Jobs at World Vision Kenya

Job Description:

RESOURCE MOBILIZATION AND BUSINESS DEVELOPMENT

• Support the Sector Lead on the development of high-quality concept notes, proposals, budgets, and supporting documents for new and existing projects.
• Coordinate with technical, finance, MEAL, operations, and support teams to compile required inputs for proposal development.
• Ensure proposals are aligned with donor priorities, World Vision standards, and submission deadlines.
• Provide the leadership to work on the expansion opportunities with other donor in the state.

DONOR REPORTING AND GARNTS MANAGEMENT

• Coordinate with the Program Managers in the preparation and timely submission of monthly, quarterly, annual, and donor reports.
• Supporting the field team on the preparation of high-quality success stories highlighting project achievements, impact, and beneficiary outcomes.
• Consolidate programme updates from field teams and ensure reports are accurate, complete, and evidence-based.

DOCUMENTATION AND KNOWLEDGE MANAGEMENT

• Maintain organized programme files, grant documentation, and project records.
• Compile success stories, lessons learned, best practices, and other programme documentation for internal and external use.
• Ensure all programme documents are properly archived and readily accessible.
• Support the Program Managers in the development of SOP’s and Risk Register

PROGRAMME PLANNING, MONITORING, AND COORDINATION

• Support programme planning, implementation tracking, and follow-up on key action points.
• Coordinate with programme teams to monitor project progress, deliverables, and implementation milestones.
• Assist in organizing programme review meetings and documenting key decisions and actions.

COMPLIANCE & QUALITY ASSURANCE

• Ensure programme activities and documentation comply with donor regulations and World Vision policies.
• Support grant start-up, modification, and close-out processes.
• Follow up on donor recommendations, audit findings, and action plans to ensure timely implementation.

RESOURCE MOBILIZATION AND BUSINESS DEVELOPMENT

• Support the Sector Lead on the development of high-quality concept notes, proposals, budgets, and supporting documents for new and existing projects.
• Coordinate with technical, finance, MEAL, operations, and support teams to compile required inputs for proposal development.
• Ensure proposals are aligned with donor priorities, World Vision standards, and submission deadlines.
• Provide the leadership to work on the expansion opportunities with other donor in the state.

DONOR REPORTING AND GARNTS MANAGEMENT

• Coordinate with the Program Managers in the preparation and timely submission of monthly, quarterly, annual, and donor reports.
• Supporting the field team on the preparation of high-quality success stories highlighting project achievements, impact, and beneficiary outcomes.
• Consolidate programme updates from field teams and ensure reports are accurate, complete, and evidence-based.

DOCUMENTATION AND KNOWLEDGE MANAGEMENT

• Maintain organized programme files, grant documentation, and project records.
• Compile success stories, lessons learned, best practices, and other programme documentation for internal and external use.
• Ensure all programme documents are properly archived and readily accessible.
• Support the Program Managers in the development of SOP’s and Risk Register

Required 

• Certification: Minimum a Bachelor's Degree in Development/Social Science, Agriculture, or any relevant field.
• Three years’ experience at Officer level in Food and Cash Assistance programming in emergencies and development sector

Required Professional Experience

• Bachelor’s degree in Development Studies, International Relations, Social Sciences, Project Management, or a related field.
• 3–5 years of relevant experience in programme/project management, preferably with an NGO or humanitarian organization.
• Experience in proposal development, reporting, programme monitoring, and coordination.
• Experience working with donors and multi-functional teams is desirable.
• Strong communication, coordination, analytical, and report-writing skills
• The holder of this position must be a results-oriented leader who can manage and satisfy multiple tasks from competing organizational, donor and other stakeholder At least three (3) years’ experience in a proven security field (public, private, and government or NGO sectors)
• Good knowledge of programme/project cycle management, including planning, implementation, monitoring, and reporting.
• Understanding of donor requirements, compliance, and grant management.
• Knowledge of humanitarian principles, accountability, protection, and community engagement.
• Familiarity with MEAL tools, data management, and evidence-based reporting.
• Understanding of budget monitoring, risk management, and programme documentation.
• Demonstrated experience in designing and delivering training.
• Demonstrated ability to work effectively under pressure (particularly in a crisis situation)
• Ability to communicate well in English: (verbal and written) particularly in a crisis situation. Arabic is an added advantage.

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Multimedia and Graphic Design

• Design visual materials for digital and print use, including social media graphics, infographics, situation report visuals, donor updates, and campaign materials.
• Edit photos and video footage from the field into short-form content suitable for social media, websites, and donor reporting.
• Apply World Vision branding guidelines consistently across all materials (colour palette, typography, logo usage).
• Produce templates for recurring products (e.g., monthly sitreps, human interest story layouts, social media tiles).

Content Synchronisation

• Synchronise photos, videos, and written content from field communications staff across Sudan response locations
• Prioritise and fast-track editing and upload of time-sensitive content
• Maintain a structured digital asset library with clear naming conventions, metadata, and consent documentation for all field content.
• Track content submissions against a content calendar and flag gaps

Digital and Social media support.

• Support scheduling and posting of approved content across World Vision Sudan's digital/social media channels

Coordination and Support

• Ensure field content needs are met, and products align with ongoing advocacy and reporting priorities.
• Respond to ad hoc requests from the Communications Manager for urgent visibility or advocacy materials.
• Support the Communications team during high-visibility moments (report launches, donor visits, emergency response spikes) with rapid content turnaround.
• Travel to the field for content collection support when needed.

Required 

• Certification: Bachelor’s degree in Multimedia and Digital Communications, Communications, Journalism, or a related field.
• Graphic design - Proficiency in Adobe Creative Suite (Photoshop, Illustrator, Premiere Pro) or equivalent design/video editing tools (Canva)

Required Professional Experience:

• Minimum 2–3 years' experience in graphic design, multimedia production, or digital content management, ideally within an NGO, humanitarian, or media environment.
• Experience managing digital asset libraries or large volumes of field-sourced content is an advantage.
• Experience working with remote or hard-to-access field teams is an advantage.
• Required Language(s): English
• Required travel and/or work environment accommodations: Based in Nairobi with regular remote coordination with Sudan-based field staff.

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Job Description:

Capacity Building and Centre of Expertise

• Build capacity of all base P&C officers particularly on sourcing and recruitment procedures for standardisation
• Train managers on the use of system on all our recruitment processes
• Ensure the recruitment process is done to the best of the standards
• Train Base P&C officers on the accuracy and standard of maintaining staff data in the system for workforce planning purposes.
• Capacity build recruitment committee/panels on the right templates to use and how to use them to the best of our standards.
• Be the centre of expertise on recruitment, staff performance management and L&D
• Act as a stopgap to all our new expansion areas offering full P&C support until we recruit a substantive Base P&C officer

Recruitment Administration and Systems Support

• Negotiate offer with selected candidate within limits specified by hiring dept and issue contract for candidate selected.
• Initiate Workday Ready to Hire process and paperwork based on candidate acceptance.
• Coordinate with Zonal team to ensure appropriate orientation/on-boarding support is provided to new hires.
• Utilize Workday recruitment tool appropriately and efficiently to ensure consistent, timely and accurate data entry and management. 
• Maintain current knowledge of applicable laws, regulations and trends in recruitment, WV Sudan organizational policies, benefits and compensation, relocation and repatriation 
• Conduct recruitment responsibilities in a professional, service-oriented, responsive, innovative, ethical and cost-effective manner
• Consolidate and update a recruitment tracker and share with the supervisor for leadership
• Ensure an effective recruitment process leaving no gaps
• Manage and ensure all recruitment needs are handled by P&C
• Develop and maintain multiple channels and networks to build a deep, diverse, and reliable sourcing pools from a specified location or technical or functional areas. 
• Proactively identify and develop effective sourcing strategies (e.g. networking contacts, system queries/searches, religious institutions, College/Universities presentations). 
• Source potential candidates on LinkedIn and DevEx and also on other platforms. 
• Craft and send personalized recruiting emails with current job openings to passive candidates. Create advertisements and job postings
• Ensure adherence to the laid compliance standards, background checks, police clearance, BPS, etc

Staff Learning & Development Coordination

• Conduct needs assessments and design learning and development strategies/plans in line with the WV Sudan key strategic priorities and WVI partnership guidelines
• In close collaboration with the Supervisor, create an office wide learning & development plan and budget based on the 70.20.10 model.
• Build partnerships with external stakeholders; academic institutions, external experts, INGOs to design and implement innovative, effective learning and development programs that drive culture transformation across all programs
• Oversee the timely implementation, monitoring and reporting of learning & training activities included in WV Sudan rhythm of business calendar and L&D road map.
• Work closely with Managers to ensure effective coordination of learning & development investments and prevent gaps, overlaps, duplication of activities.
• Oversee the evaluation of learning & development programs to ensure impact and capture lessons learned and best practices for future decision making
• Prepare periodic learning and development reports to share with staff and management.
• Provide expert guidance and support to managers and staff in determining appropriate & available learning resource to fill specific competency/skill gaps identified in Individual Development Plans. Learning needs include career development, compliance trainings, management essentials, systems training, technical and other needs.
• Under the guidance of the P&C Lead and in collaboration with Senior Leadership develop and implement capacity building initiatives that support internal succession plans. This includes compiling and analyzing data on high potential employees and support the development of key successor Individual Development Plans.
• Oversee the selection and supervision of external technical resources, including experts and consultants (individual and institutional) to design and deliver specific learning or training programs
• Rigorously monitor the completion of mandatory courses and provide guidance for the team
• Draft internal guidance documents and standard operating procedures for the efficient, effective, consistent and fair administration of learning and development activities
• Facilitate and coordinate the delivery of training/workshops/staff retreats, as appropriate; and train others to deliver training as and when needed;
• Advise line and train managers and staff members on the effective application of learning policies and guidelines, use of various learning assets, methodologies and tools to achieve desired results
• Provide career counselling to staff members as needed.

Performance Management and Staff Engagement

• Coordinate World Vision Sudan performance management program, to include communications, training, and monitoring and guides managers on their roles in the end-to-end performance management process (i.e. goal setting, coaching, feedback, performance monitoring/appraisal)
• Design, implement Performance Management training and orientation programs for employees and line managers that link individual/team performance to WVE’s strategic objectives
• Prepare an orientation package for all new staff on Performance management
• Contribute to the design and implementation and of effective Recognition Programs to reward staff performance.
• Provide leadership in the management of effective leadership programs.
• Coordinate, plan, and co-implement initiatives towards the realization of the organizational vision, mission, strategy, and annual TA and Recruitment operating plan, including the employee engagement (Our Voice) outcomes within the team
• Follow up on Our Voice implementation and reporting

Stakeholder Management, Customer Service and Workforce Planning

• Coordinate all stakeholders to plan and forecast for hiring needs
• Help in supporting leaders in creating Diversity Sourcing and Recruitment Strategy as appropriate for specialized work contexts, especially fragile contexts
• Develop, build and maintain relationships with national office and Zonal P&C and support the consistent implementation of national recruitment policies, with particular emphasis on Compensation, Benefits, and Total Rewards approaches 
• Attend client meetings (both in-person and virtually, as requested) and brief staff on sourcing and recruiting efforts
• Keep P&C leadership updated on possible staffing needs and upcoming projects 
• Provide relevant report related to recruitment, diversity and staff engagement to the leadership
• Maintain strong talent pipelines based on client needs, with particular focus on ensuring operational timely support

Office and Team house Management

• Liaise with EARO Admin team for proper maintenance of WV Sudan Nairobi Office
• Ensure a proper maintenance and supply water and electricity to office, team house and maintain a tidy environment that meets accommodation standard
• Raise PR through Provision for Office and Team House supplies and ensure regular replenishment
• Make a distribution plan on daily, weekly and monthly basis to have a clean tracking system, effective and efficient services delivery.
• Make sure water supply, power back-up and internet are running smoothly in a team house.

International Visitors Management

• Liaise with Government Relations and Protocol Coordinator facilitates IAs and visitors’ Visa
• Send guest briefer and security briefer and make sure it is updated regularly and send for each incoming guests
• Reserve accommodation for the incoming guests in a Team House or WV Sudan preferred hotels
• Send confirmation of all bookings either in Team house or Hotel (hotel name, telephone number, contact person, cost/night etc) 
• Arrange airport pickup and drop off for international guests.  And follow-up to make sure airport pick-up/drop off is done on time.
• Liaise between WV Sudan and contracted travel agency to guide communications and operations.
• Make travel reservation and ticket in liaison with travel agent or other airline as appropriate for staff.

Other Duties

• Ensure proper support to the National Director on all his travel plans. Diarise his itinerary to ensure especially that travels are well booked as per his calendar.
• Liaise with the Regional Office to ensure the National Director local benefits support is optimised.
• Any other duties as assigned by the P&C Manager, Sr Admin & Support Services Manager or their designate.

Required

• Certification: Bachelor’s degree in Human Resources, Business Administration or equivalent is required as a minimum
• Extensive experience utilizing behavioural interviewing techniques (e.g., Targeted Selection)
• Solutions-oriented with strong problem-solving and follow-up skills 
• A self-starter who is driven to find the best candidates for positions and who can work in an environment with minimal supervision
• A strong team player and collaborator who is able to effectively network amongst all work levels, both within and outside the organization
• Strong interpersonal, negotiation communication skills (both written and oral)
• A proven track record of providing exceptional customer service
• Experience in planning and forecasting workforce staffing needs, including pipelining
• Demonstrated computer literacy, including experience tracking recruitment metrics and developing strategies to improve outcomes  
• Expertise in advanced internet searching, candidate research, and cold-calling 
• Confident in advising and partnering with business partners, hiring managers, and other stakeholders. An experienced leader who works to improve their spiritual maturity and that of others

Required 

• Minimum 2 years’ work experience, preferably in both the INGO and for-profit sector. 
• 3 years’ experience in recruitment especially in fragile contexts
• Proven knowledge of common HR policies and the use of problem-solving skills in a cross-cultural environment 
• At least 3 years’ experience in full-cycle recruiting, sourcing, and employment branding, much of it within a global or multi-cultural context 
• Demonstrated ability of extensive use of creative sourcing tools and networking skills to connect with talent in different professions
• Successful skills and ability to prioritize effectively and manage multiple projects in a fast-paced and ever-changing multinational organization 
• The ability to operate effectively within a geographically dispersed organization
• Extensive customer service experience serving or supporting an international or global workforce required
• A deep understanding and passion for recruitment, aware of the latest trends and global talent market 
• Strong Business Ethics and values,
• Proficiency in Microsoft Office and MS Teams

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Payroll Review and Processing   

• Assisting in booking payroll journals
• Ensuring timely filing and remittance of Withholding Tax and VAT Withholding tax to KRA, in compliance with local tax regulations.
• Month review and reconciliation of Payroll data with Workday

Payment Processes and Bank Reconciliation

• Preparing journals related to NCBA Bank and maintaining a well-organized, audit-ready documentation system.
• Responding to staff queries related to financial systems and processes (e.g., Concur, Provision), and providing timely, solutions-oriented support.
• Booking and reconciling staff-related cash deposits, ensuring that financial records are complete.
• Processing staff advances and refunds, and actively tracking outstanding advances to ensure timely settlement by staff within 30 days as per policy.
• Processing weekly supplier payments and performing supplier statement reconciliations to ensure on-time payment.
• Following up with field teams regularly to confirm that payments are being disbursed as scheduled using the Payment Status Report from Provision.
• Reviewing supplier invoices and supporting documents and creating them on Provision while ensuring alignment with budget codes.
• Send payment invoices to Service Center and coordinate with Shared Service team to correct errors caused by wrong entries in billing string
• Monitor daily transactions from WVSudan bank accounts and support monthly bank reconciliations by ensuring all payments are properly recorded and tracked.
• Facilitate staff advances for grant project personnel and ensure full compliance with the organization’s travel advance policy.

Petty Cash Management

• Processing petty cash reimbursements and disbursements – Ensuring all transactions have approved supporting documentation before payment.
• Monitoring petty cash fund balance and approving top-up– Requesting replenishment when the fund reaches the minimum threshold, avoiding operational delays.
• Ensuring 100% compliance with donor regulations and World Vision cash-management guidelines – Reviewing each transaction for allowability, reasonableness, and proper authorization.
• Preparing monthly petty cash reports and reconciliations – Reconciling the physical cash count against the general ledger by month-end, including timely submission of reconciliation statements.

Support External and Internal Audit Reviews

• Support internal and external finance reviews and audits by ensuring all required financial information, supporting documents, and schedules for grant projects are prepared and submitted promptly.
• Support timely implementation of audit and finance review recommendations by following up with responsible staff, tracking progress, and maintaining proper documentation.

Monthly Closure, LDR and Cost allocation

• Preparing PAs and SAs to ensure accurate inter-country cost allocations using the Blackline system.
• Participating in month-end close processes, including bank reconciliations for NCBA Bank, booking monthly regional costs, and ensuring timely reversals
• Monthly reconciliation of UNHAS prepayment

Required

• Certification: Holder of a bachelor’s degree (Relevant disciplines preferred e.g., Accounts, Finance, Economics etc.)
• Proficiency in Computer applications (Excel, Sun systems, Word etc)

Required 

• Requires a minimum of 2-3 years' experience working in finance preferably with International Organizations
• Require proven knowledge and experience in Microsoft excel and word
• Must have good oral and written communication skills.
• Achieving quality results and services 
• Thinking clearly, deeply and broadly 
• Understanding the Humanitarian industry 
• Understanding WVs mission & operations 
• Learning for growth and development,
•  Work environment: Office-based with travel to the field when called upon