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Plan International was founded over 75 years ago with a mission to promote and protect the rights of children.
The organisation was set up by British journalist John Langdon-Davies and refugee worker Eric Muggeridge in 1937, with the original aim to provide food, accommodation and education to children whose lives had been disrupted by the Spanish Civil W...
Plan International is an independent child rights and humanitarian organisation committed to children living a life free of poverty, violence and injustice.
We actively unite children, communities and other people who share our mission to make positive lasting changes in children’s and young people’s lives. We support children to gain the skills, knowledge and confidence they need to claim their rights to a fulfilling life, today and in the future. We place a specific focus on girls and women, who are most often left behind.
We have been building powerful partnerships for children for more than 75 years, and are now active in more than 70 countries.
ROLE PROFILE
Functional Area & Location
Programs – Nairobi
Date
October 2017
Reports to
Country Director
Duration
3 Year renewable contract
ROLE PURPOSE
In the past three years Plan International Kenya has grown its portfolio. Operating in more than twelve counties and with a robust Nairobi urban programme, there is a growing diversity of contracts and grants as well as projects funded by the sponsorship programme. Increasingly Plan International Kenya is changing its modality to work with and through local partners as well as with government and in public-private partnerships.
With an annual budget of approximately Euro 22 million, Plan International Kenya’s projects reach out to millions of children and the communities in which they live to improve their lives specifically focussing on child protection, girls empowerment, child and maternal health, education, youth employment and economic opportunities as well as disaster risk management.
Dimensions of the Role
This role is responsible for the overall leadership and management of the relevant Hub operations and oversight of all programs implemented within their area of responsibility. The incumbent will ensure programs are effectively implemented according to the Country Strategy (CS) and in line and with Plan’s purpose, values and behaviours.
Overall managerial accountability for Program Units performance and impact including safety and security, correct application of Plan Kenya policies and procedures, HR, programme and all aspects of programme support. Ensure that strategic objectives for the Plan Kenya Country Office as outlined in the CS and through global plan initiatives adopted by Plan Kenya are achieved through high quality programming. The incumbent will also be responsible for establishing and developing relationships with other Counties within an extended area of operations with a view to increasing business operations and supporting most marginalized communities. S/he will uphold Plan’s Values and behaviours’, promote Plan’s Purpose, programme principles (transparency, gender equality and diversity) to enhance programme impact, and be committed to child protection and respect for human rights.
S/he will be the principle on the ground representative of Plan Kenya in the County (ies) of operation, and will ensure Plan’s visibility and participation within the County and area of operation by facilitating appropriate collaboration, networks and partnerships. The role will support staff capacity development through coaching and mentoring. The Area Manager (AM) is also tasked with security management and risk mitigation management using tools prescribed by Plan Kenya.
This role will be located in the hub offices either in Nyanza, Coast and Nairobi reporting directly to the Country Director. Outside of management of the PU’s in the area, the Area Manager is also responsible for furthering links to other Counties in the region where no PU’s for Plan exist in the form of representation to County government, communities, civil society actors and pursuing business opportunities.
The Area Manager (AM) will also have oversight to ensure that all projects are implemented in line with donor contracts and guidelines and according to monthly project activity plans and budgets. The incumbent will also have oversight responsibilities for Sponsorship, Operations and Finance monthly activity plans.
Key direct reports.
S/he will supervise approximately 10 staff directly at the Hub. These include the, Administration Coordinator at the Hub level, Program Managers (PM), Senior Accountant, (has a matrix technical reporting line to the Finance Manager); IT Coordinator (has a matrix technical reporting line to the ITM), Procurement Coordinator (has a matrix technical reporting line to the Administration and Logistics Manager). He will also supervise project specific staff i.e. Project Managers/director based at the Hub. S/he has a delegated authority as defined by Plan’s duty matrix.
Ensure optimal staffing of the hub offices at all times
Accountabilities
Finance, Compliance and Risk Management:
- The incumbent will have oversight of the relevant Program Units budgets. S/he will approve local purchases and procurement processes; track monthly donor and sponsorship activity budgets and report on any variances to relevant project/program managers and the Finance Manager. The incumbent is also responsible for the organizational assets/resources assigned to the Program Units.
- Tracking Program Unit budgets to ensure efficiency, timely and quality project investments.
- Ensure existence and compliance of controls for risk reduction and management
- Ensure Program Units in the hub comply with Plan’s corporate governance systems and procedures as well as government laws/regulations as relates to operations of NGO/Civil Societies
- Leading audit management responses and corrective action plans in the area of operations.
Administration and Logistics:
- In consultation with Operations Director, lead PU teams in coming up with annual Programme Unit operations and administration budgets/plans, monitor closely and report on utilization of the budgets
- Ensure timely procurement of goods and services at the hub level. Lead and advise on the appointment of the hub procurement committee members, ensure their induction and performance at all times. Manage performance work of the committee to ensure timely delivery of the procurement services entrusted to them.
- Coordinate with the Logistics and Administration manager at the Kenya Country Office (KCO) level to ensure availability of credible supplier database at all times.
- Coordinate with the hub procurement coordinator and KCO Administration and Logistics manager for the development of supplier performance management tools.
- Monitor to ensure compliance with the Plan and donor procurement and Logistics procedures.
- Ensure Program Units resources such as assets are properly managed and accounted for following the laid down procedures at all times. Advise on the Program Units asset disposal and liaise with Administration & Logistics Manager for disposal support
- Collaborate closely with the Director of Operations and Logistics and Admin Manager for procurement support and guidance.
- Provide oversight for the development and implementation of the PUs procurement plans. Put mechanism in place for the frequent review of the procurement plans and ensure the plans effectively support the PU procurement processes.
- Lead the Area Management Team in ensuring the smooth day-to-day running of field operations and ensure that programme plans are clearly prioritized and communicated to the operations team effectively;
- Conduct regular Area Management Meetings quarterly, to enhance information sharing among Area Management Team members and effectiveness of operations;
- Work closely with the Operations Director to ensure adequate logistical support to deliver high quality programmes effectively.
- Lead monthly budget vs actual grant management meetings at area levels with team and in close collaboration with Finance and Grants Managers
Sponsorship:
- Timely management oversight of all sponsorship processes according to guidelines and regulations in close coordination with the Sponsorship Manager.
- Ensure timely and well managed sponsorship production and communication processes at the Program Unit levels.
- Actively support key Program Units sponsorship staff to ensure high quality and timely products.
- Ensure that the Sponsorship Commitments are being carried out as per the approvals of the Sponsorship Manager.
Leadership and Representation:
- Provide visionary leadership, coaching for results and support to the Program Units teams/members in the management of projects, financial resources, individual staff development and in the management of their performance.
- Lead relationships and represent the Program Units with all senior County government authorities and departments and establish and maintain strong networks and partnerships at sub-county and county levels to ensure Plan’s profile is held in high esteem.
- Ensure close cooperation with donors, INGOs and local NGOs operating in the area and develop programming ties.
- Champion and facilitate change initiatives to enable organizational effectiveness and efficiency.
- Support Plan’s advocacy efforts and initiatives at the county and sub-county level
- Plan and provide oversight for all visitors to the Program Unit and area of operations
- Champion modelling and innovation in order to scale up successful interventions
- Develop and manage key stakeholder relationships. Liaise with external stake holders i.e. governments, implementing partners, Civil Society Organizations, NGOs, private sector as well as network including in non PU areas, identify opportunities and develop new business strategies for the area/region.
- Ensure proper communication mechanisms are in place to ensure effective and timely communication between staff in the Area and the Management at the KCO
Programme
- Responsible and accountable for Plan’s programmes in the area and for the implementation and management of programmes, grants and awards in accordance with Plan’s strategies and policies for quality programming.
- Ensure that the PUs/hub teams receive appropriate and timely support from KCO technical advisors/leads and programme quality teams for project designs, M&E, policy and advocacy
- Ensure that the programmes are appropriately monitored reviewed and evaluated on a continuous basis according to organizational quality standards and in coordination with the Programme Director-Quality and Development.
- Ensure appropriate systems for all aspects of programme cycle management are in place ensuring lessons learned are taken into account.
- Lead PUs in coming up with annual draft POs for KCO reviews and approvals
- Contribute to strategy and proposals development within the area under the overall leadership of the Programme Director – Quality and Development and BDM. Responsible for ensuring that proposals are relevant, contextualized and inclusive of all required support and staffing costs at the field level.
- Support the PMs to ensure timely and effective implementation of the Programme Unit projects according to approved project outlines, donor contracts and approved monthly activity and budget plans.
- Work with senior management to ensure adequate resource mobilization, appropriate allocation and management.
- Provides leadership to Programme Units staff and communities in planning for and responding to emergencies and disasters.
- Ensure all staff are familiar and understand Plan rights based approaches and conceptual and actual objectives of all interventions and initiatives
- Ensure correct and appropriate branding and media coverage at all times in programming, while working in contact with the Communications Manager and other relevant senior staff.
- Lead field-based start-up meetings of new projects with relevant KCO staff to guarantee a joint understanding among team members of donor requirements, budget responsibilities, technical requirements and other considerations.
- Provide on-site support through frequent visits to project sites
Security:
- Develop plans in association with the Safety and Security Manager and execute all security plans and proactively manage mitigation measures
- Ensure the safety and security of Plan staff and assets within the Program Unit at all times. Contribute to the development, revision and update of the Plan-Kenya security procedures and guidelines.
- Ensures that Plan International’s global policies for Child Protection (CPP) and Gender Equality and Inclusion (GEI) are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures.
Key relationships
S/he will work directly with the, Project Managers, Program Managers and their teams and is responsible for ensuring all projects have realistic activity and budget plans that are hitting their targets each month. S/he will work closely with Plan International Kenya’s leadership, including the Director of Operations, the finance and grants teams; as well as thematic lead Advisors.
Technical expertise, skills and knowledge
Educational Qualification & Experience- Essential
- Post graduate degree in management related issue and community development
- At least 10 years relevant experience in community development/child protection/education/gender work, with minimum of 4 years at a supervisory/ managerial level.
- Previous management of programme portfolios in excess of USD15 million annually with multiple partners (including government and civil society).
- Experience managing complex and multi-thematic programs, especially in areas of education, health and/or child protection a bonus.
- Track record of achieving programmatic results and impact.
- Strong understanding of gender responsive programming and meaningful child participation in programs.
- Knowledge of development challenges and context in Kenya, in particular of education, livelihoods, and child protection systems.
- Experience of remote management
- Familiarity with various donor guidelines and requirements.
Competencies
- Believe in the potential of all people to succeed. Ability to perform under stress, innovative, build relationships, coach and mentor, facilitate change and team development.
Leadership Attitudes and Behaviours
- Proven leadership, inter-personal and cross-cultural skills, and ability to build and motivate multi-disciplinary teams.
- Ability to take responsibility, make decisions and monitor implementation in a timely manner.
- Ability to effectively lead multi-stakeholder meetings and processes.
- Demonstrable skills in strategic planning, financial and human resources management, supervision, and budgeting.
- Strong negotiating, facilitation & influencing skills while maintaining political neutrality.
- Ability to work under pressure, multi-task and meet deadlines.
- Commitment to working transparently and with integrity
Plan International’s Values in Practice
We are open and accountable
- Promotes a culture of openness and transparency, including with sponsors and donors.
- Holds self and others accountable to achieve the highest standards of integrity.
- Consistent and fair in the treatment of people.
- Open about mistakes and keen to learn from them.
- Accountable for ensuring we are a safe organisation for all children, girls & young people
We strive for lasting impact
- Articulates a clear purpose for staff and sets high expectations.
- Creates a climate of continuous improvement, open to challenge and new ideas.
- Focuses resources to drive change and maximise long-term impact, responsive to changed priorities or crises.
- Evidence-based and evaluates effectiveness.
We work well together
- Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
- Builds constructive relationships across Plan International to support our shared goals.
- Develops trusting and ‘win-win’ relationships with funders, partners and communities.
- Engages and works well with others outside the organization to build a better world for girls and all children.
We are inclusive and empowering
- Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
- Builds constructive relationships across Plan International to support our shared goals.
- Develops trusting and ‘win-win’ relationships with funders, partners and communities.
- Engages and works well with others outside the organization to build a better world for girls and all children.
Physical Environment
Typical office environment with 40% travel within the HUB.
Level of contact with children
High contact: Frequent Interaction with Children
Gmail
Yahoomail