Openings at IsraAID

JOB PURPOSE

The purpose of this position is to contribute to effective programme implementation through provision of procurement and logistics services in the field office and the country office activities. The incumbent will report to the Country Director and will be part of the Country Office Senior Management team

DUTIES AND RESPONSIBILITIES

Procurement

• Implement procurement functions in accordance with IsraAID and donor guidelines while ensuring strict adherence to policy by programme and support functions.
• Process procurement requests in a timely manner while ensuring completeness, accuracy, and regular follow up in collaboration with programme and finance department
• Execute purchasing functions for goods, services and works of the right quality in the right quantities at the right price delivered to the right place at the right time.
• Advise and support internal customers in planning, organizing and monitoring their procurement needs.
• Source and evaluate potential suppliers, negotiate terms, and establish contracts to ensure cost-effectiveness and high-quality products or services
• Develop and maintain strong relationships with key suppliers to enhance reliability and efficiency
• Request for offers and quotations and prepare the necessary BIDs analysis
• Prepare Purchase Orders/Contracts and ensure all approvals are obtained, Purchase Orders delivered to the relevant suppliers and acknowledgement received.
• Follow up with suppliers and ensure goods and services are delivered as agreed.
• Maintain a comprehensive supplier database, monitor performance, and conduct periodic supplier evaluations.
• Stay up-to-date on market trends, industry regulations, and best practices to improve procurement strategies.
• Follow up with the Finance Department to ensure suppliers/service providers’ payments are done in a timely manner

Logistics

• Implement logistics functions in accordance to IsraAID and donor guidelines while ensuring strict adherence by programme and support functions.
• Engage with programme staff to provide timely delivery of logistics support to programmes
• Ensure timely and accurate local and international staff travel arrangements
• Resolve any logistics-related issues and proactively identify potential challenges or delays.
• Implement cost-effective transportation solutions while maintaining quality and safety standards

Documentation and Reporting

• Prepare and maintain accurate records of procurement activities, vendor contracts, and supplier performance evaluations.
• Generate periodic reports on procurement status, inventory levels, and logistics performance.
• Analyze data to identify trends, areas for improvement, and cost-saving opportunities.

Other

• Provide capacity building to staff on procurement and logistics matters
• Carry out other logistics and procurement tasks as directed by the Country Director

REQUIRED EXPERIENCE AND TECHNICAL COMPETENCIES:

• Bachelor’s Degree in Procurement/Supply Chain Management or a related field from a recognised University
• Certified Procurement and Supply Professional of Kenya (CPSP-K) will be an added advantage
• Minimum of 3 years’ relevant experience in international non-profit organisation in logistics and procurement.
• Thorough understanding of the Public Procurement and Disposal Act of 2015

SKILLS

• Good organisational, and time management skills;
• Ability to work in a pressured work environment with frequent critical deadlines;
• Logical and methodical organisational skills;
• Negotiation skills
• Attention to details and good numeric accuracy
• Strong planning and time management skills
• Computer skills
• Problem solving skills
• Good interpersonal and ability to work in a team
• Reporting and ability to keep accurate record
• Flexible

KEY BEHAVIOURS

• Communicates clearly and effectively
• Acts with a high degree of integrity and professionalism. Committed, honest and sincere
• Proactive
• Accurate and punctual
• Keeps other team members regularly updated

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JOB PURPOSE

The purpose of this position is for the overall leadership and oversight of all operations and programs implemented in the Field Office. The incumbent will ensure programs are effectively implemented as stipulated in the Country Strategic Plan, IsraAID vision, mission, values and policies and procedures.

They will also have oversight to ensure that all projects are implemented in line with donor requirements adhering to project activity plans and budget. They will be the day to day IsraAID representative in the Field Office, and will ensure IsraAID’s visibility and participation within the area of operation by facilitating appropriate collaboration, networks and partnerships.

The Area Coordinator is also tasked with security management and risk mitigation management as guided by IsraAID’s policies.

DUTIES AND RESPONSIBILITIES

Programmes:

• Ensure timely and effective implementation of programs according to approved project outlines, donor contracts, approved monthly activity and budgets.
• Provides leadership to field staff and communities in planning for and responding to emergencies and disaster
• Provide input into the development of quality proposal designs, concepts, reports and all documentation required and ensure their timely submission
• Ensure all staff are familiar and understand IsraAID’s approaches to humanitarian interventions and initiatives

Leadership and Representation:

• Provide visionary leadership, coaching, mentorship and support to the field teams/members in program management, utilisation of resources, individual staff development and in management of their performance
• Lead relationships and represent IsraAID to the relevant agencies - government, NGO’s and private sector and establish and maintain strong networks and partnerships that will ensure IsraAID is highly esteemed.

Finance, Compliance and Risk Management:

• The incumbent will track the field budget to ensure efficiency, timely and quality program implementation
• Assist in the preparation of the annual budget with other relevant staff
• Establish and build existing controls for risk reduction and management
• Ensure the Field Office complies with both government and other NGO/Civil Societies guidelines

Administration and Logistics:

• Ensure timely procurement of goods and services at the program Field level.
• Coordinate with the Logistics and Procurement Officer to ensure suppliers are frequently performance managed.
• Monitor to ensure compliance with donor and organisational procurement and logistics procedures.
• Ensure Field Office assets are properly managed and accounted for as per the laid down procedures, at all times.

Human Resources:

• Supervise Program Management and Kitchen Staff (4) directly, and 50 staff indirectly (dependent of budget and programming)
• Facilitate team building and cohesion to ensure all staff are clear on their individual contribution to the overall program goal
• Manage staff performance and deal with any unsatisfactory performance proactively
• Ensure all staff have updated JDs at all times and the right people are in the right places
• Provide mentorship and coaching and foster career development.

Security:

• Develop and execute policies, security plans and proactively manage mitigation measures
• Ensure the safety and security of staff and assets within the Field Office at all times.

Dealing with Problems:

• Manage a diverse number of staff with their various job roles and the conflicts arising therein.
• Manage community/staff conflicts
• Manage community/IsraAID Policy problems
• Manage inter I(NGO)s/civil society challenges
• Negotiate with government and partners/collaborators to ensure smooth program implementation and Field operations

Communications and Working Relationships:

• The incumbent is expected to maintain a high level of intra and external communication/contact at the Field Office level to facilitate implementation of IsraAID’s programmes and to ensure buy-in and collaboration with the various parties.
• Facilitate and provide high quality communication materials as requested

REQUIRED EXPERIENCE AND TECHNICAL COMPETENCIES:

• A Minimum of Bachelor’s degree in Business Administration and/or Development Studies or a related field. Master’s degree is an added advantage.
• At least 5 years’ experience in a management position in humanitarian/development work
• Experience in stakeholder management, partnership building and networking with government, INGOs and CBOs;
• Experience in proposal and concept note development
• Experience in program management, program design, budgeting and budget management including writing LogFrames and budgets
• Sound experience in people management, negotiation and planning.
• Experience in financial management and interpretation of financial reports.
• Good understanding and management of logistics and procurement management functions and contracts.

SKILLS

• Demonstrated high level skills in representation, influencing, written and oral communications
• Excellent organisational and coordination skills
• Strong analytical skills (including thorough understanding of MEAL)
• Management of intra and interpersonal conflict skills
• Ability to work under pressure
• Responsive, pro-active and able to multi-task

KEY BEHAVIOURS

• Leading with vision - demonstrates the ability to give clear direction, persuading and influencing others towards a particular point of view or a course of action, fostering confidence among team members.
• Coaching and developing - motivates, coaches, and effectively manages both program and administrative teams, nurturing their growth and potential.
• Driving high performance - strives for excellence by promoting high performance across all staff members. This involves providing clear guidance, monitoring results, recognizing and rewarding good performance, as well as addressing and supporting improvement in cases of poor performance.
• Fostering team collaboration - actively promotes a positive and collaborative team environment, encouraging shared successes, and engaging in participatory management and decision-making processes.
• Positive and approachable - exhibits a positive disposition, building strong relationships with others through a friendly, open, and accepting manner.
• Upholding integrity and professionalism - demonstrates a high degree of integrity and professionalism in all interactions and decision-making processes.
• Valuing diversity, innovation, and learning - appreciates and promotes cultural diversity, fosters innovation, and encourages continuous learning and development within the team.
• Effective communication - communicates clearly and effectively, ensuring that information is conveyed in a manner that is easily understood by all team members.