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  • Posted: Apr 11, 2024
    Deadline: Apr 15, 2024
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    Caritas Nairobi is the aid and development agency of the Catholic Archdiocese of Nairobi. Caritas is an ordered service to the community and is inspired by Gospel values and the Catholic Social Teachings, to respond to disasters, promote integral human development and advocate on the causes of poverty and conflict.
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    Administrative and Logistics Assistant

    Clerical Duties

    • Produce quality reports from webinars convened by Caritas Africa and Zonal Coordinators
    • Schedule online and in person meetings and prepare minutes from meetings
    • Preparation of official correspondence on events and ensure effective and efficient management of information flow.
    • Follow up with Member Organisations on narrative and financial reports from the Africa Inclusive Economic Recovery Campaign project and other programs
    • Dissemination of information to Caritas Africa member organisations on events and other official matters from the Regional Secretariat
    • Assist in the maintenance of a proper filing system for administrative, finance and project documentation.
    • Liaise with head office for authorisation of payments and official correspondence
    • Perform any other incident-specific related duties, as required by the functional supervisor.

      Human Resource Management Support

    • Support Caritas Africa’s recruitment processes: Preparation of draft job descriptions, advertisement of positions, shortlisting and applications, scribing of panel interviews and the preparation selection reports.
    • Support the HR manager with employee onboarding and offboarding
    • Provide administrative assistance by coordinating and maintaining human resource documents, systems and records.

      Event Logistics Management

    • Prepare Mission Orders for Regional Executive Secretariat staff
    • Search for event venues (hotels or conference centres) and negotiate prices for each for the conferences and workshops, upon request and according to the established procurement procedures.
    • Follow-up with venue representatives about details and needs of each event, provides all on-site requirements and coordinates all pre-event requests
    • Preparing, printing and organizing all event-related documents including follow up correspondence to the parties involved.
    • Responsible for the logistic coordination and organization of assigned events all over the world in regard to venues booking, staff travel coordination, booking flights, visa applications, transit arrangements, cab services and events’ material organization.

    REQUIRED QUALIFICATIONS

    EDUCATION

    • Essential: A first level university degree in public or business administration, logistic management, or social sciences from an accredited/recognized institute.
    • Desirable: Professional certification/qualification in areas such as Accounting, Human Resource Management or Procurement and Logistics.

    EXPERIENCE

    • Essential: At least five years’ related experience, at the national and international levels, in managing logistics operations and supply operations in international organizations/institutions
    • Desirable: Fluency in Either French, English and Portugues and has experience working for Faith Based Organisations or the Caritas network.
    • Other competencies: Team work, Respect to all, Communication, producing results and knowing and managing yourself

    OTHER INFORMATION

    • Only candidates under serious consideration will be contacted.
    • Interviews will be carried out on Zoom and a written test may be used as a form of screening.

    go to method of application »

    Institutional Development and Capacity Strengthening Officer

    • Caritas Africa seeks an Institutional Development and Capacity Strengthening Officer to lead the implementation of the strategic orientation two of its 2024-2030 strategic plan. The overall goal of this orientation is to reinforce the effectiveness and resilience of Caritas Africa Member Organisations. Caritas Africa is therefore desirous to: work closely with Caritas Africa Member organisations to: (1) Promote compliance to Caritas Internationalis Management Standards including safeguarding at the Secretariat and member organisation level (2) Promote women and youth leadership and (3) Take concrete actions towards institutional strengthening and organizational development.
    • The post holder will: contribute to the development and implementation of Caritas Africa’s improvement plan in accordance to the CIMS assessment, accompany member organisations in the CIMS and Safeguarding processes and conduct routine monitoring and evaluation units. They will actively engage in initiatives to promote women and youth leadership at the Secretariat and member organisation level.
    • They will report to the Head of Operations/Programmes (to be recruited) and will work closely with the: Chair of the IDCS and Fundraising Committee, the chair of the Safeguarding task force, the Women and Youth Leadership focal points and the CIMS program coordinator of Caritas Internationalis.

    Key responsibilities

    Contribution to Overall CA strategy

    • Contribute to the implementation of the Caritas Africa’s Organisational Development and Financial resilience strategy to strengthen the organizational and technical capacity of the secretariat and Caritas Africa member organisations.
    • Regularly convene meetings of the Institutional Development and Fundraising committee
    • Convene meetings of the women and youth leadership forum
    • Prepare project narrative reports
    • Liaise regularly with other programme officers and finance teams

    CIMS and Safeguarding compliance at Secretariat and Member organisation level

    • Work with the Caritas Internationalis CIMS program coordinator to accompany member organisations in their initiatives towards compliance to the Caritas Internationalis Management standards, including the 5th Management Standard on Safeguarding (and Fraud prevention);
    • Support CI MS assessors to conduct external CIMS assessments
    • Based on the results of the internal and external assessments, support Caritas Africa Member Organisations to develop and implement improvement plans for strengthening prevention and response, either through direct support or by mobilizing adequate support (i.e. UN country teams).
    • Co-lead on the design of the CIMS & Safeguarding training roll-out plan.
    • Lead/support in the delivery of safeguarding regional training against the CI Safeguarding training roll-out plan.
    • As requested and appropriate, support Caritas Africa member organisations in conducting investigations of safeguarding violations.
    • In coordination with Cartas Internationalis, monitor progress with the process of mainstreaming safeguarding at the level of the Confederation and contribute to the development of internal and external reports on Caritas Internationalis’ overall safeguarding efforts.
    • Through coordinated efforts with Caritas Internationalis, contribute to an external network with relevant communities of practice including donors, partners, and sector-specific advocacy groups, actively participating in external forums, and closely tracking trends related to safeguarding.

    Basic Requirements

    • Bachelor’s degree in relevant discipline. Master’s degree or advanced certificate in Capacity Development is preferred.
    • A minimum of five years of professional experience in designing and implementing technical and organizational capacity building programs.
    • Knowledge of Caritas Internationalis Management Standards
    • Demonstrated understanding of Safeguarding: policy, prevention, response mechanism and SERA (Monitoring, Evaluation, Accountability and Learning).
    • Passionate about promotion of women and youth leadership
    • Good knowledge of Ecclesial networks, including Caritas and advocacy actors in Africa;
    • Ability to cultivate good relationships of fraternal cooperation with: the local Church structures, the representatives of the sister member organizations of Caritas Internationalis supporting programs of Caritas Africa, the 46 member organizations of Caritas Africa and other partners sharing the vision, mission, work values and principles of Caritas;
    • Experience with advocacy team leadership, program design, proposal development, administration and financial oversight, campaigns coordination;
    • Proposal development (proposals and reports) writing skills;
    • Proficient in security protocols and management of advocacy programs in insecure environments;
    • Experience with and enthusiasm for coaching, mentoring and on the job training;
    • Proven facilitation, planning and coordination skills;

    Required Foreign Language

    • English/ French language proficiency (spoken and written).
    • Ability to communicate in Portuguese is an added bonus

    Required Travel

    • Travel of approximately 50%, Caritas Africa is committed to exploring alternative ways of working to reduce its environmental footprint.

    Method of Application

    Submit your CV and 3 Referee contacts by April 15 2025 to recrutement@caritas-africa.org

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