Jobs at DAI Kenya - Development Alternatives, Inc.

The HR and Operations Associate will oversee human resources and manage office facilities for the ATI Food Security and Resilience team.

Human Resources

• Oversee human resources operations on the project, including recruitment, hiring, employee on‐boarding, staff orientation, performance reviews, and disciplinary action in compliance with USAID rules and regulations, DAI policies, and local labor laws.
• Manage recruitment and the hiring process including the advertising of vacancies, shortlisting of resumes, scheduling and observing interviews, collection of required documents, reference checks, and salary history verification.
• Coordinate and supervise the preparation of employment agreements for staff.
• Train supervisors charged with conducting evaluations of staff members in their units and monitor compliance with the process.
• Mitigate and resolve human resource conflicts and issues, seeking assistance and guidance from the Operations Manager or Team Leader.
• Ensure personnel files are stored in TAMIS for all long-term and short-term project staff.
• Work with Team Leader to fill surge capacity technical needs, including identifying and hiring long‐term and short‐term technical experts in a timely fashion.

Office Administration

• Oversee the day-to-day administration of the ATI Food Security and Resilience office operations and logistics needs, including event and conference planning and project staff travel.
• Manage equipment maintenance with the relevant departments and the procurement of office supplies.
• Manage inventory of office property.
• Inspect goods or verify services, confirm delivery and receipt of goods, and monitor the use and disposition of goods.
• Oversee fleet and vehicle management, as required.
• Other office administration duties as may be assigned by the Operations Manager or Team Leader.

QUALIFICATIONS:

Required:

• Bachelor’s degree and 7+ years of experience in human resources, recruitment, office administration, and other relevant areas.
• Working knowledge of local laws and USAID rules and regulations related to labor, personnel management, inventory management, and compliance.
• Previous supervisory experience of office/HR teams required; training experience preferred.
• An individual with high ethical standards and the ability to handle sensitive and confidential matters
• An extremely well-organized and self-directed individual with sound technical skills, analytical ability, good judgment, and strong operational focus
• Excellent writing, speaking, and reading skills in English.

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The Finance and Operations Associate will provide financial, logistical and administrative support to the ATI Food Security and Resilience team.

KEY DUTIES AND RESPONSIBILITIES

Finance

• Ensure that proper record-keeping and expense procedures are implemented for operational and project expenses in accordance with DAI and USAID rules and regulations;
• Record approved costs in the Field Accounting System (FAS)
• Prepare inputs for the weekly cash-flow forecasts for approval and fund replenishment wire requests
• Handle petty cash disbursements and reporting, ensuring petty cash is maintained per maximum petty cash policy, and that all petty cash procedures are followed
• Ensure that requests for payment have appropriate approvals
• Prepare field expense vouchers ensuring accuracy of expense coding
• Perform any approved accounting corrections and reversals
• Ensure the timely deposit of cash receipts
• Act as a bank agent securing petty cash replenishments and other cash needs as instructed
• Prepare backup documentation for all project-related transactions, and ensure completeness and appropriate review and approvals are documented
• Audit travel requests and expense reports for accuracy and compliance and follow procedures to ensure accurate and timely payment and reconciliation of travel advances, reimbursements for staff and partner travel

Logistics

• Responsible for completing all procurement requests originating from the site office, ensuring compliance with all USAID and DAI protocols
• Maintain principled relationships with suppliers and local vendors
• Ensure complete backup documentation for procurement purchases. Perform regular audit spot checks
• Assist in organizing training, workshops, and project events
• Coordinate logistical support and assist with project staff travel, such as hotel booking, and car arrangement.
• Support office in distribution of invitations, letters, meeting minutes and other printed material as needed.
• Support office with printing, copying, and binding materials.
• Maintain office inventory trackers and coordinate equipment maintenance with the relevant departments

QUALIFICATIONS:

Required:

• Bachelor’s Degree in Accounting, Finance, Business Administration, or equivalent and 7 years’ experience supporting international donor-funded projects in an logistics/accountancy/finance role preferred
• Demonstrated understanding of applicable finance and procurement related USG or other international donors contracting regulations
• Accuracy in working with large amounts of data
• Ability to respond effectively to time sensitive inquiries
• An energetic, forward-thinking and creative individual with high ethical standards and professional presentation
• A well organized and self-directed individual with sound technical skills, analytical ability, good judgement, and strong operational focus
• Excellent writing, speaking, and reading skills in English.

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POSITION DESCRIPTION

The Communications Associate will support the Communications Specialist with designing and managing all aspects of internal and external project communications. They will contribute to the development of high-quality program content including data visualizations, success stories, case studies, and other reporting that informs learning activities and adaptive management decisions. They will also support the promotion of program activities through key communication channels and will engage target audiences through strategic outreach and innovative communication practices.

KEY DUTIES AND RESPONSIBILITIES

• Ensure branding and marking in line with approved USAID and Prosper Africa guidelines
• Draft, proofread, format, and/or edit products like technical deliverables, presentations, and fact sheets
• Create dissemination toolkits for events, blogs and learning products
• Collate and edit newsletter content and manage distribution list
• Collaboratively develop and revise core communications templates
• Ensure the accuracy and consistency of public-facing materials
• Support the preparation and presentation to USAID of reports and written communications on the progress and impact of program activities including Monthly Updates, Quarterly Progress Reports, Quarterly Financial Reports, Annual Reports, and the Final Report
• Conduct desk and phone research, e.g., to identify and price out vendors for communications services or to support events
• Identify stock photos or photos from USAID FlickR collections for use in learning and communications deliverables and products
• Manage the internal Communications folder, including determining structure and tagging that support intuitive searches
• Liaise with ATI core and Ukraine Supplemental funding teams to align key messaging and reporting on Food Security pieces
• Support convenings and events as needed.
• Manage other tasks as assigned.

QUALIFICATIONS:

Required:

• Bachelor’s degree in communications or other relevant field
• 7+ years experience drafting reports, documents and outreach materials, and developing and implementing communications plans
• An articulate individual who possesses excellent communications and personnel management skills and who can relate to people at all levels of an organization
• Fluency in written and spoken English and proven experience and ability to write briefs and reports is critical for this role

Preferred:

• Experience in development communications on large, complex, multi country USAID-funded projects