NGO Administrative Assistant Job - Ksh. 40000

Our Client, an NGO is looking for an Administrative Assistant to be involved in administrative work.

Job Description

• Managing the organization’s front office including responding to all official enquiries, making formal appointment and coordinating coaching/programs diary;
• Maintaining an efficient office filing system and management of general office correspondences
• General office maintenance (cleanliness, ample working environment, ensuring availability of utilities/office supplies)
• Handling Petty Cash, receipting, banking and maintenance of cash and banking records
• Timely submission of Kenya Revenue Authority (KRA) and other relevant authorities
• Offering logistical support during training /coaching events including venue booking, arrangements, and handout preparation.
• Carrying out secretarial duties e.g. Typing
• Handling client payment, banking and related administrative errands
• Any other duties as may be assigned by the supervisor

Person Specifications

• Holder of at least a Diploma in Business Management,
• Secretarial qualifications an added advantage
• At least 3 years providing front office and office administration support in an NGO a Must
• Excellent knowledge of basic computer applications (MS office suite), and use of the internet;

Remuneration: Kshs. 40,000

How to Apply

Send a 1-page cover letter stating your motivation and salary expectations and your CV including at least 3 professional referees to jobsfmc@yahoo.com by latest 3rd March 2011.

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ACF Deputy Country Director Job

Action contre la Faim (ACF) was founded by a group of prominent French figures in response to the emergency caused by Afghan refugees fleeing to Pakistan to escape fighting in 1979, with the aim of eradicating hunger in a more global, lasting and effective way worldwide.

ACF’s mission consists of saving lives via the prevention, detection and treatment of malnutrition, in particular during and following disasters and conflicts.

The organisation focuses its activities on an integrated approach, taking various aspects into account: “Nutrition, health and healthcare practices”, “Food security and livelihoods”, “Water, sanitation and hygiene” and “Advocacy and awareness-raising”

Location: Somalia mission based on Nairobi

Incorporation date: April 2011

Overall Objectives:

Continuous analysis of the humanitarian context and definition of strategic programming:

• Collect Information and analysis from external sources and from technical coordinators
• Ensure information is analyzed and provide relevant future propositions for geographic and sectoral interventions throughout the country to Country Director (CD) in a timely fashion.
• Identify humanitarian needs, brief the mission team and design potential responses within the operational country strategy
• Lead the definition of the framework and orientation of strategic programming in collaboration with the CD and the Desk
• Contribute to the identification of potential funding opportunities
• Produce the program related part of the mission situation report
• Contribute to the design and implementation of the Missions advocacy strategy

Overall management of implementation, design and reporting of Somalia programs

• Initiate and supervise design and development of WASH and Food Security programs in Somalia until such Programs would require dedicated HR
• Ensure integration and synergy of ACF programming at coordination and base level through promotion of regular coordination meetings and information sharing between field and coordination office
• Ensure program objectives are met and timelines, budgets, donor guidelines are respected by the Program Staff and Coordinators
• Ensure APR are delivered on a monthly basis for each project
• Compilation and pre-final validation of programmes sections of proposals and reports (donors and authorities).
• Supervise the design and implementation of tools to launch needs assessments and initiate new programs in a remote management setup
• Supervise the design and implementation of tools and procedures to monitor and evaluate ACF field activities in a remote management setup.
• Extensively train and coach Base Officers on ACF programming approach, PCM and program monitoring tools
• Lead ACF technical planning for contingency and emergency response programs with other stakeholders
• Liaise and coordinate with stakeholders on ACF activities when necessary

Human Resources Management and Capacity Building

• Provide training and guidance to all program staff on operational management of programs
• Contribute to the career development for Program Staff in collaboration with the HR department in order to identify needs of training and develop training plans
• Conduct regular evaluations of Technical Coordinators / Program Managers and contribute to regular evaluations of Base Officers (in collaboration with CD)
• Revise all job descriptions for technical positions in collaboration with coordinators and CD as needed
• Deliver induction to all incoming staff on projects’ status and background country program strategy
• Overall responsible for providing the Human Resources Budgeting input to the HR Coordo with the support of the technical coordinators
• Initiate disciplinary measures where needed in accordance with HR regulations and under the authority of CD

Acting CD in the absence of the CD

• Be the acting CD in his/her absence and ensure the continuation of overall mission management under direct supervision of the Desk Officer.
• Participate in the management of Mission Security & Safety in conjunction with the Security Coordinator and under direct supervision of the Desk Officer.
• Be the focal point at mission level for external contacts such as Partners, Stakeholders, Donors and Media in the absence of the CD.

Profile:

• Significant experience in humanitarian and emergency/early recovery program management.
• Minimum 5 years humanitarian work in developing or emergency context.
• Minimum 3 years humanitarian experience in a senior management / coordination role.
• Experience with ACF is desirable
• Excellent human resource management skills.
• Advanced knowledge of donors’ guidelines/procedures.
• Experienced in working with private funding and foundations.
• Excellent organizational, leadership and motivation/training skills.
• Must be disciplined and able to work autonomously and arrive at decisions and conclusions with minimal guidance.
• Able to set own deadlines and meet them consistently.
• Proven experience in proposal writing and budget development.
• Fluent in oral and written English (professional English required).
• Excellent communication skills.
• Excellent writing and analytical skills.
• Excellent training skills – proven competencies in providing Training of Trainers
• Excellent business management and representation competencies.

Status:

• Long-term contract, provided by ACF according to the French legislation.
• All expenses paid on the field: travel out/return, collective or individual accommodation depending on position, meals and hygiene expenses
• ACF will pay for the family living depending on position and mission
• Program Managers: Monthly salary ranging from €1800 to €2425 (depending on relevant experience)
• Allowance of €200 paid on the mission
• Social benefits: Medical, life and accident insurance provided by the institution
• 25 days of annual paid leaves
• 20 days of extra leaves per year (taken as recovery time breaks of one week every 2 or 4 months depending on the mission) + break allowances
• Pre departure training of two weeks, at the HQ in Paris

How to apply

Please, send your CV and cover letter to Camille DARDE under references DEPUTYCD-0211: recrutementvolontaires@actioncontrelafaim.org

Closing date: 22 Apr 2011

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NGO Procurement Assistant Job Ksh. 40000

Our client is an NGO seek to recruit a focused, self driven professional of high integrity in the Procurement Department.

Position: Procurement Assistant

Job Description:

• Purchasing of goods and services as per company’s policy.
• Evaluating quotations and preparing their summaries.
• Establishing lead time with suppliers as well as expediting overdue supplies.
• Monitoring market trends of supplies in the market and Supplies Analysis.
• Negotiating with suppliers and contractors and ensuring that suppliers are paid on time.
• Preparation of monthly and annual reports on purchases and spending.
• Maintaining and keeping files for purchase orders, quotations, contracts, tenders, and internal purchase requisitions
• Preparation of procurement monthly reports and status
• Negotiation with suppliers on the best terms of service including price, delivery, payments and after sales service
• Evaluation, appraisal and registration of suppliers

Minimum Requirements:

• Minimum of a Diploma in Purchasing & supplies management from a recognized institution
• Must have 3 years credible experience in an NGO A Must.
• Excellent computer skills
• Good interpersonal skills
• High integrity

Remuneration: Kes. 40,000/= per month depending on experience.

If you meet the above criteria, and would like to be a part of the team, please send an application with a detailed C.V stating your experience, qualifications, current remuneration, list of at least 3 referees, day-time telephone numbers and email address to :- jobsfmc@yahoo.com on or before March 3rd, 2011.

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HelpAge International Regional HIV & AIDS Programme Coordinator

HelpAge International (HelpAge) is a global network of not-for-profit organisations with a vision of a world where older people fulfill their potential to lead active, dignified, healthy and secure lives

Location: Kenya - Nairobi

HelpAge International, Africa Regional Development Centre

Reporting to: HIV and AIDS Portfolio Manager

Overall Purpose of the Job

To work with the Portfolio Manager of BIG Lottery Fund supported programme in ensuring the effective implementation of BLF projects in at least two countries.

Provide information on best practice for HelpAge International and others to support and contribute to HelpAge’s strategy of enabling older men and women receive quality health HIV and care services; and specifically support the HIV and AIDS advocacy strategy.

Job Activities

• Provide on-going daily support to partners in AFR 600 projects for Ethiopia and Uganda for effective and timely implementation of the nine projects within the framework of the project contracts.
• Support the Portfolio Manager to receive and coordinate both narrative and financial reports from partners in six countries and to develop quality control mechanisms to ensure efficient reporting to BIG Lottery Fund.
• Help develop HelpAge’s regional and global HIV and AIDS strategy by taking a lead in AFR 600 projects in two countries within the portfolio that promotes older people’s active participation in lobbying and advocacy.
• Support partners and beneficiaries in the two countries in developing national HIV and AIDS policies and strategies that ensure the inclusion of older people’s issues in the current HIV and AIDS strategies
• Build the capacity of partners in to develop and implement sound HIV and AIDS programmes, through effective training events and timely mentoring.
• Support the Monitoring & Evaluation Officer in data quality assurance issues and the Learning Officer to ensure consistency in data and type of learning gathered and disseminated
• Support the Regional Advocacy and Communications Manager in providing technical support and guidance to the project advocacy groups and to partner organizations in implementing regional level advocacy initiatives
• Contribute to the development and dissemination of information on key lessons learnt in the HIV and AIDS work within and beyond the HelpAge network in Africa and globally.
• Develop links and share experiences with other stakeholders in order to promote the mainstreaming of ageing issues in HIV and AIDS, poverty reduction and advocacy programmes development work.
• Support the Portfolio Manager in strengthening best practices in governance in partner organizations.
• Participate in the activities of the HelpAge International Africa Regional Development Centre and undertake additional duties as requested to achieve the Regional Development Center’s and HelpAge International’s overall objectives.

Extent of Authority

The post-holder will make day-to-day decisions regarding the implementation of work within an agreed set of Performance Objectives worked out with the post-holder’s line manager.

Person Specification

Essential

• Degree level of education
• A minimum of three years experience in working with NGOs managing and implementing development programmes
• A minimum of 5 years experience in development work, especially at the policy level
• Experience in advocating issues affecting vulnerable groups and influencing policies and strategies in line with this
• An in-depth understanding of HIV and AIDS and related issues in Africa
• Extensive experience in programme development
• Experience in institutional strengthening
• Appreciation of and experience in operational research and its application in programming
• Understanding of participatory knowledge management and willingness to document and disseminate lessons learnt
• Experience in the operation of an international development organisation.
• Fluent spoken and written English
• Ability to write narrative and financial reports of a standard required by international donor organizations.
• Skills in working with local and national agencies and to represent the work of HelpAge International to them and their beneficiaries.
• Excellent interpersonal skills and the ability to interact with a wide range of people, including project participants

Desirable

• Knowledge and interest of ageing preferred
• Familiarity with HIV and AIDS, public health, international development, and/or social science research

How to apply

To apply for this position, please send an updated CV and covering letter explaining how you meet the criteria for the role to helpage@helpage.co.ke

Closing date: 07 Mar 2011

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