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Forum Syd is a politically and religiously unaffiliated development aid organization with around 160 member organizations from Swedish civil society. Together we work with human and civil rights, and facilitate popular participation around the globe. Forum Syd was founded in 1995 and is the largest civil society platform in Sweden.
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To effectively achieve this, Hub ESA works with a broad range of partners and stakeholders both local and international within the different spheres of its work.
About PPDP and purpose of the position: Akiira Geothermal Ltd and the Swedish Embassy in Nairobi have entered into an agreement to use part of its revenues from the company to support community engagement, skills development and job creation in the immediate communities’ surrounding the geothermal plant in response to the challenges experienced in the region – in addition to in-kind contributions.
The Swedish embassy has entered into a Public Private Development Partnership (PPDP) with the International Labour Organization (ILO) as the coordinator of this partnership. On the other hand, the ILO will be entering into an agreement with Forum Syd, a Swedish Non-Governmental Organization with experience working with communities in and around Naivasha, for implementation of one of the expected outcomes.
Overall, the PPDP will aim at improving the living conditions in and around the project areas, i.e. Narok and Nakuru counties, by acting as a catalyst to boost decent job creation through business development, skills development and community engagement.
Duty Station: Nairobi, Hub Eastern and Southern Africa
Duration of Assignment: Duration of Assignment is 6 months fixed
The Project Officer will support the PPDP Project by facilitating all community mobilization activities, coordination and liaison of the ultimate beneficiaries who are youth, women and vulnerable maasai community members in the Suswa and Raplands communities who have been identified by Akiira geothermal Ltd in Suswa and Rapland.
He/She will be the co-ordinator and liaison person between the field team, community and partners and assist all in data collection from the field.
He/She will work with other team members in continuous needs assessment, related data collection and managing surveys process at the community levels among other roles as indicated below:
Specific roles and responsibilities
- In liaison with the Programme Manager, plan for the PPDP project activities and following up on their implementation.
- Keep close coordination and liaison with community mobilizers, communities and partners and assist all in data collection from the field
- Conduct project monitoring and tracking of key activities as per the work plan
- Prepare appropriate periodic progress reports on community activities
- Support selection and training of Trainers of Trainees (ToT) for the Rights Way Forward (RWF)
- Assist the project team in the conduct of training to local work teams/groups for RWF and any other relevant training
- Support the needs assessment and related data collection relevant for the PPDP project
- Take lead in conducting of community forums and workshops in the project targeted
- Provide support for the strengthening of community Groups (Youth Group & Women Groups) to undertake their own development initiatives with special emphasis on women;
- Assist communities in preparation of Community Action Plans and proposals for approval by project authorities and County Administrators
- Help build linkages with the community, local institutions/administration and other stakeholders relevant to the project
- Document and share lessons learnt, achievements and successes from the field.
Knowledge, skills and qualities required
Academic / professional qualifications
- A Bachelor’s degree in Social Sciences or development studies
- Diploma in Project Management and/or Monitoring and Evaluation
Skills, experience and attitude required
- At least two years’ experience working in community empowerment/development initiatives
- Past experience in project management
- Experience in working with participatory community approaches
- Experience and ability to work effectively with diverse stakeholder groups, that is the community, private sector, government and institution
- Excellent organizational skills including time management and ability to coordinate multiple tasks
- Demonstrated ability to handle pressure and within deadlines
- Excellent communication skills in English and Kiswahili
- Facilitation, presentation and strong oral and written communication skills
- Excellent Influencing and networking skills.
- Ability to work with local and international teams
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Job Description
Duty Station: Nairobi, Hub Eastern and Southern Africa
Duration of Assignment: 3 years Fixed Term (Renewable)
Forum Syd Hub Eastern and Southern Africa is looking for a Finance and Administration Assistant for its operations in Nairobi.
The Hub Eastern and Southern Africa interventions are mainly centred on civil society strengthening, social accountability and community empowerment, with overarching objective of improving the democratic space in Kenya through fulfilment of rights, equal gender participation and sustainable use of natural resources.
To effectively achieve this, Hub ESA works with a broad range of partners and stakeholders both local and international within the different spheres of its work.
Wajibu Wetu Programme is a 42 months initiative supported by the Embassy of Sweden, Nairobi. The programme works with media, cultural and gender focused civil society organizations to reach out to a critical mass of right-holders to deepen democracy, strengthen inclusive citizen participation and accountability at the national level.
This is done through creative avenues like the use of music, traditional and new media, artivism (art for activism), cultural festivals, documentaries, investigative journalism among others by more than 40 national and grassroots civil society organizations.
The Public Private Development Programme (PPDP) is a led by ILO and financed by the Swedish Embassy in Nairobi. It is a 48 months programme aiming at poverty reduction and improved living conditions through decent work and access to rights-based services among the rural population in the Great Rift Valley.
Forum Syd is a co-implementing partner to ILO in the programme.
Purpose of the Position
The Programme Manager oversees the coordination and administration of all aspects of implementation of ongoing and upcoming programmes including planning, staffing, training and controlling off programme activities.
The position holds the responsibility of implementing Forum Syd’s frameworks for grant management and capacity development in the region of Eastern and Southern Africa.
Primary Responsibilities
Grant and Programme Management
- Establishing and upholding systems, routines and procedures for grant management and quality assurance, and for ensuring compliance with external and internal requirements.
- Ensuring adequate and systematic use of the IT-systems of Dira and Sopal.
- Planning and coordinating the implementation of Programmes (Wajibu Wetu, PPDP, CIVSAM) and other operational commitments at the Hub Level, including coordination within Forum Syd’s global organisation.
- Development of annual budgets and work plans for each programme, and ensuring efficient and effective implementation of the same.
- Supervision, coaching and division of responsibilities among programme staff.
- Responsibility for finances within established budget frames.
- Ensuring that programme activities are in alignment with programme objectives, on-time and within budget.
- Overseeing the documentation of programme activities.
- Ensuring that narrative and financial reports are submitted in time, and for coordinating with the Finance unit.
- Ensuring that periodic reviews of programme activities are conducted safeguarding the conformity with external and internal requirements and expectations.
- Development and implementation of evaluation frameworks for each programme, and the institutionalisation of findings, lessons learned and areas of improvement.
Partnerships
- Acting as the focal point in relation to the Swedish Embassy and other donors.
- Develop strategic partnerships to support effective implementation of the programmes.
- Represent Forum Syd in external networks and events relevant to geographic and thematic scope of Forum Syd in the region.
- Conceptualisation and development of new programme ideas.
Capacity development
- Coordinate and monitor the implementation of Forum Syd´s capacity development strategy at the Hub level.
- Ensuring that relevant, innovative and effective capacity development initiatives are implemented at the Hub level.
- Contribute to the organisational learning and development of Forum Syd in general, and of the Hub ESA in particular.
Management
- Contributing to the annual operational planning at the Hub level, ensuring that harmonised and effective working plans are in place in line with global prioritises, including the global teams.
- Contributing to a constructive and good work environment in Hub ESA in general, and in the Programme unit in particular.
- Establish and implement a performance management process for all programme staff working under your supervision. Ensure these staff members receive orientation and appropriate training in accordance with organizational standards.
- Other duties related to the work in the unit/hub assigned by the Hub Manager.
Academic Qualification
- Degree in Social Science, Development studies, and/or Management or related degree from recognized university.
- Diploma or certificate in Project Management.
Experience, Knowledge and Skills
- Minimum of 8 years of experience in grant and programme management within the development sector, preferably from one or several INGOs.
- Minimum of 3 years of documented leadership experience.
- A strong understanding of the dynamics of the civil society and emerging trends.
- A strong understanding of concepts such as Rights-based approach to development, Aid & Development Effectiveness, gender, environment & conflict sensitive programming.
- Extensive experience in result based management, strategic planning, risk management, change management and capacity development.
- Knowledge of the social, political and economic dynamics in the region of Eastern and Southern Africa in general, and in Kenya in particular.
- Experience working with quality management approaches, techniques, and principles.
- Broad past experience in sub-granting including assessment and quality assurance of project plans and reports.
- Good understanding of Financial Management and Internal Control, and experience in managing large programme budgets.
- Experience in donor reporting and strategic relations building.
- Good knowledge of IT systems and eager to learn.
Personal qualities
- Excellent judgment and high level of integrity.
- Excellent analytical and problem-solving skills.
- Excellent leadership and supervisory skills and ability to foster team spirit, motivate and engage staff.
- Strong commitment to democratic and human rights principles and values.
- Strong commitment to equal opportunity for all and gender equality.
- Self-motivated individual that possesses excellent time management and organisational skills with the ability to coordinate and manage a diverse array of activities and stakeholders.
- Ability to independently manage the operational aspects of ongoing activities and serve as liaison between programme management and programme team.
- Ability to drive to big picture goals and milestones while valuing and maintaining a strong attention to detail.
- Ability to quickly identify and drive to the optimal solution when presented with a series of constraints.
- Strong cross-functional collaboration skills, relationship building skills and ability to achieve results without direct reporting relationships.
- Strong oral and written communication skills in English and Kiswahili, and the ability to present a polished, professional, and diplomatic image to all stakeholders.
- Strong sense of personal responsibility and accountability for delivering high quality work.
- Strong sense of security management and willingness to follow security guidelines and regulations.
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Forum Syd Hub Eastern and Southern Africa is looking for a Finance and Administration Assistant for its operations in Nairobi
Purpose of Position: Forum Syd is seeking a talented and hard-working individual to be a key member of our finance team. The role reports to the Finance Officer and will require a significant amount of attention to detail and integrity.
The ideal candidate will have the ability and commitment to execute his/her assigned roles to the highest degree of accuracy. The role takes responsibility for accurate recording and reporting of the Hub’s first line finance functions and supports colleagues in dealing with finance issues.
The role also acts as the custodian of the department’s records, documents and files.
Major duties and responsibilities
Finance
- Assist in preparing internal and external payments for staff and suppliers, and ensuring all relevant documents are attached.
- Assist in preparing monthly balance sheet reconciliation with the guidance of Finance Officer.
- Assist in preparing monthly bank reconciliation-FS main bank account and project bank accounts
- Posting all transactions to the Forum Syd’s accounting system-Agresso
- Monitoring and reporting on staff advances on a monthly basis
- Managing and monitoring Petty Cash spending, reconciliation and replenishment.
- Responsible for maintaining a robust filling system in the department.
- Assist in preparation for organisational and project audit.
Administration
- Assist in maintaining an updated fixed asset register for all office assets and the ones transferred to partners for project implementation
- Assist in arranging logistics for staff and partners during meetings
- Assist in maintaining insurance policies schedule to ensure timely renewal.
- Assist in issuing LPO for all purchases
Academic Qualification
- At least a first degree in Business Administration or Finance or equivalent from recognized university.
- At least CPA Part II or equivalent.
Skills, Experience and Attitude Required
- At least two years work experience in a busy accounting/finance environment
- Experience of working in the non-profit/NGO sector
- Good command of Excel
- Strong organizational skills and ability to coordinate and manage a diverse array of activities.
- Excellent communication skills in English
- Demonstrated initiative and the ability to work effectively within time constraints
- Ability to work effectively as part of a multicultural, international team.
- High level of Integrity and good judgement
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Duty Station: Nairobi, Hub Eastern and Southern Africa
Duration of Assignment: 3 year fixed-term (Renewable)
Purpose of the Position: The Field Officer position works under the supervision of the Programme Manager and will assist in data collection, analysis, quality assurance and learning activities to help ensure accountability and efficiency from start to finish for all projects, both new and established throughout Kenya. S/he will provide technical field support to the programme team.
S/he will work closely with other team members to assess field conditions, support capacity building initiatives, and facilitate the collection of quality data. S/he may be assigned to focus on supporting one or more specific grants or projects within a programme. S/he will contribute in the process of reviewing and preparing monthly, quarterly and final narrative and financial donors’ reports.
Additionally, s/he will work with other members of the team, as need be, on grants support and set up, follow up of programme expenses and indicators, implementation of processes, standard operating procedures and any other tasks assigned.
Primary Responsibilities:
Programme Management
- Act as primary point of contact with Partners regarding technical deliverables, financial oversight, and monitoring and evaluation.
- Day-to-day oversight of project implementation on financial, administrative and general coordination of partner initiatives.
- Assist and participate in developing the technical approach to delivery of training and other capacity building initiatives for the assigned grantees/partners.
- Support partners/ grantees to ensure that all quarterly financial and narrative reports and expenditure reports are completed, verified, and promptly forwarded to the Grant Officer.
- Assist the Grant Officer in the overall administration of the grant including work plan management and budget management as needed.
- Support Forum Syd’s reporting process for both internal reports in SOPAL (System for Overall Planning and Learning) and annual donor reporting.
- Facilitate communication flows between Partner initiatives and Forum Syd Hub ESA as required.
Monitoring and Evaluation Support
- Support the PME Officer and in creating a framework and procedures for the monitoring and evaluation of Partner project initiatives.
- Assist the Programme Manager in clarifying project information needs.
- Support partners on ways to properly document, organize and capture results and progress.
- Support in implementation of tools and/or their revisions as well as data collection procedures under the supervision of the PME Officer (eg. result framework, project performance tracking, indicators, data flow chart, M&E Plans).
- Regular field visits to ensure the quality of data collected and to verify the accuracy of reported data.
- Support and participate in the interim and end of programme evaluation.
Reporting
- Support in the process of reviewing partner reports and ensuring that high quality reports are submitted on time.
- Support in the process of reviewing and analyzing progress reports to identify the causes of potential bottlenecks in project implementation and to enhance quality of reporting.
- Assist in documenting most significant change stories and other programme successes.
- Ensuring that Information, Educational and Communication (IEC) materials are delivered to partners.
Other duties as assigned
Any other duty assigned by the supervisor.
Academic Qualification
- Degree in Social Science, Development studies and/or Community Development studies or related degree from recognized university.
- Diploma in Project Management.
Skills, Experience and Attitude Required
- Minimum of three years’ work experience.
- Interest in and/or experience with culture and media activism.
- Experience in facilitating workshops.
- Experience in working with community based approaches
- Leadership and supervisory skills and ability to foster team spirit.
- Strong organizational skills and ability to coordinate and manage a diverse array of activities and stakeholders
- Excellent communication skills in English and Kiswahili.
- Strong negotiation and mediation skills and ability to work independently
- Report writing skills and computer skills in word processing and spreadsheets
- Experience in conducting surveys, managing data and statistics
- Willingness to travel to the field most of the time.
- Strong sense of security management and willingness to follow security guidelines and regulations
- Commitment to democratic and human rights principles and values
- Commitment to equal opportunity and gender equality.
Method of Application
Candidates should submit an application consisting of CV (max 2 pages) and cover letter (max 1 page) including summary of your key qualifications and relevant work experience to info.africa@forumsyd.org, with subject the position as the heading. e.g “Project Officer” on or before 5th September 2018.
Only Shortlisted Candidates will be contacted.
Forum Syd is working for equal opportunities for all.
We encourage qualified applicants regardless of gender, age, sexual orientation, functional ability or ethnic and religious affiliation to apply for the position.
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