Job Vacancies at Hivos East Africa

Role purpose

The Project Officer is part of the THRIVE global programme team and supports the planning, coordination and implementation of programme activities across participating countries. Working closely with the Project Manager, implementing partners and other stakeholders, the Project Officer provides technical assistance, facilitates partner engagement and contributes to effective programme delivery, learning and reporting in accordance with Hivos policies and donor requirements.

Key responsibilities

The key responsibilities of the role include

Project Management

• Work closely with the Project Manager to coordinate the day-to-day implementation of THRIVE programme activities in line with programme objectives.
• Facilitate collaboration, networking and knowledge exchange among Civil Society Organizations (CSOs), grassroots movements, human rights defenders and other relevant stakeholders.
• Support the implementation of capacity strengthening initiatives for Civil Society Organizations, including organizational development, governance, financial management and institutional sustainability.
• Coordinate programme grants and partner support activities to ensure effective implementation and achievement of programme objectives.
• Contribute to the development of knowledge products, learning resources and technical guidance that promote programme learning and evidence-based decision-making.
• Monitor the socio-political context and support adaptive programme implementation through conflict-sensitive and context-responsive approaches.
• Promote meaningful stakeholder participation and integrate gender equality, inclusion and safeguarding principles across programme implementation.

Technical assistance and program support

• Build and maintain effective relationships with technical specialists, programme partners and relevant networks to support programme implementation and knowledge exchange.
• Support the Project Manager in the planning, coordination and implementation of programme activities, including work plans, budgets and activity schedules.
• Prepare and review programme reports, technical documentation and implementation updates, ensuring accuracy, quality and timely submission.
• Monitor programme implementation to ensure compliance with the funding agreement, Hivos policies and procedures, donor requirements and the approved results framework and budget.
• Provide the Project Finance team with timely programme and budget implementation information to support financial monitoring and reporting.
• Prepare Terms of Reference (ToRs) and technical documentation for procurement processes, including Requests for Quotations (RFQs) and Requests for Proposals (RFPs), in accordance with Hivos policies and procedures.
• Contribute to programme learning and adaptive management by documenting lessons learned good practices and opportunities for continuous improvement.

Technical assistance to implementing partners

• Provide technical assistance and capacity strengthening to implementing partners through technical advice, training, mentoring and knowledge-sharing initiatives to support effective programme implementation and organizational resilience.
• Promote the visibility of the THRIVE programme and foster effective engagement with key stakeholders.
• Identify potential programme risks and implementation challenges and support the development and implementation of appropriate mitigation measures.

Learning network activities

• Support and coordinate programme partner learning exchanges and regional learning events.
• Participate in national, regional and international forums, workshops and learning events, as required.
• Collaborate with other technical units across Hivos.

Stakeholder engagement, networking and coordination

• Develop and maintain effective relationships with implementing partners, civil society organizations, donors, government institutions, networks and other relevant stakeholders to advance programme objectives and strengthen collaboration.
• Coordinate and facilitate communication among implementing partners, the Project Manager, programme team members and other stakeholders to support effective programme implementation.
• Participate in relevant working groups, technical committees, networks and coordination forums, as delegated by the Project Manager.

Monitoring, Evaluation, Learning and Support

• Ensure accurate and timely documentation of programme activities, reports and other programme records.
• Support the MEL Officer by providing timely and accurate programme data, documentation and other technical inputs required for monitoring, evaluation, reporting and programme performance tracking.
• Monitor programme risks and support the implementation and periodic review of the programme risk management plan.
• Contribute to programme learning by documenting lessons learned, good practices, impact stories and other knowledge products to support communications, reporting and continuous programme improvement.

Person specifications

Qualifications

• Bachelor’s degree in Development Studies, Social Sciences, International Development, Public Policy, Programme Management, Political Science, International Relations or another relevant discipline.

Knowledge / experience

• Minimum 3-5 years of relevant experience.
• Experience working with Civil Society Organizations (CSOs), grassroots organizations, social movements and/or human rights actors.
• Experience supporting the implementation of donor-funded programmes.
• Knowledge of civic space, civil society strengthening, governance, human rights, gender equality, diversity, inclusion and safeguarding principles.
• Experience working with multiple stakeholders and partner organizations.
• Knowledge of Monitoring, Evaluation and Learning (MEL) principles.
• Fluency in English, both written and verbal.
• Additional languages such as Arabic, Spanish or French are an asset.

Key skills /attributes

• Analytical thinking and problem-solving.
• Communication and presentation skills.
• Facilitation and report writing.
• Networking and stakeholder engagement.
• Planning and organizational skills.
• Teamwork and collaboration.

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Role purpose

The Project Assistant is part of the THRIVE global programme team and is responsible for assisting with the administration, coordination, monitoring, and compliance of project and partner-related processes. The role supports accurate information management, contract administration, reporting, and logistical coordination, while ensuring compliance with organizational and donor requirements.

Key responsibilities

The key responsibilities of the role include:

Contract and project administration

• Review and complete compliance checklists and contract documentation to ensure accuracy and completeness before processing.
• Coordinate contract routing and signature processes per the Delegation of Authority (DoA).
• Verify returned contracts and supporting documentation, including:
  • Signed agreements
  • Banking information forms
  • Auditor forms
  • Conflict of Interest declarations
• Maintain accurate contract records and archives.
• Process contract sign-off information and facilitate the release of liabilities after all compliance requirements have been met.
• Review and verify requests for contract amendments, and project and no-cost extensions.

Monitor and reporting

• Monitor partner intake, contracting, payment, and assessment processes.
• Monitor the completeness and accuracy of staff time registration.
• Support project and grant closure processes by ensuring compliance with requirements.

Data, information and reporting

• Enter, process, maintain, and update financial, project, and operational data in relevant systems and databases, ensuring its accuracy and completeness.
• Monitor reporting requirements and deadlines, follow up on outstanding information, and support the preparation and consolidation of project reports.

Administrative, logistical and operational Support

• Coordinate administrative and logistical arrangements for the project’s operations, including procurement process, travel, meetings, and events, maintaining calendars, taking meeting notes, and ensuring follow‑up on agreed actions.
• Ensure that administrative and logistical activities are carried out efficiently and in compliance with applicable policies and regulations.

Quality assurance and risk management

• Perform compliance reviews to ensure project activities adhere to organizational and donor requirements.
• Support risk mitigation initiatives related to project administration and contracting.
• Verify the accuracy and completeness of project and partner documentation.
• Facilitate control checks throughout the project lifecycle.
• Contribute to continuous improvement of compliance and monitoring processes.

Person specifications

Qualifications

• Bachelor’s degree (completed or in progress) in Business Administration, International Business, International Relations, or related fields.

Knowledge / experience

• Minimum of 1 year of experience in administrative and operational roles, preferably within nonprofit organizations and/or international cooperation projects.
• Experience in procurement processes and event coordination is an advantage.
• Fluency in English is essential; knowledge of Arabic or Spanish is an asset.

Key skills /attributes

• Advanced MS Office skills (Excel, Word, PowerPoint).
• Strong organization, accuracy, and attention to detail.
• Ability to manage multiple tasks simultaneously.
• Integrity, accountability, professionalism and ethical judgement.

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Role purpose

The Finance Manager is part of the THRIVE global program team and is responsible for the overall financial management of the program across participating countries, ensuring compliance with donor requirements and Hivos policies. Working closely with program, finance and partner teams, the Finance Manager provides financial oversight, supports planning and decision-making, and contributes to the effective, transparent and accountable management of program resources.

Key responsibilities

The key responsibilities of the role include:

Financial management

• Lead the financial planning, budgeting, forecasting and financial monitoring of the THRIVE program, ensuring effective stewardship of program resources.
• Provide financial oversight across the program, ensuring compliance with Hivos policies and procedures, donor requirements and applicable financial standards.
• Provide strategic financial guidance to the Project Manager on financial planning, budgeting, financial risks and resource allocation to support informed decision-making.
• Lead and coordinate all program financial audits, including donor, Hivos internal and external audits, ensuring timely preparation, coordination, resolution of audit findings and implementation of agreed corrective actions.
• Provide overall leadership and oversight for financial engagement with program partners and donor-related financial matters.

Quality improvement

• Ensure the consistent application of Hivos financial policies, procedures, tools and reporting practices across participating countries and partner organizations.
• Establish and maintain effective financial management practices, internal controls and risk management across the program.
• Provide financial capacity strengthening and ongoing technical support to implementing partners to ensure compliance with Hivos policies and donor requirements, effective budget management, timely financial reporting and sound financial stewardship throughout program implementation.
• Build and maintain effective working relationships with program teams, finance colleagues, partners, auditors and other relevant stakeholders.
• Review and validate financial transactions and supporting documentation to ensure accuracy, completeness and compliance with Hivos procedures before approval.

Financial reporting coordination

• Coordinate the preparation, consolidation and review of financial reports, forecasts and budget performance analyses for program management and donors.
• Develop and maintain financial reporting tools, templates and guidance aligned with Hivos financial policies and procedures to support consistent financial reporting across the program.
• Monitor financial performance, identify budget variances and financial risks, and recommend corrective actions where required.
• Lead financial due diligence, financial implementation planning and financial compliance across participating countries, as required.

Finance team management and supervision

• Serve as the line manager for the THRIVE Finance Officers, providing leadership, supervision, coaching, performance management and technical guidance to ensure consistent and effective financial management across the program.
• Foster collaboration, knowledge sharing and the consistent application of Hivos financial policies and procedures across the THRIVE finance team.
• Identify capacity-building needs and support the professional development of Finance Officers to strengthen program financial management.

Person specifications

Qualifications/Experience

• Master’s degree or equivalent in finance, accounting, business economics or related / similar
• Minimum of 5 years’ experience in finance, including the financial management of donor-funded programs, preferably within international NGOs or development cooperation environments.
• 1–3 years of managerial experience leading multicultural and geographically dispersed teams, including the supervision of staff and financial resources.
• Significant experience in grantmaking, including grant administration, disbursement, monitoring and grant closure processes, particularly in multi-country programs.
• Proven experience managing the full financial cycle of donor-funded programs, including budgeting, forecasting, financial monitoring and reporting.
• Advanced knowledge of accounting principles, financial management and project finance.
• Expertise in accounting, business economics, ERP/MIS systems and financial software.
• Experience overseeing audits, ensuring compliance with tax regulations and managing financial risks across multiple program countries.
• Experience in capacity building and providing technical guidance to finance staff and implementing partners.
• Fluency in English is essential. Additional languages such as Arabic or French are an asset.

Key Skills/Attributes

• Financial analysis, strategic thinking and problem-solving.
• Leadership and people management.
• Communication and stakeholder management.
• Planning and organizational skills.
• High attention to detail and accuracy.
• Integrity, accountability, professionalism and ethical judgement.

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Role purpose

The DMEL Officer is responsible for leading the monitoring, evaluation, and learning dimension of the assigned project, operating in alignment with Hivos’ principles, policies, and guidelines, as well as donor requirements. The role ensures the effective implementation of the Monitoring, Evaluation and Learning plan, including milestone tracking, high‑quality reporting, and compliance with donor and Hivos standards. The DMEL Officer guarantees the timely generation, recording, analysis, and interpretation of project data, and promotes the use of this information for learning and continuous improvement across Hivos and partner organizations. The position also plans and monitors project workplans (POAs) together with Hivos teams and implementing partners, ensuring coherent execution and evidence‑based decision‑making throughout the project cycle.

Key responsibilites

The key responsibilities of the role include:

Monitoring and evaluation

• Lead the coordination, implementation, and operational management of the project’s DMEL component, ensuring that Hivos teams and partners apply the agreed Monitoring, Evaluation and Learning plan and meet donor‑aligned milestones.
• Develop and implement the global M&E strategy, ensuring harmonized, efficient, and high‑quality data collection across regions.
• Track global output indicators and maintain databases, dashboards, and visualization tools to demonstrate program performance.
• Prepare, review, and validate data and statistics on project execution; ensure data quality, completeness, and evidence‑based reporting from partners.
• Monitor project performance through milestone measurement and follow‑up, ensuring proper implementation of baseline and endline studies and robust measurement of efficiency, effectiveness, and programmatic impact.
• Conduct or advise field visits to validate data, oversee data collection, assess data quality, and document lessons learned for scaling best practices.
• Implement M&E methodologies that capture social transformations, including Outcome Harvesting and/or other qualitative approaches.
• Consolidate quantitative and qualitative information into global program reports and annual donor reports.
• Request, review, and clarify technical reports from partners, ensuring accuracy and consistency before producing consolidated versions.
• Support mid‑term and final evaluations by designing ToRs, defining evaluation questions, coordinating regional inputs, supervising deliverables, and ensuring implementation of recommendations.
• Analyze outcome data from all regions to identify trends, critical topics, and strategic insights that inform program strategy and adaptive management.
• Generate data and insights that support global advocacy strategies and key positioning efforts.
• Ensure alignment with Hivos’ M&E and DMEL frameworks, tools, and methods.
• Document and share adaptive management lessons to promote cross‑regional learning.
• Provide periodic reports to Regional and Global offices to ensure compliance with key outcomes, outreaches, and outputs.

Planning and coordination

• Support regional and global teams in developing annual workplans that integrate M&E, linking and learning, advocacy, and communication strategies.
• Design the annual M&E planning component and ensure alignment with the approved Theory of Change and donor‑agreed monitoring framework.
• Provide technical assistance to regional teams and partners in planning, monitoring, and evaluating activities.
• Coordinate closely with Project Manager, Program Officers, and specialists to ensure coherent implementation and timely follow‑
• Respond to additional support needs identified by the global team.

Linking, learning, and knowledge management

• Coordinate the development of the Linking and Learning / Knowledge Management Strategy with regional teams.
• Support regional teams in implementing the learning cycle and designing context‑specific learning questions.
• Assist in developing regional learning agendas aligned with the global program strategy.
• Facilitate a global learning community for partners and staff through regular online sessions and occasional in‑person events.
• Coordinate the production and dissemination of high‑quality learning products, including research, in collaboration with regional counterparts.
• Engage external audiences (donors, peer networks, platforms) in learning processes and outputs and collaborate with the Hivos DMEL Manager.
• Consolidate good practices, including social learning and scaling opportunities, and support knowledge products that strengthen program thought leadership.
• Ensure alignment with Hivos’ learning strategy, tools, and methods.
• Support the Communications Officer in developing and implementing a global communication strategy that reflects the program’s theory of change and highlights key learning and advocacy messages.
• Promote methodological innovation and contribute to the co‑creation of DMEL intelligence within Hivos.
• Ensure participatory and capacity‑building spaces for data analysis at regional and national levels.

Personal specifications

Qualifications/Experience

• Bachelor’s degree in Development Studies, Social Sciences, International Development, Public Policy, Program Management, Political Science, International Relations or another relevant discipline.
• Relevant work experience of more than 5 years of setting up and coordinating M&E, learning, in national and global programs.
• Demonstrable knowledge and experience of quantitative and qualitative M&E systems, tools, and methods, and how to integrate these in support of adaptive management
• Experience designing and facilitating learning activities, including participatory and inclusive facilitation, online (through learning communities) and offline (through occasional in-person events).
• Proven ability and experience to work effectively with a diverse range of people in a multicultural environment and across a decentralized global team, building impact with hybrid and blended methodologies and tools.
• Experience with data visualization tools.
• Proven ability to effectively document, share, and profile lessons learnt.
• Experience positioning views at influential international forums and in diverse media channels.
• Knowledge of civic space, civil society strengthening, governance, human rights, gender equality, diversity, inclusion and safeguarding principles.
• Experience working with multiple stakeholders and partner organizations.
• High professional proficiency in English with excellent written and verbal skills; proficiency in another widely spoken language would be a strong asset (e.g. Spanish, Arabic, French, Swahili, etc.).

Key Skills /Attributes

• Analytical thinking and problem-solving.
• Communication and presentation skills.
• Facilitation and report writing.
• Cooperation, influence, leadership, and collaboration.
• Teamwork and collaboration.

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Role purpose

Reporting to the project Finance Manager, the Finance Officer supports the project team by reviewing financial reports, preparing consolidated donor statements, tracking expenditures, and ensuring compliance with supporting documentation. The role manages cash flow planning, remittance and reporting schedules, assesses partner and grantee budgets, and processes transactions in the Hivos All Solutions system, strengthening accountability, transparency and overall financial performance within THRIVE’s implementation.

Key responsibilities

The key responsibilities of the role include:

Financial monitoring of partners

• Monitor partners’ financial performance to ensure compliance with contractual obligations and donor and Hivos regulations.
• Strengthen partners’ capacity in understanding and managing their assigned budgets.
• Review partners’ fund availability to process disbursements.
• Obtain and consolidate partners’ executed amounts for inclusion in donor financial reports.
• Evaluate audit results submitted by partners according to Hivos assessment standards.
• Record findings from partner evaluations in All Solutions (AS).

Partner financial reporting review

• Review partner financial reports to ensure they meet minimum submission requirements before full evaluation.
• Provide timely and clear feedback to partners when reports require corrections to comply with Hivos and donor standards.
• Assess the reasonableness of expenses through sampling, following Hivos policies and the Hivos Framework for Project Expenditure Verification.
• Verify fund availability and budget execution to authorize disbursements.
• Consolidate partners’ executed amounts for inclusion in donor financial reports.
• Record evaluation results, findings, and verification outcomes in AS, including the Expenditure Verification Control Worksheet when applicable.
• Review and analyze audit results submitted by partners in accordance with Hivos assessment standards.

Project financial monitoring

• Generate monthly expenditure reports from AS and verify that all processed transactions are recorded.
• Incorporate cash reconciliation into expenditure reports when applicable.
• Conduct project budget execution analysis.
• Review resource allocation in project budget to ensure Hivos staff costs align with project planning; recommend reallocations when appropriate.
• Apply corrections indicated by the project Finance Manager (FM) to the execution report.
• Ensure financial execution aligns with donor/Hivos mandates.

Accounting review & reconciliation

• Conduct monthly reviews of accounting records in AS to ensure accurate expense registration and identify omissions or discrepancies.
• Perform reconciliations of expenses and income recorded in AS against donor financial reports.

Partner evaluation & formalization

• Conduct the Financial Intake Assessment and, when exceptions are approved, review financial information or assessments completed by other donors.
• Justify the use of a less rigorous partner financial evaluation method when applicable and submit the justification to the FM.
• Discuss assessment outcomes and the action plan with the FM and enter both into AS.
• Align project budget accounts with Hivos codes after contract approval.

Project closure

• Verify that the final financial report has been reviewed and approved.
• Complete the Contract Closure process in AS.

Financial analysis & support

• Ensure local compliance with authorities and financial institutions.
• Support office management and other administrative tasks, including supplier payments, reconciliations, and staff advances.
• Provide consolidated budget execution information to the regional financial team and attend related meetings.
• Complete the Annual Forecast and contribute to quarterly and annual financial planning.

Person specifications

Qualifications

• Degree in finance, accounting, business economics or related / similar field.
• A holder of CPA, ACCA or related certification.

Knowledge / experience

• 1–3 years of experience in finance, including the financial management of donor-funded programmes, preferably within international NGOs or development cooperation environments.
• Significant experience in grantmaking, including grant administration, disbursement, monitoring and grant closure processes, particularly in multi-country programmes.
• Proven experience managing the full financial cycle of donor-funded programmes, including budgeting, forecasting, financial monitoring and reporting.
• Advanced knowledge of accounting principles.
• Expertise in accounting, business economics, ERP/MIS systems and financial software.
• Experience overseeing audits, ensuring compliance with tax regulations and managing financial risks across multiple programme countries.
• Experience in capacity building and providing technical guidance to finance staff and implementing partners.
• Fluency in English is essential; knowledge of French is an asset.

Key skills /attributes

• Financial analysis, strategic thinking and problem-solving.
• Communication and stakeholder management.
• Planning and organizational skills.
• High attention to detail and accuracy.
• Able to meet deadlines, multitask effectively, and work collaboratively in culturally diverse teams.
• Integrity, accountability, professionalism and ethical judgement.

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Key responsibilities

The key responsibilities of the role include:

Front office & facilities management

• Serve as a point of contact for regional staff and external stakeholders
• Answering Phone calls
• Receive in-person visitors
• Receiving posts and distributing them amongst appropriate staff
• Manage service provider contracts (leases, internet, office cleaning, office plants, etc).

Travel and event logistics

• Arranging international and domestic travel for staff and visitors (e.g., flights, travel insurance, visas, and accommodation).
• Assist in the organization and logistics of workshops or meetings for office events

Archiving and data management

Maintaining both physical and digital filing systems, drafting correspondence, and managing incoming/outgoing mail.

Procurement support and asset management

• Procure and manage inventory and supplies. i.e. stationery, kitchen items, cleaning items
• Manage all assets (tagging, tracking, maintenance, disposal)
• Ensure Asset insurances are up to date
• Vendor Management: track contracting and performance of contracted vendors
• Secretary to the Country Procurement Committee: schedule meetings, record minutes and ensure action points are closed

Staff onboarding assistance

Assisting with staff onboarding (e.g., providing administrative guidance, desk allocation and orientation).

Legal Compliance

• Monitor adherence to Operational Safety and Health Requirements
• Renew business permits and fire safety certification

Process payments

• Manage office petty cash float.
• Process vendor payments in a timely manner
• Prepare payment and purchase requests for assigned purchases.

Specifications

This is a position for nationals or residents of Kenya with the following requirements:

• Bachelor’s degree in business administration, Office Management, Secretarial Studies, or a related field.
• 2-5 years of administrative or office support experience, preferably in a regional or multinational environment.
• Positive, can-do attitude with proactive approach and strong social skills for diverse team collaboration.
• Experience supporting senior managers or leadership teams is an advantage
• Fluent in English; professional knowledge of French is an asset

Skills & Competencies

• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft 365 applications (Outlook, Word, Excel, PowerPoint, Teams).
• Ability to manage multiple tasks and prioritize effectively.
• High attention to detail and accuracy.
• Strong interpersonal and stakeholder management skills.
• Ability to handle confidential information with discretion.
• Problem-solving and proactive coordination skills.