Open Positions at Lutheran World Federation

Job Summary

• The HR Intern will support the HR Office in recruitment, timesheet management and maintaining accurate and up-to-date human resource files and documentation.

Duties And Responsibilities

• Employee Correspondences
• Assist with day to day operations of the HR functions and duties.
• Assist with clerical and administrative support to Staff.
• Support in organizing staff events and meetings.
• Continuously updating Staff Files
• Compile and update employee records in personal Files (hard and soft copies) on regular and need basis.
• Support staff exiting the Organization with smooth clearance as per the exit Kit.
• Effectively file the exit documents to the staff respective staff files.
• Label Staff File Cabinets and separate current staff files from Exited Staff files.
• Provide support documents during Audits
• Support in tracking the documents with the Auditors to ensure they are retuned and filed back to the respective files.
• Assist the Human Resource Assistant in compiling documents for making payments relate
• Support in Recruitment processes
• Organize documentation related with recruitments for approval.
• Schedule Candidates for interviews as guided by the Human Resource Assistant.
• Assist the Human Resource Assistant in conducting background checks for potential candidates.
• Adequately organize new hire documents for approval and for Personal file.
• Open New Hire Personal staff files.
• Timesheet Processing - On Monthly basis, Work closely with Nairobi National staff to ensure we have monthly timesheets duly signed by both employee and supervisor for payroll and filed for record.
• Confidentiality - Ensure confidentiality of information and documents in the department.
• Any other relevant/appropriate duties.

Qualifications

• Bachelor’s degree in Human Resources or related field.
• Higher Diploma in HR or (CHRP-K) Part 2 qualifications is an added advantage.
• Undergraduate degree, who have not yet entered the formal employment arena are encouraged to apply

COMPETENCIES

• Good Communication.
• Relationship Management.
• Ethical Practice.
• HR Knowledge.
• Confidentiality.
• Attention to detail
• Team Work

A person of high integrity that will model LWF/WS Kenya Somali Program core values:

• Dignity and justice
• Compassion and commitment
• Respect for diversity
• Inclusion and participation
• Transparency and accountability

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Overall Purpose/Broad Function

• Under the guidance and supervision of the PMER Officer, and in close collaboration with the sector leads, the Data Management Assistant will lead the data collection, management, and analysis activities in the programme area. By fostering data-driven culture and ensuring implementation of LWF data digitalization strategy, he/ she will continuously assess, support and improve the data management systems, mentor, and capacity build staff to ensure programme data quality, enhanced documentation and accountability. The role will ensure that the organization continue to adopt and implement safe and secure data management best practices in sharing and storage of data in line with the data protection policy.

Key Duties and Responsibilities:

• Support the PMER Officer to consistently review, harmonize, and improve on the data work flows, tools, and SoPs to ensure enhanced and effective data management system facilitating timely reporting and decision making.
• Led and standardize the data collection, data quality assurance plans, analysis processes and other initiatives in the program area ensuring data availability and quality.
• Support the PMER Officer to reinforce the organization’s use of data systems, receive, maintain logs, and facilitate all data requisitions.
• Guarantees compliance with legal, organizational, and regulatory standards.
• Evaluates data systems performance and provide improvement feedback on time.
• Helps with maintaining secure databases for all sectors as required to prevent data loss and data breach, promote, and maintain the use of SharePoint for backing up data.
• Contribute to capacity building of the project team on data management
• Any other duties as assigned by the supervisor.

Supervisory Responsibilities:

• Camp data supervisors (Incentive staff)

Education/Professional Designations/Experience:

• Bachelor’s Degree or Diploma in Social Sciences, Statistics or other related field.
• Proven experience in implementing effective data management systems in humanitarian and/ or developmental programs.
• At least 3 years of progressively responsible and directly relevant professional experience in a humanitarian context, with at least 2 years’ management experience in preferably Protection and Education programs in INGO context.
• Demonstrated management experience with the ability to engage and motivate staff in a challenging environment.
• Possess working knowledge and experience of humanitarian principles, laws and standards - Core Humanitarian Standards (CHS), Sphere Minimum Standards, Prevention of Sexual Exploitation and Abuse (PSEA), Rights Based Approach (RBA) and Gender Age Marker.
• Experience in dealing with sensitive socio-political situations and working and living under pressure in unstable security environments and with long and irregular working hours would be an added advantage.
• Experience with Online Data Collection tools and techniques.
• Practical experience in undertaking capacity building training for the project implementation teams.

Other Specific Skill Requirements:

• Good knowledge and relevant experience with Kenya Educational Management Information System (KEMIS/NEMIS) and UNICEF National Education Management Information System.
• Good understanding and fast-hand experience with education quality curriculum management and records management tools, and standard quality assessment tool.

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Job Summary

• The procurement Intern will support the procurement Office in procurement activities to ensure quality successful delivery of procurement goods and services.

Duties And Responsibilities

• Preparation of bid documents
• Receive Demand Forms (DF), record, and together with the assistant procurement officer, process DFs as per laid down regulations and policies.
• Assist in the preparation of Request for Quotation(RFQ) and Request for Proposal (RFP).
• Evaluation of bids
• Support the Assistant Procurement Officer in evaluation of bids, expression of interests in line with LWF procedures and process.
• Screen all suppliers and service procedures on the watchdog site (CSI)
• Support in maintaining and audit trail for Procurement activities
• Assist the Assistant Procurement Officer in compiling documents for making payments to the suppliers and service providers.
• Ensure that invoices submitted to finances are properly supported.
• Ensure that the payment tracker is regularly updated.
• Ensure that the procurement Plans are regularly updated.
• Maintain an E-filling for all procurement related documents
• Support in Suppliers correspondence.
• Ensure that all suppliers service providers queries are attended to on time.
• Follow up on contract performance and ensure adherence to lead time.

Qualifications

• Bachelor’s degree in supply chain management, procurement, logistics or related field.
• Registration with KISM is an added advantage.
• Undergraduate degree, who have not yet entered the formal employment arena are encouraged to apply

COMPETENCIES

• Excellent communication, organization and presentation skills.
• Good analytical and problem-solving skills.
• Ability to work independently with guidelines and clear expectations.
• Proficiency in MS Word, Excel and other related programs.
• Ability to tolerate cultural, educational and religious diversity in the work place.
• Report writing skills.

A person of high integrity that will model LWF/WS Kenya Somali Program core values:

• Dignity and justice
• Compassion and commitment
• Respect for diversity
• Inclusion and participation
• Transparency and accountability