, requests for proposals for consulting services, draft contracts, and all other end to end procurement cycle activity documents. 
• Assist in following up on vendor invoices and reconciling supplier statement of accounts.
• Be fully familiarized with DCA’s procurement policies to ensure they are being followed.
• Any other duties assigned by the Procurement and Logistics Officer or their designates. 

Required Qualifications

• Bachelor’s degree in business administration or social Sciences in any of these fields: Administration, Supply Chain Management or Procurement. 
• Knowledge and prior experience (minimum of 1 year) of administrative and procurement and logistics procedures would be advantageous. 
• Good communications skills. 
• Excellent computer proficiency (Microsoft Office – particularly MS Word & Excel) 
• High level of motivation, integrity, and commitment.
• Excellent planning and organisational skills, and ability to work with minimal supervision. 
• Good team player.
• Excellent interpersonal skills and ability to manage sensitive and confidential information.
• Minimal work-related travels are expected in this position.

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• The Area Prolog Officer is a key member of DCA’s Turkana team. The Area ProLog Officer will supervise and provide support to the Kakuma-based ProLog Assistant, with technical support from the Country Office (CO) ProLog Officer based in Nairobi. 

Key responsibilities:

Procurement

• Ensure implementing partners and DCA staff in Turkana comply with DCA and donor procurement guidelines and policies.
• Ensure that DCA and implementing partners in Turkana have up-to-date procurement plans, revised quarterly.
• Maintain an accurate and up-to-date procurement tracker for the DCA-led projects in Turkana
• Launch, assess and ensure that tenders are awarded in a fair and open manner adhering to DCA and donor rules and regulations.
• Ensure that goods, services and works procured are of the right quality, in the right quantities, at the right price, delivered to the right place, at the right time (5 Rs).
• Inspect and ensure the quality of received goods, engaging technical experts where necessary.
• Review DCA and partner procurement documentation for completeness and accuracy, providing timely feedback to partners, finance, programmes and administration when required.

Logistics

• Provide the required logistics support for project-related logistics.
• Compile, review and submit relevant monthly logistics reports.
• Ensure regular physical inventory checks are done of all assets and equipment, that appropriate storage conditions exist, and security of such items is ensured.
• Ensure the maintenance, management and functionality of all office equipment and assets including communication and IT items.
• Maintain and organise complete and accurate documentation and filing systems for all files (e-filing)
• Liaise with the CO ProLog Officer to arrange the required IT support services for DCA Turkana-based staff. 
• Support budget planning of programs and project proposals with regard to logistics requirements.

Partner support

• Participate in ProLog assessments of new partners, and periodic re-assessments of existing partners in Turkana.
• Support partners with tender processes when requested to do or when required according to the value of the procurement.
• Train and provide ongoing support to partners in project-related procurement processes, ensuring compliance with the relevant DCA and donor guidelines.
• Undertake partner support visits on a regular basis to follow up on the quality of ProLog procedures.

Security

• Support the Area Programme Manager and the CO ProLog Officer (Safety & Security Focal Point) to: 
• implement and updating logistics aspects of the area security plan to ensure resources and facilities are ready at all times for prevention/response and for either hibernation or evacuation.
• Monitor the security situation in DCA areas of operations and undertake risks assessments.
• Ensure the area security risk assessment and SoPs are updated and followed by staff.

General

• Implement systems to improve transparency, ensuring adequate anti-fraud procedures are in place.
• Support the CO ProLog Officer in the implementation of the CO ‘Green Procurement Plan’. 
• Any other task assigned by supervisor.

Required Education and Experience

• Bachelor’s degree in Logistics, Supply Chain Management, or any related field. Equivalent relevant professional experience is also accepted. 
• Minimum of four years professional experience in logistics, supply chain management, contract management, procurement or other relevant experience. 
• Experience supporting team members and partners, and confident in doing so in a proactive and positive way. Proven experience with training and mentoring.
• Prior experience working with (I)NGOs and international donors such as Danida, the EU, DG ECHO.  
• Excellent communication, interpersonal and team skills. Should have a good sense of humour.
• Good IT skills, including MS Office, Teams and procurement software systems (DCA uses ADMIND)
• Fluency in written and spoken English.
• Proven capacity to prioritize tasks, plan and organize your own efforts to meet objectives and deadlines.
• Strong analytical skills

Desirable:

• Experience in conducting security site assessments and actioning security improvement plans
• Professional driving license. 

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ROLE PURPOSE: 

• The Area Finance Officer is a key member of DCA’s Turkana team. The Area Finance Officer will supervise and provide support to the Lodwar-based Finance Assistant in internal controls, accounting database management, reconciliation and verification of payment, budget and treasury and cash management functions. The Area Finance Officer will also support the Nairobi-based Head of Finance and Support Services in managing the finance activities, financial controls, computerised accounting systems and staff in Turkana in line with DCA’s financial procedures. S/he will support grant management, by advising on compliance, participating in monthly project/grant review meetings, coordinating BvA feedback, and working with budget holders to ensure implementation is on track.

Key responsibilities:

• Provide technical financial support to the Programme/Project staff throughout the programme/project cycle to enable compliance with DCA’s policies and procedures and any donor specific finance requirements.
• Ensure that accounting data are properly entered into the Maconomy system, in accordance with DCA’s financial rules, regulations and practices, 
• Ensure the maintaining of accurate financial records including electronic and hard copies of all financial supporting documentation.
• Participate in monthly BvA Meetings and present spending status.
• Lead all aspects of day-to-day operations of finance department in the field office.
• Assist in the implementation of finance policies and procedures.
• Support the development donor financial reports for donor funded (single grant) projects and budgets for new proposals. 
• Verify completeness and accuracy of all accounting documents before payments are made for accurate coding and budget adequacy.
• Filing all finance records and make it available for internal / external audit and review and trace all documents trail.
• Collaborate with finance and operations team members to ensure that actions / recommendations included in management letters resulting from any audits are followed up internally and reconciled.
• Liaison with procurement, logistics and programmes staff for timely processing of valid payments.
• Assist the field office in forecasting cash flows according to the activities in the programme area.
• Support the development and review of office budget, and associated forecasts / revisions. 
• Make recommendations on procedural improvements and contribute to the training of DCA and partner staff in the areas of accounting, finance, and compliance to financial procedures. 
• Any other task assigned by supervisor.

Required Education and Experience

Education:

• A first degree in Commerce Accounting, Business Administration, Finance, or related field. Post-graduate diploma preferred.
• Part II qualified in a recognized professional qualification in Accounting (CPA, ACCA).

Experience:

• Minimum four years similar work experience within a fast-paced work environment.
• Good knowledge of accounting and bookkeeping procedures including use of accounting software.
• Advanced MS Excel skills (creating spreadsheets and using financial functions).

Other Competencies 

• Strong interpersonal skills.
• Self-motivation, creativity and an ability to perform without close supervision.
• Proficiency in spoken and written English.
• Organizational and time-management skills
• Attention to detail, with an ability to spot numerical errors

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• DCA is seeking to recruit experienced and energetic Kenyan Nationals for the position of Driver to be based in Turkana County, DCA’s Lodwar office and Kakuma office. The driver will be engaged on a full-time basis.
• The Kakuma based position will report to the Procurement and Logistics (ProLog) Assistant Kakuma and the Lodwar based position will report to the Procurement and Logistics (ProLog) Officer Lodwar. 

JOB PURPOSE

• To provide safe and reliable transportation service to the assigned Programme / Project / Unit whenever called upon to do so.

PRIMARY RESPONSIBILITIES

• Safe driving of staff and other authorized partners as assigned.
• Ensuring that vehicle assigned is well cleaned, serviced, and maintained as required.
• In liaison with the line manager, arrange for repairs and servicing.
• Ensuring personal compliance with the Government Traffic Act.
• Safeguarding all contents in the assigned vehicle.
• Reporting incidences and taking appropriate steps as per organizations rules and regulations.
• Maintaining up to date and accurate records of vehicle work ticket and monthly fuel voucher booklet.
• Loading and offloading light weight project materials/ goods.
• Provide logistical support during trainings and workshops.

REQUIRED QUALIFICATIONS

Education and Professional Qualifications

• Minimum secondary education – KCSE. 
• Clean driving license – Category B – Light vehicle (small cars/ mini-bus), Category C – Light Truck or Category D – PSV. (All New Category or its equivalent). Licensed tricycle drivers will have an added advantage.
• Basic computer skills are an advantage.

Required Qualifications and Experience

• Driving experience of more than three (3) years preferably in a Non-Governmental Organization
• Experience driving in challenging terrain. 
• Basic vehicle maintenance and repair skills. Basic knowledge of First Aid and other safety & security measures is advantageous. 

Skills and Competencies

• High integrity.
• Strong communication and interpersonal skills.
• Able to deliver quality work with minimal supervision.
• Hard working and results oriented.
• Presentable, friendly and patient. 
• Ability to plan and coordinate own tasks.