Career Opportunities at Plan International - 4 Positions

Department & Location: Logistics & Administration / Program Unit (Nairobi, Kilifi & Kisumu)

Duration: 3 Years Fixed Term Contract

Reports to: Area Manager / Country Logistics & Administration Manager

Purpose: The Logistics & Admin Coordinator has overall responsibility of ensuring efficient and effective organization and coordination of day-to-day operations of the Program Unit.

S/he is directly accountable for supporting the Program Unit in managing administrative functions including fleet management, security operations, Occupational Health & Safety (OH&S), property/asset management, storekeeping and warehousing and proactive front end program support to meet project needs and requirements in compliance to donor grants and Plan procedures and systems.

This JD outlines the main areas of duties and accountabilities and if requested by the Area Manager or Program Director will provide program support where appropriate.

Key Deliverables:

Office Management and General Administration

• Supervision and oversight of the front office operations that ensures a clean, hygienic and risk-free working environment in line with occupational health and safety guidelines.
• Participates in ensuring the smooth functioning of the unit. Recommends procedural changes, improves program and service quality by devising new applications; updating procedures; evaluating system results with users to enhance efficiency of operations.
• Collaborates with others in establishing work priorities, anticipating program requirements and follows up on ensuring appropriate implementation of policies and decisions made by management.
• Oversee and coordinate efficient use of office consumables, inventories and equipment.
• Evaluates adequacy of office space requirements, identification of office technology needs and maintenance of equipment, software and systems, coordinating enhancements as necessary.
• Ensuring that contracts, leases and other agreements are properly maintained and updated.
• Organizing, arranging and coordinating meetings.
• Serve as security focal point person for the field office.
• Processing and logging administrative purchase requests in SAP for procurement action and ensure status updates from the procurement tracker are communicated to programmes in a timely manner.
• Facilitate issuance of approved LPOs to local vendors at PU level and follow up with them to ensure quality delivery of goods and/or services.
• Compilation & consolidation of accurate weekly, monthly & quarterly reports and submitting the same for management action in a timely manner.
• Ensure adherence to relevant Plan International policies by all staff in respective PU.
• Management of office petty cash float and adherence to set expenditure guidelines.
• Responsible for office book-keeping, filing, archiving and records maintenance.
• Ensure program support is provided to the program team in a timely and efficient manner.
• Provide IT support in liaison with the IT technical lead at the hub.

Fleet & Travel Management

• Providing direct supervision and support to the Drivers and enforcement of the transport and fleet management policy as well as security SOPs.
• Analyze and negotiate service agreements for approval, monitor maintenance and repair costs and provide recommendations on fleet requirements to ensure maximum efficiency and value for money.
• Track daily Plan fleet and taxi usage, fuel consumption and maintain accurate inventory of equipment to minimize fleet downtime and reduction of risk to Plan assets and staff.
• Focal person for all travels including liaison with ticketing agents and taxi vendors to ensure quality services and value for money.
• Review purchase requisitions for parts and supplies; review vendor bid responses for tools, equipment, parts and services; monitor expenditures.
• Participate in the recruitment and selection of fleet maintenance personnel as required and jointly determine areas of development and training requirements.
• Provide timely and accurate fleet management reports on a monthly basis.
• Maintaining and updating the weekly travel schedule as well as all required fleet records and paperwork for vehicles and drivers.
• Ensure minimum safety equipment for all fleet as per Security SOP’s on Vehicles and Bikes.
• Maintain a database of all the travels and accommodation of field staff and visitors.

Asset, Property & Inventory Management

• Provide general oversight for Program Unit (PU) asset register and inventory management to ensure accuracy and currency of related records.
• Oversee continuous tagging of new assets, tracking and physical verification exercise of all assets and updating the same in the asset register.
• Providing technical assistance to staff on usage, storage and maintenance of program equipment.
• Maintaining the General Program Equipment and asset files to ensure correct documentation pertaining to the identity, repair, theft, loss, disposal, and transfer is completed, reported and filed.
• 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.
• Ensure timely processing of valid insurance cover for all office assets and equipment.

Warehousing / Stores Management

• Provides oversight for Program Unit stores and historical reference by developing and utilizing filing and retrieval systems.
• Transfer and dispose records according to Plan retention schedules and policies.
• Ensuring that all incoming and outgoing stock is controlled according to Plan procedures.
• Making proper arrangements for receiving and dispatching commodities as per Plan policy.
• Ensuring all warehouse/store related documentation is done as per policy.
• Ensuring that stocks are stored in appropriate conditions according to their specific requirements and that storekeepers are briefed on this.
• Reviewing and forwarding for approval stock movements that have been captured.
• Ensure that regular stock reconciliation is carried out and any discrepancies are properly investigated and reported to management.

Academic Qualifications and experience

• Degree in Business Administration or Management
• At least 3 years’ of related experience in an NGO environment
• Experience reviewing current work processes and developing/implementing new methods and procedures to promote efficiency is highly desirable

Key Skills and competencies

• Professionalism: Knowledge of administrative, budgetary, financial and human resources policies and procedures; Knowledge of roles, responsibilities and end to end processes in the context of an ERP system; Conceptual analytical and evaluative skills to conduct independent research and analysis; Ability to identify issues, formulate opinions, make conclusions and recommendations; demonstrates professional competence and mastery of subject matter
• Planning & Organizing: Develops clear goals that are consistent with agreed strategies; Identifies priority activities and assignments; Foresees risks and allows for contingencies when planning; Monitors and adjusts plans and actions as necessary; Uses time efficiently
• Client Orientation: Establishes and maintains productive partnerships with clients by gaining their trust and respect; Identifies clients’ needs and matches them to appropriate solutions; Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; Keeps clients informed of progress or setbacks in projects; Meets timeline for delivery of products or services to client
• Accountability: Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Plan values; Holds the team and partners accountable to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit, providing the necessary support to improve performance and applying appropriate consequences when results are not achieved
• Collaboration: Builds and maintains effective relationships with their team, colleagues, National Offices and external partners and supporters; Values diversity, approachable, good listener and team player
• Integrity: Honest, encourages openness and transparency, demonstrates highest levels of integrity

Physical Environment and Demands: Typical office environment with field visit demands whenever necessary.

Level of Contact with Children: High level – Daily interaction with children

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Department & Location: Country Office Operations Team, Nairobi

Duration: 3 Years Fixed Term Contract

Reports to: Senior Logistics & Procurement Coordinator

Purpose: The Procurement Coordinator has overall responsibility for making timely and cost-effective buying decisions that secure value for money to the organization.

S/he must determine product need and identify, communicate and negotiate with suppliers while setting up shipments, deliveries and payment schedules for proactive front end program support to meet project needs and requirements in compliance to Donor Grants and Plan procedures and systems.

Key Deliverable Areas:

• Timely processing of procurement requests to ensure goods and services are purchased and delivered in time to facilitate project implementation at the same time ensuring the organisation receives value for money in compliance with set policy guidelines.
• Liaise with the user and technical departments to ensure accuracy of the procurement plans and that specifications on PRs meet market standards and user requirements.
• Absolute adherence to the procurement guidelines for responsiveness and ensure their correct implementation by all the staff.
• Maintain and update the supplier database which is able to adequately serve the needs of the country programmes at all levels in liaison with the supervisor.
• In liaison with the senior logistics and procurement coordinator, oversees open and closed tender procedures and performs bid analysis together with the Tender Committee and minutes well filed.
• Provide technical guidance to the requesters on offers received and best services to be procured taking cognizance of value for money, specifications and quality issues in compliance with set policy guidelines.
• Prepare purchase orders/contracts and ensure all approvals are obtained, purchase orders delivered to the relevant suppliers and acknowledgement received.
• Liaise with the requesters to ensure goods and services requested are received and the necessary documentation satisfactorily done (goods received notes/invoices etc).
• Follow- up and ensure timely delivery of requested supplies and materials and keep the concerned project staff informed on the status of the delivery. Conduct first review of vendor invoices to ensure compliance with the order submitted before submission to finance for payment processing.
• Track contract implementation status and generate reports of project completion status.
• Weekly update of the procurement tracker to ensure accuracy.
• Timely and accurate submission of all financial documents to the finance department by the stipulated date to ensure Suppliers/service providers’ payments are done in a timely manner.
• Handling and addressing complaints from service providers and requesters or refer them to the right offices for timely redress.
• Timely update and correctly enter all related data of purchases into SAP.
• Keep proper and an up to date filling system for all procurement documents.
• Analyze monthly spend reports to identify trends and opportunities for further cost reductions.
• Generate and avail relevant procurement reports; PRs progression status, LPO status and goods delivery status with various stakeholders.
• In liaison with the supervisor, capacity build staff on procurement processes and procedures.

Academic Qualifications and experience

• Degree in procurement and supplies management, Business Management or relevant training in Logistics procedures and systems.
• A minimum of five (5) years of progressive NGO experience in procurement, contract management, administration or related area.
• Experience in the supply chain modules of any ERP and CIPS accreditation is desirable.
• Demonstrated ability to use latest MS Office applications & SAP operations.
• Experience on VAT exemptions procedures and Knowledge of Kenya Government procurement requirements.
• Strong negotiation and networking skills is a pre-requisite.
• Presentational skills and problem solving prowess in a complex work environment is critical.
• Willingness to learn and ability to work in a collaborative and inclusive manner.

Key Skills and Competencies

• Professionalism: Knowledge of procurement, budgetary, financial and supply chain policies and procedures; knowledge of roles, responsibilities and end to end processes in the context of an ERP system; conceptual analytical and evaluative skills to conduct independent research and analysis; ability to identify issues, formulate opinions, make conclusions and recommendations; Demonstrates professional competence, attention to detail and mastery of subject matter.
• Planning & Organizing: Develops clear goals that are consistent with agreed strategies; Identifies priority activities and assignments; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
• Client Orientation: Establishes and maintains productive partnerships with clients by gaining their trust and respect; Identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
• Accountability: Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Plan values; holds the team and partners accountable to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit, providing the necessary support to improve performance and applying appropriate consequences when results are not achieved.
• Collaboration: Builds and maintains effective relationships with their team, colleagues, national offices and external partners and supporters; values diversity, approachable, good listener and team player.
• Integrity: Honest, encourages openness and transparency, demonstrates highest levels of integrity.

Physical Environment and Demands: Typical office environment with field visit demands whenever necessary.

Level of Contact with Children: Low – very low interaction with children

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Department & Location: Programs, Kakamega

Duration: 18 Months fixed term contract

Reports to: Child Protection Technical Advisor, Kakamega CPC

 

Purpose: Plan International Kenya, Department of Children Services and UNICEF are partnering to operationalize the Child Protection Center (CPC) in Kakamega County that will be a one stop facility for child protection services and referral center for children in distress and their families.

The CPC will be jointly managed by staff from the Department of Children Services (DCS) and Plan.

The purpose of this position is to lead implementation of child protection activities within the project, conduct training needs assessments, develop and implement training programmes to build capacity of key stakeholders in child protection in detecting, preventing and responding to child protection concerns.

S/he will provide leadership technical expertise and actual training for all community outreach programmes.

The position holder must be ready to adhere to Plan Purpose & Values and Policies and sign the Child Protection Policy.

Key Deliverables:

• Develop a comprehensive child protection intervention project for Kakamega CPC.
• Develop programmes to raise awareness of the CPC services.
• Represent Plan and the CPC in stakeholders meeting at community and County level.
• Manage and supervise the social workers and ensure quality delivery of social services at the CPC.
• Manage the project budget.
• Develop a comprehensive community training programme in close consultation with the supervisor and the DCS.
• Develop training manuals and standard operating procedures (SOPs) for the project.
• Develop training needs assessment tools and orient the CPC staff on how to use them in training.

Academic Qualifications and experience

• Bachelor’s degree in Social Sciences.
• A strong background in training and capacity building.
• At least 5 years relevant work experience in busy and dynamic organizations dealing with, Child Rights, Child Protection, Advocacy, child rights programming, child protection service delivery etc.
• Experience in rights-based approaches to development including engaging with government and multilateral institutions.
• Demonstrated knowledge of child protection systems in Kenya.
• Demonstrated work experience working with poor and marginalized communities and specific child related programming.
• Knowledge of project cycle management.

Key Skills and Competencies

• Good people and negotiation skills
• Innovation and committed to learning
• Communicates clearly and effectively
• Able to work long hours with strict deadlines
• Knowledge and experience in budget management and financial reporting
• Experience in UNICEF reporting an added advantage

Physical Environment and Demands: 60% time in the field within Kakamega and nearby counties. Occasionally travel to Kisumu and Nairobi.

Level of Contact with Children: High level – Frequent interaction with children

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Department & Location: Programs (Project based in Kilifi)

Duration: 18 Months Fixed Term Contract

Reports to: Program Manager – General

Purpose: The main purpose of this position is to oversee the implementation of project titled ‘Supporting Female Renewable Energy Entrepreneurs and Adoption of Solar Power in Kilifi, Kenya, funded by Plan International Canada.

The role is responsible for planning, implementation, personnel management, resource management, monitoring & evaluation, associated stakeholder and partner relationship management, and timely quality reporting.

Designing and development of complementary or new funding proposals is expected and the Project Manager ensures quality of project activities/results including coordinating external technical support/expertise as required.

This position will provide leadership role in implementation of proposed project in Kilifi. It will make sure that project contributes to improved livelihood and entrepreneurship opportunities for young women while also increasing access and use of clean renewable energy solutions for vulnerable girls and boys and their families in the poorest households in the Kilifi region of Kenya.

Promoting female entrepreneurship and expansion of market structures into rural villages will provide opportunities for economic self-sufficiency and business education for women; the promotion of solar power energy technologies will improve education, safety and protection of vulnerable girls and boys and help build the resilience of their families.

The position will also be responsible for cross-cutting corporate quality management, supporting in designing operational monitoring/compliance mechanisms to improve systems and procedures, sound design of and overseeing monitoring and evaluation, periodic analysis of the business units, and ensuring that information collected is reflected upon, used to improve ongoing projects and is incorporated into high quality grant proposals and reports.

The incumbent should be familiar with working on Child Protection, Women’s Economic Empowerment especially with solar industry, partnerships with local government, civil society and the private sector.

Additionally, s/he will be familiar with managing large donor projects including having a great deal of understanding of donor guidelines and regulations.

S/he will have managed project budgets over and above USD 2 million preferably across various implementation sites and have worked with strategic and implementing partners.

Dimensions of Role: The Project Manager will report to the Program Manager-General based in Nairobi. As this position will be based in the Kilifi Program Unit office, the position will also work collaboratively with the respective Program Implementation Manager in Kilifi.

S/he will supervise a Project Implementation Officer (PIO) based in Kilifi and will have project oversight of all other contributing staff and partners in this project. S/he will uphold Plan’s Purpose and Values, promote programme principals (transparency, gender equity and diversity), to enhance programme impact. Ensure modelling of Plan’s values among all project staff.

The incumbent will have a good understanding of solar industry (home solar kits) and women’s entrepreneurship in rural communities.

S/he will also have the ability to manage complex partnerships especially with private sector and financial institutions.

Additionally the incumbent will have a good understanding and working experience of economic and social well-being of adolescent girls and young women in Kilifi and Kenya, and efforts required to increase income, improve control over income, build economic skills, and provide leadership to improve the quality Village Saving & Loan Associations (VSLA) in Kilifi.

Typical Responsibilities – Key End Results of Position:

Expected Outputs: The Project Manager will deliver concrete outputs as following:

• Build and manage relations with financial institutions and private sector involved in this project.
• Follow up and make sure required deliverables are implemented on a timely basis.
• Identify, select, train and build capacity of women entrepreneurs in solar products.
• Build capacity of VSLAs in delivery of home solar kits supply chain.
• Follow up and provide technical support to the project.
• Facilitate knowledge building and information sharing in relation to the knowledge outputs of the project by partners.
• Ensure delivery of the expected results of the Kilifi Solar Project.

Key Result Areas:

• Planning and implementation of project activities, oversees programme in line with the approved Theory of Change and Detailed Implementation Plan, compliance with design methodologies and approaches.
• Monitoring progress and quality together with M&E team.
• Partnership management: plan, coordinate, oversee and follow up on partner work plans and deliverables.
• Budget management; monitor expenditure against approved budget and revisit plans to ensure budget performance is in-line with regulations as well as expected deliverables.
• Ensure compliance with donor requirements and regulations.
• Support the project team and ensure effective people management ensuring welfare, contract, compliance, and performance appraisal.
• Timely preparation and submission of accurate project reports as per signed contract.
• Smooth/efficient project performance and effective management of and communication with project team.
  Contribution to proposal development inclusive of evidence-base/learning within project, technical expertise, field-based data collection for design, communication/liaison with relevant stakeholders/partners.
• Profile Plan work through his/her involvement in relevant cluster meetings and at the County level.

Work in close collaboration and coordination with:

Internal Contacts:

• Other Plan Project Managers
• Technical Support Team and Program Managers
• Designated Project Accountant
• Finance, Procurement, and Administration
• Kenya Country Office M&E
• Business Development and Grants Team
  Limited contact with Plan International Canada colleagues

External Contacts:

• County/Sub County Government, Administrators
• Government Technical Departments/Line Ministries
• Local VSLAs, SACCOs, Solar energy providers, and Solar energy training institutions
• Other INGOs, local NGOs, Private sector, UN agencies and organizations implementing in the same geographic areas, program sectors, et.al.
• Implementation communities

Oversee & Coordinate Project Implementation (40%)

• Oversee any contractual partner deliverables and ensure deliverables are met in a timely manner and with high quality. Serve as the main point of communication for implementing partners on her/his project in close collaboration with Finance and Grants Department.
• Submit accurate project reports (Narrative & Financial) on time, according to country office and donor regulations.
• Manage overall partner/s implementation of the project cycle.
• Ensure that interventions are planned and implemented for maximum impact, synergy and cost-effectiveness.
• Establish targets by interventions and areas.
• Ensure compliance with established targets and quality of project outputs and results.
• Ensure proper management of project database, records, and files.

Manage Project Resources (20%)

• Prepare a breakdown of project budget by interventions.
• Monitor expenditures by interventions and ensure compliance with approved budget.
• Review expenditure reports on a monthly basis.
• Prepare activity-based forecasts.
• Ensure timely budget adjustments and revisions in compliance with donor regulations.
• Ensure compliance with country office and donor policies, contracts, and agreements.

Build and maintain stakeholder relations (10%)

• Coordinate with relevant Plan staff in sensitizing county and sub-county level government authorities about project activities, beneficiary selection criteria and policy and procedure of project implementation.
• Ensure that project strategies are robust and in line with Plan Kenya Country Strategic Plan, and shared with all stakeholders.
• Promote effective working relations with county and sub-county stakeholders.
• If necessary, liaise with Plan International Canada colleagues.
• Motivate the communities and local government officials to contribute and participate in implementation of project activities. Attend periodic project-related meetings in the area of operations and brief supervisor.
• Coordinate with other NGOs, UN/donor agencies, and private sector players working within the operational areas to avoid duplication of efforts.
• Coordinate with other Project Managers and other internal stakeholders on resource allocation/mobilization and information and ensure that appropriate synergies with others are achieved as it relates to implementation of multiple projects in the same geographic.

Human Resources Management (10%)

• Ensure that project staffs know their roles and responsibilities.
• Communicate/share work plans with all players.
• Conduct staff performance appraisals regularly.
• Coach and mentor direct reports to enhance their skills for current and higher positions.
• Continuously engage project staff in overall project objectives, implementation strategy, reporting system and internal controls, inter alia.
• Ensure that staff welfare issues are communicated through appropriate HR and management structures as well as maintain a good feedback mechanism.
• Handle grievances and participate in disciplinary hearings as relevant.

Design, Monitoring & Evaluation and Reporting (20%)

• Establish proper data collection, consolidation and reporting mechanisms at county and sub county level.
• Consolidate project reports and analyse results.
• Review and analyse monitoring and evaluation data and recommend adjustments to design as needed.
• Ensure that approved reports are synthesised and disseminated among stakeholders.
• Support design of new programmes based on evidence from project, context in the area of implementation and/or technical expertise.
• Liaise with program team to ensure learning is available to the wider organization and outside as relevant (including development of case studies, documentaries, stories etc.)
• Support effective documentation of project outcomes.

Specific Factors

Decision Making

The incumbent makes both programmed and non-programmed decisions that include:

• Decides on resource allocation within approved budget parameters.
• Decides on project priorities within approved project work plan.
• Decides on what skills are required to execute project stages within approved project proposal.
• Decides on schedule for internal project field visits/monitoring visits; locations for donor and stakeholder visits with appropriate approvals.

Pressure of Work

• Regularly makes decisions on relationship, personnel and resource management. Pressures related to high targets, complex programming environment and necessity of high quality deliverables exist. Seasonality and other environmental conditions may at times affect work pressure and need to be mitigated.

Consequences of error

• Significant mismanagement exposes Plan to reputational risk as well as potential financial risk if resources are not used wisely. Similarly, poor personnel management practices can lead to staff dissatisfaction and adversely affect performance.

Knowledge, Skills, Behaviours, and Experience Required to Achieve Role’s Objectives:

Functional competencies:

• Builds strong relationships with project partners, private sector partners, focuses on impact and result for the client and responds positively to feedback.
• Demonstrates excellent networking and interpersonal skills, including ability to operate effectively across organizational boundaries.
• Lead the Kilifi Solar project with strong focus on women entrepreneurship and proper use of home solar kits.
• Demonstrates substantive knowledge and understanding of gender equality and development issues.
• Demonstrates substantive knowledge and experience in the provision of coordinated support and management of rights based programmes aiming to advance gender equality and young women’s economic empowerment.
• Demonstrates ability to think conceptually and analytically.
• Demonstrates strong oral and written communication skills.
• Demonstrates strong facilitation skills as well as conflict resolution skills.
• Demonstrates openness to change and ability to manage complexities.
• Consistently approaches work with energy and a positive, constructive attitude.
• Remains calm, in control and good humoured even under pressure.
• Demonstrates good interpersonal and diplomacy skills.

Required Skills and Experience

Education:

• Bachelors of Arts or a Master’s degree or equivalent in a relevant subject (Business Administration, Gender and Development, International Development, Project Management).

Experience:

• Minimum of 6 years of project management experience, with proven success in managing partnership projects to achieve results.
• Experience working with solar industry especially on home solar kits, working on interventions focusing on women’s economic empowerment specifically and on gender equality and young women’s economic empowerment.
• Specific expertise in gender responsive business skills capacity building.
• Exposure to Gender Responsive Budgeting initiatives.
• Experience in results-based and rights-based programming.
• Proven analytical and writing skills.
• Strong facilitation and training skills and interpersonal skills.
• Proven experience in capacity development, coaching and mentoring.
• Strong expertise in Monitoring and evaluating of programmes.
• Experience providing coaching, mentoring and leadership to team members.
• Experience with engagement at a strategic level, Governments and INGOs.

Values: Commitment to Plan International Kenya’s values.

Physical Environment and Demands: Ability to travel 60% of the time.

The position will be based in Kilifi with frequent travel to different locations at sub-county level.

Level of Contact with Children: Medium contact – Occasional interaction with children