Career Opportunities at Plan International

Typical Responsibilities - Key End Results of Position
1. Fleet Management

• Provide support and direction to the drivers and ensure that they are executed in line with organizational guidelines; providing all information as required to KCO Fleet Coordinator/Head Driver.
• Maintain and update all required records and paperwork for vehicles and drivers.
• Manage fuel and maintenance contracts as needed.
• Ensure that planned preventative maintenance is carried out to a high standard with minimum disruption to program activities.
• Ensure that all drivers are briefed on and adhere to organizational policies and procedures.

2. Asset Management

• Ensure that the asset register is well maintained
• Ensure that all assets have been issued a unique identification number and tracked on a central asset register, maintained at the Country Office
• Regularly update the asset register whenever transfers, disposal, loss, changes in condition and procurement take place with details of that transfer, disposal etc.
• Coordinate a full physical verification of the asset register at least once a year to verify that the assets are in place and ascertain their condition.
• Ensure that the users of general program equipment and assets are briefed/trained on how to operate and care for the equipment correctly
• Ensure that general program equipment and assets are kept in good condition, serviced as required and when necessary, promptly repaired in compliance with any existing warranty
• Report to the Management on the condition of equipment and any discrepancies if found

3. Warehousing/Storage Management

• Manage the transport and warehousing/and or storage contract if and when needed
• Ensure that all incoming and outgoing stock is controlled according to organizational procedures and that all appropriate paperwork is in place.
• Ensure that all program documentation related to warehousing or storage and those used in distributing items is properly filed and is in order
• Make proper arrangements for receiving and dispatching commodities
• Submit monthly stock reports to the programs department and/or designated program managers
• Ensure that regular stock reconciliation is carried out and any discrepancies are properly investigated and reported to management.
• Ensure that stocks are stored in appropriate conditions according to their specific requirements and that Office Assistants are briefed on this.
• Ensure that all incoming and outgoing stock targeted for beneficiary distributions and programme use are captured into the system according to the policies and procedures.
• Authorize and approve stock movements that have been captured
• Ensure that stock and physical inventory are properly reconciled and are always balancing.

4. Property and Security

• Ensure that contracts, leases and other agreements are properly prepared and updated so as to meet organizational needs, include fair and reasonable commitments from service vendors, and comply with country government law.
• Serve as security focal point person for the Program Unit - staying up-to-date on security of the premises and alarm systems.
• Make sure that the premises are always clean, accessible and no hazardous material are left unattended.

5. Travel

• Responsible for all the travel arrangement within the Program Unit
• Maintain a database of all the travels and accommodation of all field staff and visitors
• Be the focal point for the travel agents and taxi to ensure that the Program Unit is given the best services and value for money
• Brief Management on any issues related to travel and suggest best practices

Educational Qualification and Experience

• Bachelor’s degree in Business Administration or related field
• 3-5 years’ experience of progressive responsibility in administration
• 2 years’ experience in managing a team
• Basic computer literacy – working with MS Office

Skills Specific to the Post

• People skills (communication, supervision, negotiation, influencing)
• Report writing skills

Competencies

• Takes initiative
• Takes responsibility
• Analytical ability
• Team orientation
• Problem solving
• Multi-tasking

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Typical Responsibilities - Key end Results of the Position:
1. Corporate communications

• Communicate Plan International’s achievements and lessons learnt in order to influence change at policy level and raise Plan International’s profile as a key player/expert in the areas identified in the Global Strategy and Plan Kenya’s Country Strategy
• Ensure the consistent and correct use of all the corporate and branding elements in all the external communications materials and public events
• Advise management and ensure the execution of decisions on various creative, diversified and effective channels to communicate, ensuring appropriate messages to the relevant audience.
• In liaison with programme staff, lead the delivery of key messages appropriately tailored to external audiences, including through the production and dissemination of reports, the organization of events and conferences, the establishment and maintenance of social media outlets and websites, and the use of other media channels.
• Advise on and manage risks related to Plan International’s communication and media work.
• Lead internal communication and keep staff regularly informed of up-to-date organizational developments at global, regional and country level through effective channels.
• Lead and manage the formulation and implementation of Country Communications Strategy
• Support the development of Plan International Kenya staff’s communication skills.

2. Campaigns and advocacy

• In liaison with programme staff, lead campaign initiatives in relation to Plan International’s global and local campaigns, ensuring appropriate messages and means to the local context.
• Establish, strengthen and maintain strategic partnership and alliances with campaigns and advocacy partners.
• Lead in the production and dissemination of positions papers and position statements, key messages on the campaign themes.

3. Media relations

• Establish, strengthen and maintain strategic partnership with media and public relations partners in order to boost Plan International’s image, profile and visibility in the country.
• Ensure that Plan Kenya is positioned high and known as a child centered community development organization. Ensures Plan International’s public profile is high and positive.
• Support the positioning of Plan International Kenya as a charity of choice - for development and humanitarian works.

4. Information and knowledge management

• In liaison with programme staff, ensure the effective gathering, packaging, management and utilization of critical information required to achieve country program goals, external influence, external publications and inform strategic directions.
• Ensure that Emergency Response and Recovery Program Situation Reports are professionally and efficiently produced and disseminated to all stakeholders.
• Ensure that best practices, success stories, case studies etc are produced and add value to country operations, fundraising and donor retention plan.
• Ensures that proper systems and mechanisms are in place through which corporate communications and marketing products are properly documented, protected, shared and displayed as necessary.
• Ensure that user friendly systems or infrastructures are in place where learning resources are shared.

Educational Qualification and Experience

• Bachelor’s degree in Communication, Public Relations, Journalism, Media Studies, International Relations or Marketing.
• Masters’ Degree in the above mentioned areas is desirable.
• At least 10 years of relevant working experience, out of which 3 years managerial experience.
• Experience in developing and implementing communications strategies.

Knowledge & Skills

• Good understanding of child protection and development issues.
• Knowledge in digital communication and social media.
• People skills – able to interact, supervise, negotiate, influence, network, advocate and facilitate
• Writing skills – able to write press releases, speeches and presentations
• Event management skills

Competencies

• Takes initiative
• Takes responsibility
• Analytical ability
• Team orientation
• Problem solving
• Multi-tasking

Physical Environment and Demands
Typical office environment with approximately 30% field visit demands.

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Typical Responsibilities - Key End Results of Position:

• Ensure compliance to sponsorship policies and guidelines
• Provide visionary leadership and support to sponsorship staff in the achievement of their departmental targets as well as in their individual development and performance.
• Track and monitor 2-4 CBOs sub granted to support sponsorship activities and ensure a good performance is sustained.
• Identify capacity gaps for community volunteers, sponsorship staff & community based organizations and ensure they are addressed.
• Coordinate sponsor visits at the PU in collaboration with National Offices to ensure the visits are successful and comply with Plan International policies
• Ensure sponsored children and families are effectively engaged & participate in sponsorship and program activities.
• Monitor expenditure of approved sponsorship budget and revisit plans to ensure budget performance are within approved limits.
• Generate monthly sponsorship reports for sharing and influencing programming at various levels.
• Ensure existence of controls for proper risk management in sponsorship.
• Enhance reporting and follow-up of child protection issues identified through sponsorship activities.

Educational Qualification and Experience

• Bachelor’s degree with in Social studies, Sociology or Community Development.
• 3-5 years’ experience in sponsorship preferably in an NGO.
• 2 years’ experience in managing a team
• 1 year of motorbike riding.

Skills Specific to the Post

• Basic computer literacy – working with MS Office
• People skills (supervision, negotiation, facilitation, conflict resolution, influencing)
• Report writing skills
• Communication skills

Physical Environment and Demands:
Typical office environment (about 70%), with demands for regular field visits.

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The Role

The Fund Management role exists to support implement of all agreed initiatives towards income diversity, growth and improvement of fund management across RESA. The specialist will therefore support countries strengthen their capacity to handle pre and post-acquisition fund management processes and adhere to Plan policies and procedures. Ultimately, the aim of the role is to help position RESA countries as recipients of choice for Donors and NOs including demonstrated capabilities for handling complex grants and funds compliance standards. The function also partners with other departments especially programme management and Finance in analysing performance against grants, Plan policies and standards, fund management related risk monitoring and donor reporting and liaison.

The Person

You have demonstrated experience in fund management working with various donors and good experience in programme management. Experience in grants management and compliance, donor relations, project management, proposal development, financial management, risk management, and understanding and knowledge of programme design is essential. Demonstrable expert knowledge in understanding of the development sector is critical.

You hold a Bachelor’s degree in Economics, Social studies, Accountancy, Financial management or business administration and a recognised relevant professional qualification with a minimum five (5) years’ experience working in senior management in the NGO sector. Working experience of ERP based systems and accounting software such as SAP is an asset. Knowledge of diverse key donor and grant requirements, the ability to work in a multidisciplinary and multicultural environment is an asset. Background knowledge in finance/accounting, risk and compliance management is essential to the role.