Career Opportunities at ACTED

Reporting to the Kenya Country Coordinator, her/his key areas of responsibility will include:

• Ensure effective implementation of ACTED WASH programming in accordance with program requirements and in line with Donor regulations, WHO and international standards;
• Coordinate and work closely with Program Team throughout programme planning, design implementation and monitoring and evaluation
• Oversee selection and repair of selected water sources;
• Conduct capacity-building for community groups and staff in the area of water resource management, Hygiene and Sanitation;
• Be responsible for providing Technical guidance on all WASH components of programmes in Kenya, giving support to the Program team and the implementing partners during planning, designing and implementation of WASH activities.
• Provide technical leadership and support program staff in the design of a medium to long-term interventions, which address current emergency needs but which takes a longer-term view in enhancing mitigation to future crises and accountable management of resources.
• Together with program team, implement WASH activities in line with the programme proposals and donor requirements and ensure timely production of and submission of programme reports and budget revisions
• Continuously review WASH strategy and programme approaches to appropriately address and accommodate emerging field context
• Participate in conducting joint assessments and planning responses together with other team and follow up on the recommendations
• Propose innovative WASH approaches relevant to the ASAL context including on climate change, water resource management, water quality, water security etc.
• Ensure that there is creative and holistic approach to WASH programming, assist the team in finding ways to integrate/link and combine hygiene & health promotion, water and sanitation facilities design, construction & maintenance, with Health , Nutrition, Livelihoods and food security etc.
• To provide guidance and training to program staff to ensure that all work is carried out in a way that is sensitive to community needs and gender issues
• To provide technical expertise and guidance to staff as appropriate, in (for example, but not limited to) assessment, monitoring, evaluation, reporting (Internal and Donor Reports), financial management, proposal development, technical design of water and sanitation facilities and the exercise of judgment skills.
• Participate proactively and contribute in the WASH sector meetings and, at a technical level engage with UN agencies and County Government line ministries in Kenya.
• Work closely with field teams on objectives, indicators and activities and develop clear monitoring frameworks for each program in collaboration with the M & E Officers
• Ensure the development, implementation and periodic review of detailed annual implementation plans for the various WASH projects
• Other duties as required

Qualifications/Skills Required

• A Degree/Masters in Water Engineering, Water Resource Management, Hydro-geology or a related field (Environmental Health, Public Health, etc.).
• More than five years’ experience in working/programming in either emergency/relief or development, including managing community-based water, health, and sanitation projects with evidence of successful implementation of similar projects (CLTS, sanitation infrastructure, hygiene promotion, etc.)
• Background in implementation of projects with a component of CLTS
• Experience in project design, proposal writing, needs assessments, surveys, and information management.
• Experience in supervising, training, and coaching staff
• Good understanding of SPHERE and other international standards.
• Ability to conduct and effectively communicate community WASH (including sanitation and hygiene) needs assessment, program planning, implementation, monitoring and evaluation of WASH activities.
• Computer literacy (MS Office), English & Kiswahili fluency is the minimum requirements
• Experience of working in a team and coordinating the work of project staff of different cultural backgrounds.
• Able to handle, prioritize, multiple tasks simultaneously.

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Responsibilities

• Responsible for open ,transparent ,effective and fast recruitment processes;
• Work closely with HR and CFM to deliver recruitment needs.
• Design recruitment advertisements for open position in ACTED Kenya/Somalia
• Ensure that recruitment procedures are followed as per ACTED policies.
• Ensure that all open vacancies are opened both internally and externally through the relevant channels; Responsible for updating all staff members on all approved vacancy positions
• Responsible for identifying suitable recruitment channels & selecting the best applicants
• Utilize assessment tools for selection process
• Screen applications for basic compliance with position qualifications, summarize CV's for easier evaluation and interviews by the respective managers.
• Obtain and assess all credentials of the candidates when required
• Ensure there are written tests in place for all ongoing recruitments.
• Schedules interviews, make follow ups and ensure feedbacks are given to each interviewed candidates
• Actively participate in interviews when required/requested.
• Maintain an active and organized data base of applicants for various positions
• Report weekly and when required to recruitment & staffing management for progress update and further instructions
• o Conduct reference checks for all to be hired/successful candidates

· General HR

• Update the field Teams with HR information ie.information to be posted on the notice boards.
• Ensure that staff personnel folders are complete with all documents/contents as per ACTED policies (contract, CV, Application letters, Interview Records, Leave forms, certificates, diploma and other required documents;
• Filing of all processed HR papers and documents into appropriate files.
• Assist in regularly updating the staff leaves Follow up and planning
• Assist with the preparation and updates of staff data bases with the relevant information.
• Perform any other duty as requested by the HR/ADMIN Manager/Officer or the CFM.

Requested Profile

• Bachelor’s Degree in Business Administration, Human Resource, Public Relations or related field.
• 1 - 3 Years Experience in Recruitment preferably in an INGO with a proven track record of success
• Acquaintance with Kenya employment labour laws, various regulations and statutory law
• Computer Literate - MS Outlook and Excel and basic software application and and familiarity with the internet and email communications
• Excellent communication skills
• Competencies based interviewing experience
• Online recruitment systems experience
• Understanding of skills & Psychometric assessments (An advantage)
• Good understanding of the Somalia context is an advantage
• Strong analytical skills (context, people …)
• Excellent interpersonal skills and demonstrated ability to establish effective work relations at all levels,
• Proven ability to prioritize tasks, meet deadlines and work with limited supervision, pro-active and a good team-player.
• Capacity to build a maintain a strong professional network

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Position profile

Under the overall guidance and supervision of the Logistics Manager, the Capital Logistics Officer ensures that s/he performs transparent and efficient logistics activities for ACTED programmes in Kenya and Somalia.

Specific Duties and responsibilities

Objective 1: Management of the Capital level Procurement & field procurement

• In accordance to ACTED’s procurement procedures, be responsible for the procurement process of all items or services purchased on the Capital level upto the level (Scenario) agreed with the Logistics Manager
• Receiving orders from the various departments, signing them and updating in the order follow up.
• Responsible for signing all procurement memo for Capital level procurement;
• Responsible to setting up the correct procurement procedure for each purchase;
• Contact requesters to ensure correct specifications of each items ordered, in order to avoid non-matching procurement;
• Ensure procurement of goods and services is always done following the value for money principle;
• Accountable for Compliance with respects to all capital procurements;
• Establish the monthly purchase forecast, gathering all purchase that will be done on capital level, and send it to the Country logistics Manger.
• Accountable for the reception of all items delivered or in transit to the Capital office;
• Accountable for quantity and quality check of all goods received on the Capital level;
• Ensure the information flow between the different Stakeholders in the supply chain;
• Responsible for transmission to finance all procurement files for payment
• Responsible for filling the logistics and compliance procurement file;

Objective 2: Stock management and procurement follow-up tools update

• Develop, update and supervise the Order follow-up;
• Develop, update and supervise the supplier data base;
• Develop and update the price data base;
• Supervise the IN and OUT processes
• Supervise the filing of all processed documents, according to FLAT procedures;
• Responsible for compliance with the stock management procedures;

Objective 3: Office/infrastructure management

• Responsible for the Nairobi base various works
• Accountable for office/guesthouse bills payment i.e. electricity, water bills and internet for guest house/office
• Accountable for setting up and receiving requests for house/office maintenance and assure the effective treatment;
• Accountable for the maintenance and reparation of guesthouses, offices and warehouses
• Responsible for lease agreement preparation and amendments;
• Objective 4: Supervision of staff
• Direct supervisor of the Logistics Assistants, House keepers and gardener
• Assure that security and safety rules are respected by the staff under his direct supervision;
• Replace the missing staff and predict supplementary staff needs according to HR procedures;
• Assure evaluation and contribute to the development of competencies of the staff under his direct supervision;
• Validate leaves and breaks of staff under his direct supervision;
• Assure the daily management of his team;
• Participate in the recruitment of the positions under him;
• Assure the repartition and coordination of work;
• Deal with HR problem within his team and report problems to Log Manager and HR team;

Objective 5: Reporting

• Send every Friday the updated Order follow-up to the Heads of Departments and the Program Managers;
• Compile and analyse the Logistics reports and send them to the Logistics Manager on 5th of each month.
• Writing of the Log Team meeting minutes

Objective 6: Logistics Document Filling

• Reception of purchase files and control of the conformity to ACTED procurement procedures. Report any missing to the Logistics Manager
• Physical filing of the procurement documents in the adequate place.
• Scan every purchase files and save it on the server
• Organize the archive room and insure security/cleanness of it;

Required Profile

• Bachelor degree in purchasing Supply Management or Chartered Institute of Purchasing and Supply (CIPS, UK) or higher national diploma in store, logistics management or equivalent.
• At least 4 years relevant experience in procurement and logistics management in INGOs.
• Computer literate and with excellent IT Knowledge.
• Excellent interpersonal skills and demonstrated ability to establish effective work relations at all levels,
• Strong people management and leadership skills;
• · Excellent communication skills.
• · Strong analytical and conceptual skills.
• · Experience in providing inputs to proposals and donor reports in procurement and logistics.
• · Demonstrated experience in overall responsibility and accountability for the logistical management of an organization.
• · Ability to work under pressure,deal constructively with stress and working long hours.
• · Proven ability to prioritize tasks, meet deadlines and work with limited supervision, pro-active and a good team-player.

· Being conversant in Somali language will be considered an advantage.

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Duties and Responsibilities

1. Development of AME project monitoring and evaluation plans, data collection tools and methodologies

· Assist in the design of AME methodologies, terms of reference (TORs) and data collection tools to monitoring progress and outcomes of ACTEDs projects (including for baseline surveys, needs assessments, monitoring and project evaluations);

· Ensure that monitoring and evaluation activities are in-line with expected project goals, objectives and measure the defined indicators;

· Collaborate with Field Coordination and Programme Development Department to design logical frameworks and indicator collection plans;

· Work closely with the GIS Department and Programme Development Department in order to provide useful information for mapping and project reporting, as necessary;

2. Facilitate the collection of accurate, reliable and useful data for project implementation and development

· Plan and conduct field-level data collection, at different stages of the project to support project cycle management;

· Provide field supervision and plan logistical arrangements for conducting AMEU activities;

· Communicate regularly to the AMEU Manager and Capital AMEU Officer on the implementation progress of field missions;

· Conduct data collection using qualitative and quantitative methods and secondary data (reports, government statistics etc);

· Supervision of data entry and conduct data checking/cleaning for quantitative and qualitative data when necessary;

· Support the Capital AMEU Officer to ensure that AMEU information is stored and managed effectively and confidentiality is maintained in accordance with ACTED procedures.

3. Conduct quantitative and qualitative analysis and write timely and useful reports for programme development, management and implementation

· Conduct analysis of quantitative data, including preparing cross-tabulations, graphs and statistical analysis when required;

· Conduct qualitative analysis including writing up field-notes and use different methods to improve programme implementation, such as SWOT analysis, Problem-Solution tree, etc.

· Facilitate field team debriefing sessions;

· Facilitate quick and accurate reporting of monitoring result to ensure that ACTED, donors and other organizations can build upon successes and lessons learnt during the programme when requested by the AME Manager.

4. Management of AME team in Maralal and external relationships under his/her responsibility

· Frequently communicate with Capital AMEU Officer on most matters, keeping the AMEU Manager informed;

· Manage the AME activities for the Maralal Area;

· Communicate weekly with AMEU Manager to coordinate monitoring schedules – requiring approval for all technical matters;

· Other tasks as required to complete necessary tasks.

Qualifications/Skills Required

• Bachelor degree in Social Science or a related field.
• A minimum of three years relevant experience, preferably in a similar position in an NGO.
• Deep and clear understanding of humanitarian principles and activities.
• Sound understanding/experience in participatory assessment, monitoring and evaluation, data processing and analysis.
• Good contextual knowledge of local issues, community priorities, social and cultural constraints and realities.
• Experience and knowledge with mobile phone based data collection is preferred.
• Strong organizational skills and meticulous attention to detail.
• Excellent interpersonal skills and demonstrated ability to establish effective work relations at all levels.
• Proven ability to prioritize tasks, meet deadlines and work with limited supervision, pro-active and a good team-player.
• High level of integrity and honesty.

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Responsibilities:

1. Ensure ACTED Representation in the area of activity

• Representation vis-à-vis provincial authorities:
• Participate in official meetings to ensure maximum visibility vis-à-vis provincial authorities.
• Representation vis-à-vis Donors:
• Establish and update contact details of potential Donors active in the area of activity;
• Participate in Donor meetings at provincial level and communicate relevant information to the Country Director;
• Circulate the Annual Report.
• Representation amongst other international organisations:
• Participate in inter-NGO Coordination meetings and those of UN Agencies (OCHA, UNDP, UNICEF, FAO, etc.), and any other relevant inter-governmental institution at provincial level;
• Ensure maximum visibility of the Agency amongst the NGO community at provincial level;
• Lead the production of reports and ensure the timeliness and accuracy of information provided, as well as ensuring confidentiality of sensitive information.
• More generally, the project manager is expected to contribute to the creation of a positive image and overall credibility of the organisation, notably through the application of ACTED’s mandate, ethics, values and stand-point with regard to other actors.

2. Contribute to the development of a global intervention strategy and to support its

Implementation at provincial level

• Analyse the context and develop strategic plans, in consultation with the Country Director:
• Gather and analyse information regarding opportunities and risk;
• Define an operational strategy for finances and HR.
• Implement the financial strategy:
• Oversee drafting of projects and budget development;
• Lead fund-raising and negotiations with Donors in the area of intervention;
• Lead the application and adherence to contract terms and requirements;
• Supervise overall financial commitments and financial risk.
• Implement the operational strategy:
• Supervise Office Managers and Project Managers of the area of intervention in project implementation;
• Help the various teams in negotiations with provincial/local authorities and partners;
• Ensure global coordination and complementarity amongst projects within the area of intervention;
• Assess activities and ensure efficient use of resources.
• Oversee reporting procedures:
• Develop a reporting schedule with regard to Donor deadlines;
• Plan and supervise the development of narrative and financial reports;
• Ensure adherence to FLAT procedures.
• More generally, communicate systematically to the Country Director the development of the area strategy and its implementation.

3. Oversee Staff and Security

• Guide and direct the staff of the area of intervention:
• Organise and lead coordination meetings;
• Prepare and follow work plans;
• Ensure a positive working environment and good team dynamics (solve out potential conflicts);
• Promote team working conditions in the limit of private life;
• Adapt the organigramme and ToRs of personnel according to the area development;
• Undertake regular appraisals of directly supervised colleagues and pass appraisal forms to the Country Administrator with recommendations (new position, changes to contract or salary etc.);
• Contribute to the recruitment of expatriate staff:
• Follow recruitment procedures: plan recruitment needs in advance; draft ToRs for open vacancies; if necessary undertake phone interviews with candidates;
• When requested by HQ, undertake interviews of expatriate candidates living in the area of intervention.
• Oversee staff security:
• In cooperation with the Area Security Officer, monitor the local security situation and inform both Country Security Officer and Country Director of developments through regular written reports;
• Update the security guidelines in the area of intervention;
• Ensure that security procedures are respected by the whole staff.

III. Qualifications:

• Master Level education in a relevant field such as International Relations or Development
• Willingness and ability to travel to field offices (Samburu and Mandera Counties) is highly requested.
• Project management experience (management, planning, staff development and training skills) in development programmes
• Atleast 3- 5 years previous work experience in a relevant position
• Proven capabilities in leadership and management required
• Excellent skills in written and spoken English
• Strong negotiation and interpersonal skills, and flexibility in cultural and organizational terms
• Ability to work well and punctually under pressure