Job Openings at Islamic Relief

Reporting To: Programme Manager

Staff Reporting: Project Officer, Marketing Officer, Project Assistant, MEAL assistant, Procurement Assistant, Finance Assistant.

Base Location: Garissa County 90% - 10% Nairobi

JOB PURPOSE:

The Project Coordinator is responsible for representing IRKs interests in at the Field/County with local authorities, donors, beneficiary communities and other key stakeholders. He/She is responsible for leading and managing IRK operational team at the county level office. As the most senior representative for IRK at the county office, he will be responsible for representation to the local authorities (County Government) and to donors, and for coordination with other NGOs and UN agencies. He/She will also be responsible for coordinating the implementation of all IRK projects/programmes within the location and ensuring adherence to quality and accountability commitments.

KEY ROLES/RESPONSIBILITIES

• Programme Strategy and Planning (10%)
  • Support in shaping the overall strategy for the programme as articulated in the country business plan and strategic plan.
  • Ensure IRK’s mission, values, and the programme objectives are communicated amongst project staff and facilitate input from project staff in the strategic planning process.
  • Assist the Programme Manager in defining required team composition and organizational structure for the project team in accordance with the IRK staff grading structure and funding.
  • Promote understanding of and ensure the appropriate use and adherence to global and National Standards relating to Livelihood programming
  • Provide leadership in undertaking of needs assessment in line with priorities of the programme and community needs.
• Programme Development & Implementation (40%)**
  • Provide technical insight on best practices and approaches to the programme delivery
  • Active contribution in concept note and proposal development for the programme growth.
  • Provide leadership in identification of potential funding sources/donors and plan for engagement meetings at County level
  • Support in resource mobilization/ funding diversification that supports the field office programmes
  • Initiate innovative sustainable projects around emerging thematic issues in line with the funding trends and donor interest
  • Facilitate monitoring of the project with project staff, to review project progress, review beneficiary feedback, identify corrective actions required, and capture learning
  • Has overall financial oversight and monitors the Project budgets in consultation with the Project Managers/officer and finance staff at the Field Office
  • Promote and encourage an openness to welcoming feedback from beneficiaries and communities, and learning from staff
  • Provide leadership in the development and submission of (internal) monthly, quarterly, bi-annual, and annual programme reports to MEAL Unit for review and sharing with the donor
  • Ensure project staff always uphold the Do No Harm approach to programming and comply with IRK policies and guidelines
  • Attend relevant coordination meetings and build strong productive relationships with key project stakeholders
  • Provide regular technical support/backstopping/supervision during programme/projects delivery processes
  • Regularly assess and provide feedback and recommendations on the quality of the programmes and interventions during field visits and at other relevant times
  • Support programme/project reviews - drawing key recommendations, lessons learnt, best practices, technical advances etc.
  • Ensure timely development and submission of quality donor reports
  • Monitor and assess implementation progress, identify barriers and constraints, and work collaboratively with teams to devise solutions.
• Programme Compliance and Safety (20%)
  • Responsible for security management for the project team in Garissa county including writing and updating the location-specific Security Plan with support from country focal person, ensuring staff are fully briefed and trained on the agreed security measures appropriate to the area, staff understand individual and collective responsibilities for safety and security policies and ensuring incidents are reported, critical learning is recorded and corrective actions taken.
  • Report all security issues to the country security coordinator.
  • Responsible for health and safety for the project team in the designated area, ensuring policy/ guidelines is understood by staff, and any accidents/incidents are recorded appropriately.
  • Responsible for the induction of project staff posted to the area, with the support of the HR office, ensuring their familiarity with IR mission, values, Quality Standards, policies and Programme objectives and their individual responsibilities in upholding these standards and policies.
  • In conjunction with the HR Coordinator and HR staff, ensure HR policies and procedures are understood by the project team and implemented.
  • In conjunction with the Finance Manager and finance staff, ensure financial management is in accordance with IRK financial policies and guidelines.
  • In conjunction with the Logistics coordinator and logistics staff, ensure logistics systems (procurement, transport, storage, communications, buildings management, asset management etc.) are in accordance with IRK Procurement/ logistics systems and policies.
  • Ensure project completion, filing and archiving procedures are implemented.
• CapacityBuilding & Team Management (10 %)**
  • Oversee the administrative functions for the Programme/project team, line managing administrative staff in the area of operation
  • Ensure staff performance management system is effectively implemented across the Programme teams, with objective setting, probationary reviews, regular catch ups, 6-month performance & Annual appraisals and exit interviews, carried out for all staff.
  • Support the implementation of IRK’s staff development policy, including personal development planning, across the project teams in a way that is consistent and transparent.
  • Conduct disciplinary and grievance procedures, as required, in conjunction with the programme manager and HR Coordinator.
  • Hold regular team meeting through a consultative, transparent, honest, and supportive communication structure to develop and build a vibrant team
• Networking and Partnership Development (20%)
  • Active participation and engagement with donors (institutional, UN & IPs) meeting, briefing session, Funding Information Sessions.
  • Establish and sustain effective relationship with the Government (National & Counties) and other NGOs for coordination, compliance with regulations & policies and synergy building.
  • Represent IRK at all relevant technical forums, Clusters, Workshops and Meetings and contribute to technical interactions and discussions on the same.
  • Facilitate relationship building with IRK partner organizations and collaborative work in accordance with the IRK Programs.
• Fulfil any additional assignment as deem necessary by the organization and/or as assigned by Line manager

PERSON SPECIFICATION

Education, Qualifications & Experience Required

• Advanced Degree in Agricultural Economics, Agriculture, Development Studies, Project Management, Community Development, or any other food security related fields
• Minimum of at least for five years’ experience in micro credit or working experience in irrigation farming sector preferably in the NGO in ASAL environment.
• Be able versed with the GAP, FACT and BASIS procedures
• Proven analytical skills and ability to think strategically.
• Conceptual understanding of participatory approach and sustainable development
• Proven people management and communication skills leading a multidisciplinary team
• Demonstrable experience in supervising managing coaching and training others

Special Skills, Aptitude or Personality Requirements:

• Must have a ‘hands on’, practical mentality, be self-driven and very motivated.
• Must be well organized.
• Able to take initiative and work independently.
• Remarkably high attention to detail.
• Must be flexible and willing to adapt to a fluid situation.
• Strong written and verbal communications skills and good command of English.
• Good interpersonal skills.

Desirable

• Experience in working in complex and hardship areas context
• Knowledge of local language- Kiswahili & Somali an added advantage

 

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Reporting To: Finance Manager

Staff Reporting: None

Base Location: Garissa and Moyale

DIVISION/PURPOSE:

International Programme Department is:

• To contribute to the process of global poverty alleviation and
• Strengthen Islamic Relief (IR) global work through the provision of technical support in cooperation with regional desks and support units.

DEPARTMENT/PURPOSE:

Kenya program is:

To contribute to the poverty alleviation in Kenya and

To strengthen IR Kenya office through the provision of technical and managerial support.

JOB PURPOSE:

To assist in finance related tasks in line with agreed and accepted IR financial practices and procedures.

KEY OBJECTIVES:

To maintain the petty cash, Bank, prepare vouchers, record transactions and petty cash reconciliation, get approval and maintain filing.

KEY ROLES/RESPONSIBILITIES

Accounting:

Payments:

• Preparation of and vouching of transaction supporting documentations as required by Islamic Relief procedures.
• Writing of cheques
• Issuing cheques to suppliers.
• Ensure all transactions are adequately supported prior to payment.**
• Ensure that all vouchers are well approved

Bank

• Reconciling Banks for Garessa Office and also keep updated record for the bank account.

Recording

• Recording of petty cash transactions and cash book maintenance. Ensure reconciliation of the petty cash balance daily and to get it approved by the finance officer.

.

Reporting

• Preparation of monthly field reports and submits to the finance manager.
• Preparation of monthly funds request and submit to the Country office.

Filling

• Maintenance of the financial filing, and ensuring that copies are maintained at the end of each project and ensuring adequate archiving.

• Perform any other duties as requested by his/her line manager subject to comply and not conflict with the above.

• Ensure that all necessary documents are appropriately filled.

Qualifications/Experience/Skills:

• Bachelor in Business management (finance option) or related field
• At least 3 year experience in procurement management in NGO set-up
• Effective IT Skills (Word & Excel).
• Communication, tact and negotiation skills.
• Problem solving.
• Flexible and patient.
• Fluent in Written and spoken English.

Personal requirements

• Ability to cope with stress, and live in environment with very basic living condition
• Very strong interpersonal skills: strong communication and diplomatic skills
• Flexibility to respond to changing nature of humanitarian context and operational difficulties
• Excellent analytical skills, observation and analysis capacity
• Ability to plan ahead and output oriented (pro-active)
• Ability to adhere to deadlines and respect line management
• Readiness to commit and adhere to the values, mission and vision of IR Kenya

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Key responsibilities:

• The Procurement Assistant will be reporting to the Procurement Officer and will performs the following tasks among others:
• Proper management of all procurement related activities carried out by the organization in Garissa field office.
• Support Implementation of procurement management policies and strategies.
• Timely development, coordination and implementation of procurement plans and procurement activities arising from the organization operations.
• Review procurement requests and initiate procurement procedures for office and projects equipment, supplies and services.
• Assist the Associate Procurement Officer in maintaining current up to date Procurement documents and Manuals
• Prepare Request for Quotations (RFQ), Invitation to Bids (ITBs) or Request for Proposals (RFPs) documents, receipt of quotations, bids or proposals.
• Preparation of reports on the organization procurement activities.
• Organize hotel and event arrangements for all official IRK meetings/ functions, engagements, ensure that all requirements are catered for as required.
• Prepare and submit (weekly or monthly) reports on PRs raised, RFQs sent out, invoices received and items received/dispatched
• Maintain appropriated records to ensure that procurement process, decision, and contractual agreement are accurately documented for accountability and audit purpose.
• Submit complete trail of procurement documents to finance for payment using the payment register
• Facilitate knowledge building and knowledge sharing:
• Carrying out of any other duties assigned by the Supervisor.
• In charge of fleet management – Ensure all the office Cars are serviced and are in good condition.

Person Specification/Qualification

• Degree in Business management or related field. Procurement / Logistics
• At least 3 years’ experience on supply chain management in International NGO set-up
• Demonstrated experience in Procurement management
• CIPS
• Membership of Kenya Institute of Supply Management (KISM)
• Good working knowledge of government procurement and disposal procedures and laws particularly the Public Procurement and Disposal Act, 2005 and Regulations, 2006.
• Effective IT Skills (Word & Excel).
• Communication, tact and negotiation skills.
• Problem solving.
• Flexible and patient.
• Conceptual understanding of participatory approach
• Fluent in Written and spoken English.
• Impeccable integrity and honesty
• Good communication skills both verbally and in writing
• Good interpersonal, public relations and negotiation skills.
• Ability to manage staff and provide good leadership.
• Demonstrable exposure to a computerized working environment and basic ICT literacy and strong proficiency in the use of office computer applications.
• Attention to detail and a high degree of accuracy.
• Team player
• Prudent in resource use and management
• Records Management skills

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Reporting To: MEAL Coordinator

Staff Reporting: None

Base Location: Garissa

JOB PURPOSE:

The MEAL Assistant will be a part of the Monitoring, Evaluation, Accountability and Learning (MEAL) team, supporting implementation of the overall MEAL system. S/he will assist the MEAL and project team with activities, including data collection, database management and analysis, implementing post-distribution monitoring (PDM) as well as being the focal point for CRM for target communities. The MEAL Assistant will support all efforts for promoting a high level of beneficiary accountability, and will manage the feedback mechanism. The MEAL Assistant will work closely with the MEAL Officer to support data entry and management as needed. They will generally support the MEAL team and project team to ensure learning and accountability systems are working effectively in the implementation.

KEY ROLES/RESPONSIBILITIES

• Monitoring and Evaluation
  • Ensure all projects have DIPs and M&E plans which are updated on a monthly basis
  • Support in collecting data needed for the outcome indicators and support Project Manager with data
  • collection processes if needed
  • Support MEAL team with conducting assessments as needed, facilitate focus groups and other qualitative data collection exercises
  • Monitor activity implementation progress against objectives and work plans
  • Lead in conducting post-distribution monitoring with targeted communities
• Accountability & compliance
  • Conduct community visits, focus group discussions with beneficiaries and non-beneficiaries to receive feedback on Islamic Relief Kenya project activity
  • Maintain the Complains and feedback received and ensuring a timely and appropriate follow-up if needed
  • Support project field staff to ensure that projects are carried out with participation from all affected communities (including women) and that information is shared with affected communities.
  • Work closely with field staff to collect data and implement activities to support beneficiary accountability
  • Ensure that all programmes are implemented in accordance with CHS
  • Support and work with communities through established institutional structures to enhance capacity, ownership, participation in the project.
  • Ensure that the On-track system is updated on a monthly basis
  • Ability to work on your own initiative as well as a part of a team.
  • Programme Learning and documentation
  • Work with the project teams and communication officer to ensure documentation of programme learning initiatives and outcomes (case studies, photos, lessons learnt, most significant change stories, etc.)
  • Participate in the documentation and dissemination of this learning to other team members to ensure that good practice is understood and adopted and information exchanged.
  • Support in archiving of programs documents at the country office and field offices.
• Programme Quality
  • Conduct field monitoring visits as appropriate
  • Support officers to review assessment results and identify key areas for improvement
  • Support committees to propose solutions to problems identified, and to implement and assess progress of solutions.
  • Support project officers to conduct specific assessments, including training, tool development and roll out etc.
  • Support project staff during training by ensuring pre and post-test are done for all trainings and documented
  • Programme/projects Reporting
  • Support in consolidation of monthly progress reports and share with the MEAL coordinator
  • Work with MEAL project officers to gather information from the field for quarterly reports; ensure that reports explain inconsistencies and deviations from planning
  • Ensure timely submission of high-quality activity and donor narrative reports

QUALIFICATIONS AND REQUIREMENTS

• A minimum diploma level in Social Science related – Statistics, social work, sociology or equivalent field
• At least one and half years working with M&E for a recognized NGO.
• Previous relevant experience, such as data collection and analysis, customer service, reporting
• Demonstrated ability in community mobilization and community-level dialogue
• Strong skills in excel and other data management software preferably SPSS and STATA
• Fluent English, both spoken and written
• Excellent communication and influencing skills
• Politically and culturally sensitive with qualities of patience, tact and diplomacy
• The capacity and willingness to be extremely flexible and accommodating in difficult circumstances.
• Awareness of child protection issues
• Planning, organization and administration skills
• IT literate with good understanding in MS Office applications, Word, Excel, Power Point, Spread sheets and other Statistical software
• Experience in using participatory methodologies in programme implementation, preferably involving children.
• Commitment to and understanding of Islamic Relief strategy, vision, mission, values and principles
• Enthusiastic with a positive attitude.

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Reporting To: Project Manager

Staff Reporting: None

Base Location: Garissa

JOB PURPOSE:

The Marketing officer is responsible for implementation of programme activities especially in the component related to market system component of the program.

The Marketing Officer will support the leadership with mapping market system structures, actors and their linkages in order to provide insight into the incentives, constraints and opportunities that restrict or enable market systems to serve vulnerable households and individuals in particular the women and youth.

KEY ROLES/RESPONSIBILITIES

• Programme strategy and Planning (10%)
  • Carry out assessment in the target geographical areas to assess the current situation economic opportunities and resources, needs and potential intervention as well as obstacles that could be mitigated to promote productive employment, improved livelihood and resilience for rural women.
  • Explore, evaluate and present market opportunities and recommend program priorities that promote resilience and livelihood for the rural women.
  • Participate in sector project concept and proposal development based on the identified needs.
• Programme Implementation & Management (70%)
  • Research and analyses market trends, competitor offerings, demographics, and other information that affects marketing strategies
  • Use research findings and analysis to provide direction to IR-K and the BRICK Project team regarding upcoming marketing projects, new products or services, and overall strategy
  • Identify areas for improvement in product offerings, sales tactics, marketing strategy, and promotional activities
  • Design or approve all marketing campaigns and plans before they are implemented
  • Maintain the department's budget and ensures all marketing activities are cost-effective
  • Work with other IRK staff to establish budgets and marketing objectives
  • Monitor marketing and sales performance of the target beneficiaries and adjusts strategies as needed.
  • Take part in the design, planning, implementation, monitoring and evaluation of the BRICK project.
  • Link and coordinate with other relevant programs to harmonize project implementation i.e. WASH, livelihood, Livestock production and DRR programs within BRICK.
  • Facilitate and coordinate for organizing the trainings related to the topics on marketing and production at community level.
  • Ensure that staffs have marketing capacity to implement their project/program to ensure the overall success of the project goals.
  • Support the farmers groups, beekeepers groups, IGA groups, water user associations and the livestock production beneficiaries at the local level in developing and implementing systems for marketing and project evaluation.
  • Liaise with Ministry of trade and industrialization and the department of trade at the Sub County level during project mobilization, implementation and reporting.
  • Capacity building of the various beneficiary groups and facilitate their participation in the technical working groups in the sub-county and county.
  • Support groups initiate micro business ventures in target areas and promote savings and credit schemes among the women groups and business training.
  • Link women groups to financial institutions to access credit facilities for business initiation and expansion of businesses.
  • Take lead in the preparation of quality proposals and concept notes to meet the donor requirements.
  • Identify opportunities for the Islamic Relief Kenya programs to develop its portfolio and funding base.
  • To ensure all the marketing components of the project are implemented in a consultative, participatory, conflict sensitive and gender sensitive way (Quality assurance).
  • Periodically undertake other assignments from the management.
• Monitoring, Documentation, Communications and reporting (10%)
  • Ensure that at all time the project target achievement is in line with the planned log frame milestones and the budget burn rate are up to date with the planned cash flow.
  • Work with the communication staff to design appropriate mobilization and sensitization messages for the target population in line with project objectives
  • Document community and stakeholders’ feedback and share with relevant stakeholders for appropriate action.
  • Ensure timely submission of timely project reports as per IR and Donor requirements.
  • Conduct timely documentation of project progress through case studies, stories, photos, videos, among others.
  • Regular monitoring and evaluation of project implementation at local level.
  • Prepare and submit timely monthly, quarterly, annually narrative and financial reports.
  • Preparation of technical reports for donors.
  • Ensure project right holders are conversant with IRK microfinance policies and procedures
  • Compliance with the requirements of the IRK’s micro finance policies.
• Coordination and Networking (10%)
  • Engage the right holders and duty bearers in advocacy and linkage forums to ensure better service delivery by duty bearers and access to relevant services and opportunities by the right holders.
  • Coordinate with other partners working in the area in support of programme,
  • Take lead in advocacy and networking efforts on issues of importance to development in the area.
  • Coordinate with other county offices on thematic issues of strategic interest in the area.
  • Support and facilitate linkages between the BRICK Programme and other IRK programmes, and with programme teams in other field offices.
  • Introduce the program to the relevant stakeholders including local building owners, financial services providers, local government offices concerned with economic growth and services and actors to foster positive cooperation and forge links for the women between market actor’s producers and end user.
  • Represent IRK at relevant functions as may be requested by the line Manager.

Marketing Officer Skills and Qualifications:

• At least a bachelor’s degree in Marketing, Business, or a Related Field
• At least 3 years marketing, business or any other relevant field. Previous working with a recognized NGO will be an added advantage.
• Extensive Marketing Experience, Understanding of Business Practices
• Budgeting
• Demonstrated ability in community mobilization and community-level dialogue
• Financial Knowledge
• In-Depth Research and Analysis
• IT literate with good understanding in MS Office applications, Word, Excel, Power Point, Spread sheets and other Statistical software Interpersonal Communication
• Client Relationships
• Writing, Public Speaking
• Creativity, Innovation
• Adaptability and Leadership
• Managerial Skills
• Multi-Tasking,
• Experience in using participatory methodologies in programme implementation
• Commitment to and understanding of Islamic Relief strategy, vision, mission, values and principles,