Careers at Save the Children

ROLE PURPOSE: 

The Awards Management intern will provide overall support to all Awards and Implementing partners. He/she will liaise with all relevant departments to ensure the effective management of the awards. 

SCOPE OF ROLE: 

Reports to: Awards Assistant

Key contacts: Head of Awards, Awards and Partnership Coordinator, Partnerships Specialist. 

Dimensions: 

Save the Children works in 9 field offices in Kenya. This staff will provide support to all field offices.

Staff directly reporting to this post: 

None

KEY AREAS OF ACCOUNTABILITY:

Proposal development

• Ensure all award documentation at proposal stage is managed and processed in a timely manner and uploaded onto AMS and that the related workflows are run in a timely manner.

Awards, Partnerships and AMS Management

• Support in preparing for the monthly Award and Partner review meetings, record action points from the meetings and circulate these promptly.
• Support in preparation of partner agreements.
• Support in ensuring award kick off meetings are planned for in a prompt manner and the planning is well-coordinated with the other relevant functions. 
• Play a role in developing overall analysis of budget vs actual expenditures (BVA) for monthly review meetings.
• Maintain the income tracker and funding tracker, and also share the status with the team on a weekly basis.
• Maintain the close out backlog tracker and do regular follow ups with the various teams to ensure close out of pending SOFs.
• Support the Awards Assistant to populate and share the partner reporting tracker and also update the Awards Management System (AMS) on a timely basis.
• Support the Awards Assistant in sending out timely calendar invites for the award led meetings 
• Support in taking action points in the award led meetings and further getting this reviewed and circulated on a timely basis.
• Support in putting together management information from AMS to the rest of the team via a portfolio analysis report on a monthly basis showing information on awards in pipeline, active awards, awards under amendment, high risk awards and closed awards.
• Ensure that AMS is effectively maintained, up to date and accurately records the audit trail for all awards and sub-awards.

Donor Compliance

Support on donor compliance to ensure requirements such as reporting deadlines, implementation period, amendment timing/procedures, audit and SCI award management policies are well understood and adhered to.

DESIRED COMPETENCIES

Delivering Results

• Establishes clear and compelling objectives with teams and individuals and monitors progress and performance
• Holds others accountable for achieving results and challenges under performance.

Working effectively with others

• Puts mechanisms in place to ensure effective collaborative working across boundaries
• Enables people from a wide range of backgrounds and perspectives to contribute to positive outcomes
• Breaks down silo working and challenges behaviours that are not collaborative

Problem Solving and decision making

• Identifies and addresses root causes of long-term problems facing legacy awards
• Brings in external perspective to ensure decision making remains relevant and future focused
• Explores and analyses external trends and their potential impact on strategic choices
• Takes calculated risks and has the courage to stand by decisions despite resistance

Leadership and Developing Others

• Delivers needs-based results in complex and fast-changing contexts
• Evaluates the opportunities and risks of each idea and solution to make informed strategic decisions
• Demonstrates courage by willingness to confront difficult situations and take potentially unpopular decisions
• Actively encourages a team environment where team members feel able to contribute,champion or challenge decisions
• Conveys complex strategic issues with clarity,brevity and confidence
• Develops and implements processes to ensure that the workplace is inclusive and the talents of individuals are harnessed to achieve individual and organisational success.

QUALIFICATIONS AND EXPERIENCE

Essential

• Bachelor’s qualification in Commerce, Economics, Business Administration or equivalent.
• Excellent planning, management and coordination skills, with the ability to organise a demanding workload comprised of diverse and challenging tasks and responsibilities.
• Very strong capacity for attention to detail, problem solving, and analysis of trends.
• Computer literate (i.e. Ms Office and knowledge of grant management and financial systems would be an added advantage).
• Cultural awareness and ability to build relationships quickly with a wide variety of people.
• Patient, adaptable, flexible,able to improvise and remain responsive and communicate clearly and effectively under pressure.
• Strong communication (written and spoken),and interpersonal skills in English,with experience in a multicultural setting

Desirable

• Experience with Save the Children award management policies, procedures, systems, and Save the Children’s award management system (AMS).
• Experience of project management, M&E management or funding coordination.

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ROLE PURPOSE: 

The IT Officer will ensure all aspects of IT services including internet, office equipment, and computers running, maintenance, and service upgrades to ensure all staff are able to access highly functioning, consistent technology both in Nairobi and at the field locations. S/he will monitor, repair, and solve any hardware and software challenges as they arise.  This position will demand a highly motivated, detail-oriented individual who will be able to solve challenges and communicate effectively. S/he will be required to improve current systems from knowledge and experience. 

SCOPE OF ROLE:

Reports to: Director of HR, Admin, and IT

Staff reporting to this post: 

• IT Intern (1) 

Budget Responsibilities: None

Role Dimensions: Save the Children works throughout Kenya & Madagascar with 8 field offices, approximately 450 staff and portfolio of USD 30 million.

KEY AREAS OF ACCOUNTABILITIES

Key accountabilities:

Participate and contribute to new proposal development that have technology components with the programmes and operations teams.

• Have at least 2 proposals reviewed by the IT before submission by requesting to be involved in the proposal development advising on the technology components. 
• Have at least 1 proposal with technology components that have been approved.

Build partnerships and networks with technology partners, startups and learning institutions to build our ICT4D capacity, capability, and knowledge in using technology to deliver programmes for children.

• Organize meetings with external technology partners / tech start-up companies and learning institutions, to show case potential solutions that can be adopted in our program delivery.
• Presenting new T4D ideas to program for consideration 

Automation of Business process

• Automation of Business Process – Identify manual business processes in different departments to automate using the existing tools such as SharePoint, open-source tools etc.

Ensure Implementation of IT strategies and introduction/ implementation of new technologies, focusing on achievement of the following results:

• To be the lead in learning and development of staff in use of IT tools/ Resources that will help improve efficiency in delivery and build capacity of staff in resolving some minor day-to-day issues.
• Ensure adequate induction of new staff n all IT policies and provide IT services in a timely manner e.g., Creation of new email addresses for staff.
• Responsible for setting the systems to secure data and communications.
• Ensure compliance with the SCI IT quality framework guidelines and undertake IT assessments against the IT strategy of the CO.
• Responsible for setting up implementation and monitoring of all IT systems and equipment’s for the respective offices in Kenya office.
• Ensure exited staffs are removed from accessing Save The Children Information and data on their laptops backed-up and that the data is backed up for future references.

Planning and Budgeting

• Plan, budget and account all IT expenditure.
• Coordinate and contribute to the development of county IT strategy and IT budget.
• Review and liaise with the Regional IT Manager on any IT needs and capacity building for staff.
• Ensure that IT related costs and captured in Plans and proposals.

Ensures effective functioning of the field office hardware and software packages, focusing on the achievements of the following results:

• Effective functioning (Installation, operation, and maintenance) of all SC hardware equipment and acquisition of hardware supplies.
• Performance of specific technical functions, including changing of hardware electronic components (disks, memories, network wiring, power sources) and routine repairs.
• Ensure monthly reports are made to the HR and admin Director and Area managers on general statues of IT.
• Identify needed software upgrades, procure, and install with compliance to Save The Children policies and licensing agreements.
• Establish a routine maintenance schedule for all IT equipment in Nairobi and Field Offices.
• Provide trainings on the use of hardware (Projectors, laptops) and software as needed.

Ensure efficient networks administration, focusing on achievement of the following results:

• Monitoring of the network connection daily to ensure a stable and responsive network environment.
• Trouble –shooting and monitoring of network problems. Ensure that the SCI laptops/desktop and network resources are protected from malicious virus attacks and deploy counter measures in the event of attacks.
• Response to user needs and questions regarding network access.
• Maintenance of up-to-date parameters of information for the network clients and electronic mail.
• Implementation of backup and restoration procedures for local drives. Maintenance of backup logs. Organisation of offsite storage of backups.
• Networks administration support to other SC as required and preparation of bills for cost recovery for the services provided.

Provides administrative support focusing on achievement of the following results.

• Provision of advice on and assistance in procurement of New IT equipment for the field office and projects provision of technical specifications and information on best options.
• Maintenance of an up-to-date inventory of the software and hardware.
• Provision of IT support to key events
• Provision of Share-point site for document management for all departments and field offices

Ensures facilitation of Knowledge building and knowledge sharing in Field office, focusing on achievement of the following results.

• Identification and promotion for different systems and applications of optimal content management, knowledge management and sharing information provision.
• Participation in the organisation of training of staff on IT issues.
• Maintenance of staff training profiles

Focal Point of data protection in the Kenya Country Office

• Training of staff on local and SCI data protection
• Ensure the Country is compliant with the Data protection regulations in Kenya.
• Regular audits for compliance and to mitigate risks

SKILLS AND BEHAVIOURS (our Values in Practice)

Accountability:

• Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values.
• Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.

Ambition:

• Sets ambitious and challenging goals for themselves (and their team), takes responsibility for their own personal development, and encourages others to do the same.
• Widely shares their personal vision for Save the Children, engages and motivates others.
• Future orientated, thinks strategically.

Collaboration:

• Builds and maintains effective relationships, with their team, colleagues, members and external partners and supporters.
• Values diversity sees it as a source of competitive strength.
• Approachable, good listener, easy to talk to

Creativity:

• Develops and encourages new and innovative solutions.
• Willing to take disciplined risks. 

Integrity:

• Honest, encourages openness and transparency. 

QUALIFICATIONS AND EXPERIENCE:

• Certification and/or University degree in Information Technology, Computer Science, or a related field.
• Minimum 5+ years of managing IT services preferably in a large INGO, with at least 3 years leading a team or in a medium role.
• Advanced knowledge of Word, Excel, Access, Adobe, and other software.
• Knowledge in Server management both windows and Linux server environments, virtualization, and network management.
• Knowledge in SharePoint design including workflows and HTML.
• Familiarity with cloud computing platforms e.g., Azure
• Knowledge and understanding of IT security concepts and principles.
• Ability to work independently, take personal initiative, and multi-task including strong facilitation skills in an ever changing, dynamic environment.
• Excellent written and spoken English language skills. 
• Strong administrative and organizational skills
• Ability to coach others and work in a team environment.
• Excellent interpersonal skills and ability to work effectively in insecure environments is critical. 
• Experience in facility management with regards to managing multiple locations at the same time. 
• The capacity and willingness to be extremely flexible and accommodating in difficult and frustrating working circumstances is required.
• Commitment to and understanding of Save the Children’s aims, values and principles. 
• Fluency in English
• Ability and willingness to travel regularly into the field.

Desired Criteria: 

• Knowledge of donor financial policies and guidelines. 
• Strong project management skills
• Regional experience.

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ROLE PURPOSE: 

The Finance Intern will support the Finance team in delivering the objectives in a timely and accurate fashion.  This is a key role as it will pivotal in ensuring timely payment processing of all payables and liabilities in the Country Office.

SCOPE OF ROLE: 

Reports to: Finance Coordinator

Dimensions: Save the Children has been operational in Kenya since the 1950s, providing support to children through developmental and humanitarian relief programmes delivered both directly and through local partners. Current programming focuses on child protection, child rights governance, education, health, HIV/AIDS, livelihoods, nutrition and WASH. In 2012, as part of a global reorganization process, Save the Children combined the programmes of SC UK, SC Canada and SC Finland to create a single operation in Kenya. In Feb 2014, we completed a second transition, which saw us join forces with the British INGO, Merlin, and merge their health and nutrition programmes with our own. Save the Children now has an operational presence in Samburu,Bungoma, Dadaab Refugee Camp, Garissa, Mandera, Turkana and Wajir and we work through partners in many other parts of the country. We employ nearly 400 staff and have an operating annual budget in 2022 of approximately US$29 million.

Staff directly reporting to this post: None

KEY AREAS OF ACCOUNTABILITY:

Financial accounting and Treasury

• Supports the finance team members in invoice reconciliation on the ProSave platform by reviewing documentation for accuracy and completeness.
• Prepares Mpesa Payment Vouchers authorization and payment.
• Supports the finance team in the filing and archiving process to ensure safeguarding of finance documents and ease of document retrieval
• Prepares the General Ledger and Cash Offline Spreadsheets (GLACOS), ensuring accuracy in charge codes. 
• Supports with the monthly bank reconciliation process.
• Supports in processing monthly payroll statutory deductions to the regulatory authorities.
• Prepares General Ledger and Cash Offline Spreadsheet for posting in the financial system.
• Back up of finance documents in DMS on a timely manner
• Performs single account/balance sheet account reconciliations on a weekly basis, preparing schedules for review by the Finance Officer.
• Prepares adjustments and reallocation Journals.
• Cooperates and assists with audit requirements.
• Ensures compliance with SCI rules and regulation in day to day execution of duties
• Any other duties as may be assigned by the supervisor.

Others

• Uploading Manual payments in Pro-Save and ensure they are approved for payment.
• Support with proper archiving of financial supporting documents.

SKILLS AND BEHAVIOURS (our Values in Practice)

Accountability:

• holds self-accountable for making decisions, managing resources efficiently, and achieving and role modelling Save the Children values
• holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved

Ambition:

• sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
• widely shares their personal vision for Save the Children, engages and motivates others
• future orientated, thinks strategically and on a global scale

Collaboration:

• builds and maintains effective relationships, with their team, colleagues, members, external partners and supporters
• values diversity, sees it as a source of competitive strength
• approachable, good listener, easy to talk to

Creativity:

• develops and encourages new and innovative solutions
• willing to take disciplined risks

Integrity:

• Honest, encourages openness and transparency

QUALIFICATIONS AND EXPERIENCE

• Undergraduate degree in Accounting/finance or equivalent or Professional Accounting qualification.
• At least 1 year Experience working in accounting (not-for-profit accounting preferred)
• Computer fluency; highly competent using Microsoft Excel and other MS applications. 
• Familiarity with computerised accounting systems
• Ability to gather facts and data, scrutinise with ease, determine a logical solution and resolve issues with minimal supervision.
• Proven ability to handle challenging workload.
• The highest level of integrity and commitment to prevent corruption.
• Strong interpersonal skills and ability to interact with all departments in the Regional.
• Willingness to undertake occasional travel to the Country Offices for training, support and
• Experience working with colleagues based in complex country contexts would be an asset.
• Local or international accounting qualification (completed or part-completed) desired.