Jobs at Lutheran World Federation

Position Summary:

The Operations Manager is a key leadership role within LWF Kenya-Somalia, responsible for the strategic and operational management of Human Resources (HR), Procurement, Logistics, IT, and general administration functions. This role will ensure the efficient and effective delivery of operational support, which is crucial for the successful implementation of LWF’s programs and initiatives in Kenya and Somalia. The Operations Manager will work closely with the senior management team to enhance operational processes, ensure compliance with internal and external standards, and support the overall organizational mission. The position holder is also expected to motivate and build the capacity of HR, Procurement, Logistics, IT, and Administration staff.

Key Responsibilities:

Human Resources:

• Recruitment and Onboarding: Oversee the recruitment process, including job postings, candidate screening, interviewing, and hiring. Ensure effective onboarding for new staff to facilitate a smooth transition and integration into the organization.
• Training and Development: Identify training needs and coordinate capacity-building initiatives. Develop training programs to enhance staff skills and performance.
• Performance Management: Coordinate performance management processes for the Kenya-Somalia Program, implement performance management systems, conduct regular performance reviews for direct reports, and provide feedback and support to staff.
• Employee Relations: Address employee grievances and resolve conflicts in a timely and effective manner. Foster a positive work environment and promote staff welfare.
• HR Policies and Compliance: Develop and enforce HR policies and procedures, ensuring compliance with local labor laws and LWF’s standards. Maintain up-to-date knowledge of relevant regulations and best practices

Procurement:

• Procurement Planning: In collaboration with the Program and Finance units and area programs, develop procurement plans and strategies to meet the organization’s needs. Forecast procurement requirements and manage supply chain processes effectively.
• Vendor Management: Support the Procurement staff to identify and evaluate suppliers, negotiate contracts, and manage relationships with vendors. Ensure suppliers deliver goods and services on time and meet quality standards.
• Compliance and Documentation: Ensure adherence to procurement policies and procedures. Ensure accurate procurement records and documentation are maintained for auditing purposes.
• Cost Management: Monitor procurement expenditures and implement cost-saving measures while maintaining quality standards.

Logistics:

• Supply Chain Coordination: Supervise and support the management of receiving, storing, and distributing goods and materials. Ensure efficient handling and transportation to minimize delays and costs.
• Fleet Management: Oversee the management of the organization’s vehicle fleet, including maintenance, scheduling, and logistics.
• Logistics Planning: Develop and implement logistics strategies to support program delivery. Address logistical challenges and implement solutions to improve efficiency.
• Inventory Management: Ensure accurate inventory records are maintained and supplies are replenished in a timely manner.

IT Management:

• Infrastructure Oversight: Oversee the organization’s IT infrastructure, including servers, network systems, and end-user devices. Ensure systems are secure, reliable, and meet operational needs.
• Supervision of Technical Support: Supervise the provision of IT support to staff, addressing technical issues and ensuring minimal disruption to operations. Ensure IT helpdesk services are managed to ensure timely resolution of technical problems.
• System Implementation: Evaluate and implement new technologies to enhance operational efficiency. Coordinate IT upgrades and system integrations as needed.
• Data Security: Ensure data security and compliance with relevant regulations. Implement measures to protect sensitive information and prevent data breaches.

General Administration:

• Office Management: Oversee the day-to-day administrative operations of the office. Ensure efficient office management, including facilities management, supplies procurement, and maintenance.
• Administrative Policies: Develop and implement administrative policies and procedures. Ensure compliance with organizational and regulatory requirements.
• Documentation and Reporting: Maintain accurate records and prepare reports related to administrative functions. Ensure timely and accurate submission of reports to the Country Representative and other stakeholders.

Qualifications:

• Education: Bachelor’s degree in Business Administration, Management, or a related field. A Master’s degree or relevant professional certifications (e.g., PMP, SHRM) is highly desirable.
• Experience: Minimum of 7 years of progressively responsible experience in operations management, preferably in a humanitarian, development, or non-profit organization. Experience in managing multi-functional teams is essential.

Skills:

• Strong knowledge of HR practices, procurement processes, logistics management, IT systems, and administrative functions.
• Proven ability to develop and implement operational strategies and processes.
• Excellent organizational, problem-solving, and decision-making skills.
• Strong leadership abilities with experience in managing and motivating diverse teams.
• Proficiency in project management and financial management.

Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with IT management software and systems.

Personal Attributes:

• High level of integrity, professionalism, and confidentiality.
• Strong interpersonal and communication skills, with the ability to interact effectively with staff, stakeholders, and partners.
• Proactive, results-oriented, and adaptable to changing circumstances and priorities.
• Ability to work independently and as part of a collaborative team.

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JOB SUMMARY

The Human Resource (HR) Officer is responsible for the effecting operation and management of the human resource function within LWF and by implementing policies, procedures and best practice related to people management, policies and programs.

DUTIES AND RESPONSIBILITIES

• Coordinate end to end recruitment process by obtaining requisitions for vacant positions within the program for National staff, place adverts, develop shortlists in collaboration with hiring managers as well as conduct interviews.
• Prepare onboarding process for newly employed staff and monitor the probationary period for the new staff and ensure that supervisors take them through the probationary review process.
• Oversee the implementation of existing policies, systems and mechanisms in HR.
• Engage with staff on a regular basis through staff representatives - Staff Representative Council (SRC).
• Review, monitor and ensure implementation of key HR related policies and procedures such as Performance Management, Recruitment and Selection, staff Capacity Building, Disciplinary Measures and other HR related Policies.
• Provided technical support for various HR related activities to the HR officers at Sub Program level and to managers and staff as required.
• Manage all third-party staff benefits and related matters including the Retirement Benefits Authority, medical evacuation, Work Injury Benefits Act (WIBA) Insurance, Medical Insurance in keeping with government compliance on organizational safety and LWF regulations and benefits structures.
• Develop, manage, and oversee effective relationships with contracted service providers, always ensuring transparency and value for money.
• Review all contracts and leases to ensure they are kept up to date and are compliant with the Kenya government tax and other legal requirements.
• Implement relevant recommendations from internal and external audits in relation to the benefits, service providers offering and other related services.
• In collaboration with the Country Representative, ensure timely communication with the LWF Kenya board members on all relevant administrative matters (board meetings, related engagements with the NGO Coordination Board, etc.)
• Keep abreast of daily press and maintain regular contact with the relevant government authorities and other stakeholders to ensure LWF is well informed of and complies with updated procedures and guidelines related to all issues of relevance, including - but not limited to - taxes, employment, employee benefits, renewal of registration, immigration (for international staff), etc.

QUALIFICATIONS AND EXPERIENCE

• Bachelor’s degree in Human Resources Management, Business Administration or related field.
• Certified Human Resource Professional of Kenya (CHRP-K) or other similar professional qualification
• Membership of the Institute of Human Resource Management of Kenya (IHRM-K)
• Must have a valid practicing certificate
• At least 5 years’ hands on experience in Human Resource Management within and international humanitarian organization
• Knowledge of Kenya employment laws and practice

COMPETENCIES

• Positive attitude and approach, which will help colleagues to overcome challenges.
• A pedagogic approach and willingness to learn and adopt new things
• Attention to detail and an investigative, curious attitude.
• Ability to work under minimal supervision.
• Ability to work under pressure.
• Ability to travel within and outside the country.

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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Summary:

This role will support Knowledge Management and Learning processes and systems at the country office. The officer will be instrumental in leveraging best practices to enhance the effectiveness of the program portfolio, as well as fostering a learning culture within the organization.

Job purpose:  

To support PMER unit, to systematically capture and share strategic and programmatic learning, while ensuring their use and application throughout the organization. The KML Officer will support all knowledge management and learning practices and activities from all thematic and support units with Kenya Somalia program. 

Duties/Responsibilities:

Operationalization of organizational Knowledge Management and Learning:

• Initiate the development of a Country Program Knowledge Acquisition and Sharing policy.
• Formulate a knowledge management strategy for the Kenya Somalia Country Program.
• Build a collaborative environment that will transform the Country program into a rapid-learning environment.
• Develop innovative ways of conducting knowledge mapping for the Country Program.
• Design field level Project Review sessions, tools for use and reporting mechanisms.
• Design innovative, creative, and efficient knowledge communication tools to enrich staff knowledge management and learning practices.
• Collaborate with field teams to develop and implement standard operating procedures (SOPs) for knowledge capture, cleaning, quality checks, storage, sharing, feedback mechanisms, and the institutionalization of a community of practice within the organization.
• Develop and, once approved, oversee the Country Programs knowledge management system (KMS), which creates a central source for organizational information.

Knowledge Management and Learning Implementation:

• Coordinate and manage effective organisational quarterly online/in-person learning activities and knowledge-sharing events.
• Support the implementation of ‘Pause and Reflect sessions’, prepare after-action review reports, and disseminate for application/utilization of lessons learnt.
• Capture translate and convert raw data on learning areas into comprehensible information, which all members of our team can access, anytime.
• Conduct feedback sessions with staff to gather potential topics to improve Knowledge management.
• Capture technical knowledge and expertise from staff exiting the organization to ensure the sustainability of operations.
• Document and disseminate key learning topical areas with staff, partners and learning champions.
• Work with Sector Team Leads on the identification, harvesting, processing, and publishing of knowledge products on the knowledge and learning repository for staff, management, and external stakeholders.
• Support the integration and development of the KML platform(SharePoint) to enhance access and usage.
• Monitor, gather, and analyse user needs and feedback to develop effective and efficient practices for knowledge sharing and learning management.
• Periodically measure the uptake of key knowledge initiatives.

Capacity Strengthening:

• Provide guidance and orientation to staff (existing and new) on Knowledge Management, use of SharePoint, project processes, and other knowledge resources.
• Conduct training on knowledge management and learning for staff as needed.
• Participate in the wider PMER Unit activities as required.
• Perform any other relevant tasks assigned by the supervisor.

Qualifications, Skills, and Experience:

• Bachelor’s degree in International Development, Library Science, Knowledge Management, Social Sciences, or a related field.
• At least 4 years of relevant experience in knowledge management within an INGO.
• Experience with ICT tools and specific knowledge management platforms (e.g., SharePoint, Slack, Google Workspace).
• Innovative, analytical, and results-oriented individual.
• Exceptional organizational and coordination skills.
• Excellent written and oral communication skills in English, including presentation skills.