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The Danish Refugee Council (DRC) is a humanitarian, non-governmental, non-profit organisation founded in 1956 that works in more than 30 countries throughout the world.
Purpose
Based in Nairobi, with regular travel to field locations in Kenya, Somalia and Ethiopia, the Finance Coordinator supports in day to day routine financial duties, review of budget/budget revisions and is the lead finance focal point for the Programme Management Unit, Project Steering Committee, Technical Working Group and finance and programme staff from all consortium agencies. The Finance Coordinator also acts as the “Technical Focal Point” to all field operations from the 4 consortium members across all 3 locations. The Finance Coordinator is a key member of the Programme Management Unit and will contribute to ensure overall planning, implementing, and managing of the project, and assure progress towards achieving project goals and objectives.
S/he will oversee timely use of budget, with adherence to applicable policies, provide capacity building to project staff, and contribute to planning, coordination and learning within the consortium.
Responsibilities and Tasks:
The Finance Coordinator refers to and works in close collaboration with the finance and senior project staff of each of the implementing agencies. Specific responsibilities include:
- Responsible for financial progress against agreed targets of the project across all implementing agencies and areas
- Responsible for ensuring the timely and quality completion of all financial deliverables and reports in accordance with EU guidelines
- Oversee financial and administrative management of the programme, ensuring compliance with DRC and EU rules and regulations
- Support the establishment of effective financial reporting and financial management mechanisms including budget phasing in line with work plan, procurement plan, M+E plan, Inception Phase planning and others. Ensure the TDL’s are cleaned for donor reporting
- Organise and lead monthly BFU/TDL reviews meeting & monitor actual spending and advise programme teams on financial issues (overspends, underspends, compliance issues, clearing of outstanding advances etc.)
- Provide additional technical assistance to partners as necessary to maintain high standards of compliance.
- Prepare budget re-alignments where needed in collaboration with consortium member finance teams
- Develop a strong working relationship with the finance focal point of each agency and each field team.
- Participate in consortium Project Steering Committee meetings and Technical Working Group meetings, and ensure implementation of corrective measures related to finance/expenditure/compliance.
- Monitor the liquidity levels of the field offices and ensure that cash requests are handled on time as per the agreed deadlines.
- Minimize financial risks by ensuring that consortium members’ financial policies and procedures are strictly adhered to through predefined effective internal control system.
- Check on the completeness, accuracy and validity of information regarding payment documents before payments are effected.
- Ensure the implementation of recommendations raised through internal & external audits, compliance audits etc.,
- Support the PMU in internal and external audit process.
- Coordinate with consortium members and/or with NGO Liaison bodies to obtain relevant local tax laws/requirements and ensure all partners are in compliance. This includes obtaining tax exemptions (i.e. Value Added Tax [VAT]) letters on yearly basis where needed.
- Coordinate with consortium member HR departments to ensure all taxes related to staff salaries are paid in a timely manner to the relevant departments. This included taxes for Expatriate salaries, where applicable.
- Coordinate with the Procurement and Logistics departments of consortium members to ensure the relevant taxes (if applicable) are indicated in all supplier documentation and paid to the relevant departments in a timely manner.
Qualifications:
- Relevant university degree in Financial Management, Accounting, or any other relevant field.
- At least five year’s work experience in field of finance/accounting/book keeping in an NGO or the commercial sector.
- Experience managing complex activities involving coordination with multiple project partners
- Proven experience in NGO programme budget management, including reporting and compliance. Previous experience managing an EU grant would be a plus.
- Advanced experience/skills in MS Excel (experience in working with formulas).
- Ability to train and build the capacity of finance and programme staff
- Experience living and/or working in complex emergency locations preferred.
- Communication Skills: Excellent writing and verbal skills in English
- Adaptability and flexibility: Ability to manage a large workload and multiple tasks in a fast-paced environment with tight deadlines.
- Work style: Highly organized team player, pro-active and with demonstrated strong personal initiative and decision making ability. Proven solid analytical and problem solving skills.
Personal competencies
- Political and cultural sensitivity, including ability to adapt well to local cultures.
- Demonstrated successful experience working within a complex security environment is preferred.
Core competencies: Basi /Advanced/ Expert
- Striving for excellence - Expert
- Collaborating - Expert
- Taking the lead - Advanced
- Communicating - Expert
- Demonstrating integrity - Expert
Basic: I master the essentials, but may at times need help from others
Advanced: I can work independently at full professional level.
Expert: I am the go-to person when others need help.
Posting details:
Location: Nairobi, with frequent travel to field sites in Kenya, Ethiopia and Somalia
Reports to: Head of Programme Management Unit, BORESHA Consortium
Availability: 1 Jan 2018
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Purpose
Based in Mandera Town with regular travel to field locations in Somalia and Ethiopia, the Senior Project Coordinator has responsibility for day to day implementation of a DRC-led consortium of 4 agencies implementing a cross-border EU-funded grant across Mandera, Kenya, Dollo Ado, Ethiopia and Gedo, Somalia. The Senior Project Coordinator will support the Head of PMU with strategic guidance and leadership of the BORESHA grant, and will support in determining specific programme design, delivery, progress against the approved work plan, reporting against the monitoring plan, and overall performance of implementing agencies. The Senior Project Coordinator is a key member of the Programme Management Unit and will contribute to ensure overall planning, implementing, and managing of the project, and establishment of the M+E framework to assure progress towards achieving project goals and objectives.
S/he will oversee timely delivery of planned results, within budget, with adherence to applicable policies, provide capacity building to project staff, represent the project with internal and external stakeholders in field locations, including the donor, and contribute to planning, coordination and learning within the consortium.
Responsibilities and Tasks:
The Senior Project Coordinator refers to and works in close collaboration with the senior project staff of each of the implementing agencies. Specific responsibilities include:
- Contribute to overall leadership and management, and general technical direction, for the design and implementation of project activities
- Responsible for day to day design, delivery, and progress against agreed targets of the project across all implementing agencies and areas
- Responsible for ensuring the timely and quality completion of all programme technical and financial deliverables and reports in accordance with EU guidelines
- Ensure a shared project vision and ‘theory of change’ amongst staff and across all implementing agencies
- Serve as a liaison with and build effective working relationships with the EU, government counterparts, local partners, communities and other relevant stakeholders
- Oversee financial and administrative management of the programme at field level, ensuring compliance with DRC and EU rules and regulations
- Support the establishment of effective project reporting, monitoring and evaluation, financial management, and personnel and procurement mechanisms
- Develop partnerships in the humanitarian community at local level and coordinate with authorities at County Government levels.
- Participate in consortium Project Steering Committee meetings and Technical Working Group meetings, and ensure implementation of corrective measures.
- Promote sustainability of project activities with effective networking, linkages to other programmes, capacity building of key project staff, and strengthening community-based organizations and mechanisms
- Participate in the hiring, professional development and evaluation process of PMU staff, ensuring achievement of project results by setting specific goals and providing continuous performance feedback.
Qualifications:
- Relevant university degree in Social Sciences, International Development, International Relations, Law or any other relevant field.
- Minimum of 10 years’ of professional experience relevant for the successful implementation of cross-border programmes
- Experience managing complex activities involving coordination with multiple project partners
- Proven experience in programme design and management, including budget expenditure, donor relations, reporting, proposal writing, staff management, and monitoring, evaluation and reporting.
- Proven experience in Livelihoods and/or related fields in a management capacity.
- Demonstrated track record of strong donor relationships, specifically EU
- Experience living and/or working in Mandera, Dollow or Dollo Ado strongly preferred
- Communication Skills: Excellent writing and verbal skills in English, knowledge of the Somali language a plus.
- Adaptability and flexibility: Ability to manage a large workload and multiple tasks in a fast-paced environment with tight deadlines.
- Work style: Highly organized team player, pro-active and with demonstrated strong personal initiative and decision making ability. Proven solid analytical and problem solving skills.
Personal competencies
- Leadership skills, including ability to build and motivate a team and willingness to deal with challenges.
- Political and cultural sensitivity, including ability to adapt well to local cultures.
- Demonstrated successful experience working within a complex security environment is preferred.
Core competencies Basic /Advanced/ Expert
- Striving for excellence - Expert
- Collaborating - Expert
- Taking the lead - Advanced
- Communicating - Expert
- Demonstrating integrity - Expert
Basic: I master the essentials, but may at times need help from others
Advanced: I can work independently at full professional level.
Expert: I am the go-to person when others need help.
Purpose
Based in Mandera Town with regular travel to field locations in Somalia and Ethiopia, the Senior Project Coordinator has responsibility for day to day implementation of a DRC-led consortium of 4 agencies implementing a cross-border EU-funded grant across Mandera, Kenya, Dollo Ado, Ethiopia and Gedo, Somalia. The Senior Project Coordinator will support the Head of PMU with strategic guidance and leadership of the BORESHA grant, and will support in determining specific programme design, delivery, progress against the approved work plan, reporting against the monitoring plan, and overall performance of implementing agencies. The Senior Project Coordinator is a key member of the Programme Management Unit and will contribute to ensure overall planning, implementing, and managing of the project, and establishment of the M+E framework to assure progress towards achieving project goals and objectives.
S/he will oversee timely delivery of planned results, within budget, with adherence to applicable policies, provide capacity building to project staff, represent the project with internal and external stakeholders in field locations, including the donor, and contribute to planning, coordination and learning within the consortium.
Responsibilities and Tasks:
The Senior Project Coordinator refers to and works in close collaboration with the senior project staff of each of the implementing agencies. Specific responsibilities include:
- Contribute to overall leadership and management, and general technical direction, for the design and implementation of project activities
- Responsible for day to day design, delivery, and progress against agreed targets of the project across all implementing agencies and areas
- Responsible for ensuring the timely and quality completion of all programme technical and financial deliverables and reports in accordance with EU guidelines
- Ensure a shared project vision and ‘theory of change’ amongst staff and across all implementing agencies
- Serve as a liaison with and build effective working relationships with the EU, government counterparts, local partners, communities and other relevant stakeholders
- Oversee financial and administrative management of the programme at field level, ensuring compliance with DRC and EU rules and regulations
- Support the establishment of effective project reporting, monitoring and evaluation, financial management, and personnel and procurement mechanisms
- Develop partnerships in the humanitarian community at local level and coordinate with authorities at County Government levels.
- Participate in consortium Project Steering Committee meetings and Technical Working Group meetings, and ensure implementation of corrective measures.
- Promote sustainability of project activities with effective networking, linkages to other programmes, capacity building of key project staff, and strengthening community-based organizations and mechanisms
- Participate in the hiring, professional development and evaluation process of PMU staff, ensuring achievement of project results by setting specific goals and providing continuous performance feedback.
Qualifications:
- Relevant university degree in Social Sciences, International Development, International Relations, Law or any other relevant field.
- Minimum of 10 years’ of professional experience relevant for the successful implementation of cross-border programmes
- Experience managing complex activities involving coordination with multiple project partners
- Proven experience in programme design and management, including budget expenditure, donor relations, reporting, proposal writing, staff management, and monitoring, evaluation and reporting.
- Proven experience in Livelihoods and/or related fields in a management capacity.
- Demonstrated track record of strong donor relationships, specifically EU
- Experience living and/or working in Mandera, Dollow or Dollo Ado strongly preferred
- Communication Skills: Excellent writing and verbal skills in English, knowledge of the Somali language a plus.
- Adaptability and flexibility: Ability to manage a large workload and multiple tasks in a fast-paced environment with tight deadlines.
- Work style: Highly organized team player, pro-active and with demonstrated strong personal initiative and decision making ability. Proven solid analytical and problem solving skills.
Personal competencies
- Leadership skills, including ability to build and motivate a team and willingness to deal with challenges.
- Political and cultural sensitivity, including ability to adapt well to local cultures.
- Demonstrated successful experience working within a complex security environment is preferred.
Core competencies Basic /Advanced/ Expert
- Striving for excellence - Expert
- Collaborating - Expert
- Taking the lead - Advanced
- Communicating - Expert
- Demonstrating integrity - Expert
Basic: I master the essentials, but may at times need help from others
Advanced: I can work independently at full professional level.
Expert: I am the go-to person when others need help.
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Purpose
Based in Nairobi with regular travel to field locations and reporting to the Head of Programme Management Unit the Project Assistant will be responsible for providing project and operational support to the BORESHA consortium, led by DRC. The selected candidate will be responsible for documentation, filing, recording minutes of meetings, organizing meetings/workshops, organizing field travel, and liaising with consortium agency field teams to ensure timely support to operational locations. The Project Assistant will also help with the coordination of high level visits to the project, tracking partner reports by following up various actions, and disseminating information to PMU and consortium staff. The incumbent will work closely with PMU and consortium staff to exchange information and support project delivery.
Key Responsibilities:
Team/Consortium Support
- Ensure timely and accurate execution of the day-to-day project requirements by ensuring project master work plans are followed, handling information requests and inquiries, advising visitors, scheduling meetings, and support on completing project documentation, among other related tasks
- Support the Head of PMU in coordinating activities including trainings, kick-off and program review meetings, field visits, and internally and externally organized workshops. This role will also include taking meeting notes for those meetings/workshops attended, preparation of materials for programmatic meetings, and compilation and distribution of meeting minutes and relevant information.
- Communicate with implementing partners as advised by the Head of PMU
- Organize and coordinate visits by donors, government authorities, country team members or headquarter staff
- Liaise regularly with staff in other departments, field offices, consultants, partners, and other external contacts to ensure effective information flow and timely actions
- Maintain an effective filing system to include key correspondence, organization/project reports, financial information and other relevant documents
- Responsible for day-to-day project correspondence, information sharing and filing, ensuring that appropriate follow-up actions are taken for on behalf of the Head of PMU.
- Maintain records and track the status of action points arising from Project Steering Committee, Technical Working Group and other BORESHA meetings.
- Ensure compliance with financial processes and financial records according to DRC and donor rules, regulations, policies and strategies
Programme Support
- Support project implementation processes as directed by the Head of PMU. With support from the M&E Coordinator, Finance Coordinator other PMU and consortium member staff, play a focal role in the project Inception Phase that involves ensuring work plans, budgets, office space, staffing etc. are in place for project start-up activities
- Collection, analysis and presentation of information for identification of areas for support and program formulation/ implementation
- Develop talking points, background, and briefing materials for meetings, publicity, and advocacy in collaboration with the communications staff of DRC and other consortium members.
- Ensure that all key program documentation is filed and easily accessible and retrievable
- Monitor and check project management reports for compliance with activities, expenditures and work plans
- With support from DRC Administrative Unit, make logistical arrangements for program staff and guests, flight bookings and accommodation
Skills & Qualifications:
- A University Degree in Social Sciences or any other related degree
- Minimum 2 years of relevant program and/or administrative experience is required
- Excellent knowledge of Project Management and Support is required
- Experience in the use of computers and office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and database packages
- Ability to perform a variety of standard tasks related to programs management, including screening and collecting of project documentation, project data entering, preparation of revisions, filing, provision of information
- Flexible, with ability to work handle multiple tasks and meet strict deadlines
- Strong planning, organization and problem solving skills with ability to work hands-on, independently, and within team in a difficult work environment
- Excellent report writing skills in English
- Strong communication (written & spoken) and interpersonal skills
- Ability to work cooperatively with staff from diverse cultures
- Previous experience working with an NGO is preferred
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Overall purpose of the role:
The Monitoring and Evaluation Coordinator will be responsible for monitoring, evaluation, learning, accountability and information management systems under the BORESHA Consortium. S/he will work closely with the M+E focal points from each of the consortium member agencies and their programme implementation teams to ensure effective MEL practices are applied throughout the project period, and specifically provide technical leadership on related activities such as assessments, evaluations, learning events and the inter-agency accountability system.
Responsibilities:
Monitoring and Evaluation
- Support the Head of PMU in planning and implementing key Inception Phase activities, conducting revisions to the logical frameworks as needed
- Support the Head of PMU and consortium agency field teams in active implementation of their M&E plans, ensure M&E plans are updated timely and M&E findings for all agencies are included in all reports.
- Lead regular sharing of the outputs and the M&E findings with project staff across the consortium, working closely with the technical leads from each agency
- Coordinate with consortium agency field staff to develop tools and methods to improve data collection for example, surveys, assessment and beneficiary data
- Link with data and grants management tools developed to collect information and profiling. Support teams to use these tools on all project activity levels.
- Organize, participate and collect field data and process / analyses data
- Take part and carry out assessments, evaluation and any other form of internal survey or review of projects
- Undertake field trips and do physical observation on on-going projects
- Lead the implementation of a Data Protection Policy and Information Management (IM) platform and securely transfer large program field data. Support all consortium agencies with accuracy of data entered in to the platform and day-to-day management.
- Capacity build, train and support sectors and field staff to improve the field monitoring or any other monitoring needs.
- Lead in the development and refinement of Monitoring and Evaluation Plans and questionnaires for the assessments. The Coordinator will also review and approve any MEL tools developed by BORESHA field teams.
- Take the lead in supporting of external evaluation consultancies under the BORESHA grant.
Accountability
- Coordinate the design and implementation of accountability systems for the BORESHA project.
- Build the capacity of all consortium staff to plan and implement effective accountability systems
- Set-up new / strengthen existing community feedback and response mechanisms across the consortium as needed
Learning and project quality
- Participate in project Kick-off meetings, review meetings and Close-out meeting in order to highlight components aimed at replicating good practices and strengthening synergies between activities, partners and other interventions in the areas covered by BORESHA.
- Regularly present key M&E findings to the PMU, Project Steering Committee, Technical Working Group and others for further development.
- Support the project’s aim for further strengthened integrated programming and actively propose ways of achieving this using M&E findings.
- Perform other duties as directed by the Head of PMU
Experience and technical competencies:
- Minimum of 5 years of work experience within the field of monitoring and evaluation;
- Experience working with International NGO’s, UN agencies, line ministries and/or local authorities in migrants/refugee settings in complex emergencies;
- Experience in developing/ guiding information management systems for large humanitarian programs
- Experience in participatory assessment and community-based monitoring approaches;
- Clear understanding of Core Humanitarian Standards (CHS);
- Experience with capacity building of staff, and in convening and facilitating trainings and workshops
- Excellent analytical and report writing skills (English)
- Education: (include certificates, licenses etc.)
- A Bachelor’s degree in relevant field (development, social research preferable with a focus on monitoring and evaluation as well as compliance issues).
- Fluency in written and spoken English essential
Core competencies Basic Advanced Expert
- Striving for excellence - Expert
- Collaborating - Expert
- Taking the lead - Advanced
- Communicating - Expert
- Demonstrating integrity - Expert
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