Plan International Jobs in Nairobi Kenya

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Plan International Jobs in Nairobi Kenya

Purpose: Working in 50 developing countries across Africa, Asia and the Americas, Plan’s stated Global Strategic Goal (2011-15) is to reach as many children as possible, particularly those who are excluded or marginalised, with high-quality programmes that deliver long-lasting benefits.
Plan aims to achieve this goal by working in partnership with others and through high performing teams whose behaviours reflect the corporate values.
The latest Country Strategic Plan (CSP) for Kenya has been approved for the period 2011 – 2015.
Currently, the country program reaches over 1,000,000 children supported in seven Programme Units (PUs) and an urban program.
It has a country annual budget turnover of near 18 million Euros, a growing team of 300 full time staff, a caseload of 68,164 sponsored children and a large grants portfolio from bilateral and multilateral donors including the European Union and CIDA with great potential and future plans to engage global fund, USAID and others.
1. Position: Deputy Country Director
Grade: F
Department & Location: Plan Kenya
The Deputy Country Director is responsible for leading, managing, and supporting all Programmes, Sponsorship, Business Development Technical Team Monitoring and Evaluation, and Urban Program teams in order to ensure delivery of quality and integrated programming in line with the organizational standards, frameworks, and procedures.
The Deputy Country Director is managed directly by the Country Director and will at times be required to take on the responsibilities of the Country Director position in his/her absence.
Reports to: Country Director (CD)
Dimensions of the Role

The Deputy Country Director is a member of the Core Country Management Team along with other country managers and is expected to contribute to Plan’s understanding and strategic direction in the country.

He or she deputises for CD on CMT which draws membership from CD, DCD and 5 departmental managers

The Deputy Country Director supervise Senior Programme Implementation and Quality Manager, Business Development Manager, Communications Manager, Sponsorship

Manager, Monitoring and Evaluation Manager and Team Leader Programme Technical support

The Deputy Country Director reports regularly to the CD on the management of all risks associated with programme delivery including budget, people management, and legal compliance.

The Deputy Country Director oversees implementation of the overall programme development.

Has responsibility for organizational compliance and cost effectiveness in line with organisational policies, procedures

Facilitate engagement of other leaders with the Country Strategic Plan to ensure maximum understanding and operationalisation of agreed strategies.

The Deputy Country Director oversees the preparation, consolidation, and analysis of collated country and PUs budgets for submission to the regional office annually.

Monitor programme performance and budget utilization and advise on corrective measures

Upon delegation of the Country Director, the Deputy Country Director may approve all commitments, contracts, grants, leases, disbursements, and transfers to third parties up to €200,000.

The role is expected to participate in various Humanitarian Networks in Kenya including the UN and other local, regional, and international fora both in Kenya and outside.

Builds relationships with NOs to increase and preserve Kenya’s assignment levels and sponsorship assignments. Typical Responsibilities - Key End Results of Position
Team development and people management

Team building and maintenance: establish, agree, communicate and monitor standard of performance and behaviours for the above listed departments/operational units.

Team ToR, objectives, and key performance indicators (KPI’s) are agreed annually, and monitored and updated quarterly

Individual development and performance management: manage and develop the performance of the operations support teams across the country to ensure delivery of quality support and services.

This includes agree, monitor and evaluate individual accountability and personal development plans as per Plan’s performance management policy and process.

Strategic planning, reporting and support to programmes delivery

Strategic planning: contribute to the strategic development and management of the country in particular by reviewing and commenting on the draft Country Strategic

Plan (CSP) and the Programme Unit Long Term Plans (PULTP)

Support to programmes: Oversee the planning and delivery of all general services and logistical requirements of program work in line with established procedures e.g.: procurements, storage, transportation and distribution;

Reporting: coordinate the reporting process, in particular quarterly and annual reports, to the RO including timely submission of all required reports and implementation of follow-up actions and recommendations. Resources- Sponsorship and Other Budgeting:

Guides the country team in Resource allocation decisions particularly Sponsorship allocations to the PUs in line with country priorities and needs.

Designs measure to ensure integration of Sponsorship and programmes incl Grants for effectiveness and maximisation of impact to communities.

Develops actions for implementation of organisation Sponsorship procedures and policies.

Puts in effective mechanisms to address risks and issues affecting performance in both deliveries of Sponsorship productions in the country.

Signs off the Sponsorship programme overview and update reports.

Builds relationships with NOs for furtherance of sponsorship enrolmement and assignments

Oversees the coordination of the preparation, consolidation, analysis and submission of country and PUs budgets to the regional office (RO) as per field budget instructions and guidelines; Compliance and management of risks

Policies and procedures: coordinates with relevant heads of Department/Section so that systems and processes are in place to comply with Plan global policies, standards and procedures and legal requirements in the areas of finance, people & culture, administration & logistics, ICT, security

Child Protection: ensure the compliance and coherence of Plan’s Child Protection Policy at all times to safeguard and protect children from all forms of abuse;

Risk Management: Ensure systems and processes are in place to identify and manage risks including developing, updating and submitting countrywide risk register to the RO in line with the Global Risk Management policy, and ensuring that risks are adequately identified, assessed, mitigated and reported on through risk registers at all levels in the country.

Health and Safety: oversees the development and implementation of health and safety standards in compliance with the host country laws and Plan’s global health and safety policy;

Loss and Incident reporting: report timely and consistently all losses and incidents, including updates, to the International Headquarters (IH) and the RO;

Legal and regulatory: oversees the review of agreements and contracts and ensure compliance with the host country laws and regulation, ensure the interface with the legal advisors, timely report all potential legal cases to legal advisors and to the RO and to IH as relevant; Procedures, process and applications support

Applications and systems support: oversees the in-country rollout of corporate systems and applications

Global and regional policies and procedures: oversee the rollout of global and regional policies and ensure compliance to standard procedures

In-country policies and procedures: oversees the development and implementation of up-to-date financial and administrative systems, policies, procedures and guidelines to support in-country operations and ensure compliance of Plan’s global standards and donor requirements. Other responsibilities
Liaison with stakeholders:

liaise with and communicates with government bodies, donors, United Nations and local and international agencies stakeholders – as required and directed by the Country Director.

Dealing with Problems

Ability to quickly understand and assimilate the complexity of Plan’s business model, systems and procedures, organisational structures and decision-making processes;

Capable to work in a matrix management setup and to work collaboratively with functional leads at different levels

Good understanding of people management, financial and admin systems and standards and be able to propose appropriate solutions to achieve efficiency and effectiveness;

Good understanding of Security/emergency management to ensure staff safety, minimize risks and maintain business continuity;

Ability to provide support to program units and the country office staff to address internal child protection issues and other incidents;

Ability to identify critical and systemic risks and take timely and appropriate actions. Communications and Working Relationships
Internal

Country Management Team members

Other Deputy Country Directors in the Region

Deputy RD-Operations Support

Functional departments Heads at CO Global Assurance Manager and Team

Legal Counsel in the International Headquarters. External

National and Local authorities especially relevant ministers in the country e.g. labour department, Ministry of Finance etc.

Partners organisations

Other INGO deputies and functional managers Legal Advisors in country;

Security Associations and Networks

Knowledge, Skills, and Behaviours required to achieve role’s objectives Knowledge

Demonstrable knowledge as a result of education, training or practical experience on the key debates in development, particularly around child rights;

Practical knowledge of operations support for development and emergency response

General knowledge of, administrative, and business management matters;

Strong knowledge of Microsoft Office Suite (Word, Excel, PowerPoint), e-mail and the internet;

Strong knowledge of the requirements of donors’ compliance and grants management;

Fluency in English both spoken and written;

Knowledge of the host country, the geopolitical factors affecting child-poverty in the country as well as the political, social and economic opportunities for development are an advantage.

Leadership Skills and Behaviours demonstrated from experience Striving for high performance:

Achieves clarity and accountability among whole team of their individual and collective objectives;

Organises work clearly and effectively within the team;

Deals with poor performers by either improving their contribution or managing their exit, if appropriate. Strategic thinking and innovation:

Creates strong strategic direction for own part of organisation in wider Plan context;

Major contributor to direction in the management team of which they are a member;

Flexible in responding to new demands presented in emergency situations. Decision making and risk management:

Can address complex problems in a balanced way;

Good judgment in decision-making, making best use of available information;

Willing to make difficult or unpopular decisions and stand by them. Influence and communication:

Uses the potential of varied cultures to reach solutions;

Excellent listener who understands and shows sensitivity to the views of others;

Forms good relationships quickly with wide range of people, including those in positions of power and who have different views/ interests;

Represents Plan effectively with senior people in external stakeholder organisations;

Understands external and internal politics and able to navigate these;

Communicates with clarity and passion both 1-1 and with large groups;

Effective negotiator in complex situations;

Assertive without being aggressive. Building effective teams and partnerships:

Creates a highly motivated team with a unified purpose;

Modifies own view to get best outcome for organisation;

Contributes effectively to work of other functions/ units and to management team as a whole

Able to build partnerships and improve relationships;

Resolves conflict effectively in own team or across boundaries. Developing people:

Continuously uses both 1-1 and team situations to develop others;

Organises work to give others development opportunities;

Adapts style to suit the needs of a wide variety of people;

Deals effectively with mistakes and re-motivates those involved. Self-awareness and resilience:

Aware of own strengths, weaknesses and pro-active in using feedback and self-development

Aware of impact on others and uses impact to create positive climate at work

Aware of own emotional reactions and able to manage them

Manages own workload effectively and manages stress without harm to self or others

Positive about change and able to cope well with ambiguity and support others in doing so Physical Environment:

Based in the country office located in Nairobi with extensive and regular local travel as well as some international travel

Ability to travel to remote areas,

Current security level for Kenya is low.

Level of Contact with Children: Mid contact - Occasional interaction with children 2. Position: Program Unit Manager
Grade: D2
Department & Location: Programs and Operations (Field based) - Based in Coast or Nyanza Region
Reports To: Operations Manager
Dimensions of Role:
Overall managerial accountability for Program Unit 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 national office and Program Unit are achieved through high quality programming.
Finance, Compliance and Risk Management:

The incumbent will have oversight of the Program Unit’s budgets and be the primary budget holder for several allocated budgets to levels set by the executive management team, which can be varied at any time.

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 Country Office finance manager.

The incumbent is also responsible for the organizational assets/resources assigned to the Program Unit.

Tracking Program Unit budget to ensure efficiency, timely and quality program investments

Ensure existence and compliance of controls for risk reduction and management

Ensure Program Unit complies 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. Administration and Logistics:

Ensure timely procurement of goods and services at the Program Unit level. Lead and advise on the appointment of the Program Unit procurement committee members, ensure their induction and performance at all times.

Performance manage the work of the committee to ensure timely delivery of the procurement services entrusted to them.

Coordinate with the Administration manager at the Kenya Country Office (KCO) level to ensure availability of credible supplier database at all times.

Coordinate with the procurement coordinator and KCO administration and Logistics manager for the development of supplier performance management tools.

Ensure PU suppliers are frequently performance managed.

Monitor to ensure compliance with the Plan and donor procurement and Logistics procedures.

Ensure Program Unit resources such as assets are properly managed and accounted for following the laid down procedures at all times. Advise on the Program

Unit asset disposal and liaise with Administration Manager for disposal support

Collaborate closely with the Operations Manager and Admin manager for procurement support and guidance.

Provide oversight for the development and implementation of the PU procurement plans.

Put mechanism in place for the frequent review of the procurement plans and ensure the plans effectively support the PU procurement processes. Human Resources:

S/he will supervise approximately 6-7 staff directly, and 30-35 (dependent of budget) staff indirectly.

S/he has a delegated authority as defined by Plan’s duty matrix.

Facilitate team building and cohesion and ensure all staff are clear on their individual contribution to the overall program goal

Manage staff performance and deal with any unsatisfactory performance proactively

Ensure all staff have updated JDs at all times and the right people are in the right places

Provide mentorship and coaching and foster career development. Sponsorship:

Timely management oversight of all sponsorship processes according to guidelines and regulations

Ensure timely and well managed sponsorship production and communication processes at the Program Unit level

Actively support key Program Unit sponsorship staff to ensure high quality and timely products

Ensure all sponsorship programmes are relevant to the communities and children Leadership and Representation:

Provide visionary leadership, coaching for results and support to the Program Unit teams/members in the management of programs, financial resources, individual staff development and in the management of their performance

Lead relationships and represent the Program Unit with all 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

Champion and facilitate change initiatives to enable organizational effectiveness and efficiency

Lead and 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 modeling and innovation in order to scale up successful interventions Programme:

Provide input into quality proposal designs, concepts, reports and all documentation required and ensure timely submission of requests and finalized county and sub-county reports

Ensure timely and effective implementation of the Program Unit programs 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 Program Unit staff and communities in planning for and responding to emergencies and disaster

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. Security:

Develop in association with the Operations 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.

Security management Dealing with Problems:

Managing a diverse number of staff with their various job roles and the conflicts arising therein.

Managing community/staff conflicts

Managing community/Plan Policy problems

Managing inter I(NGO)s/civil society challenges

Negotiating with government and partners/collaborators to ensure smooth program implementation and PU operations

Managing staff performance, attitudes and behaviours

Ensuring management of quality, compliant and timely Program and Grant performance (including managing different donor requirements)

Managing the inherent risks associated with procurement and finance management Communications and Working Relationships:

The incumbent is expected to maintain a high level of intra and external communication/contact at the County and sub county level.

This is to facilitate the implementation of all Plan Kenya programmes, sponsorship initiatives, and campaigns appropriately and with local buy-in.

A medium level of external communication with the INGO/LNGO, CBOs partners in the county.

A low level of internal communication with Plan National Offices (programs, sponsorship, exclusion or the regular communications)

Facilitate and provide high quality communication materials as requested Knowledge, Skills, Behaviors, and Experience Required to Achieve Role’s Objectives:
Behaviours:

Giving Direction – Builds confidence persuades and influences others towards a point of view or a course of action.

Nurturing & developing others - motivates, coaches and manages both program and administrative/program support teams

Strives for high performance & improvement - Promotes high performance by all staff by giving direction, motivating, monitoring results, recognizes good performance and addresses poor performance.

Teamwork – positively promotes team effort through shared successes and participatory management and decision making.

Positive Disposition – Builds relationships and related to people in a friendly, open and accepting manner.

Integrity – acts with high degree of integrity and professionalism.

Appreciates and promotes cultural diversity, innovation and learning Communicates clearly and effectively Skills and personal attributes:

Excellent grasp of programming concepts

Strong analytical skills (including thorough understanding of M&E)

Demonstrated high level skills in representation, influencing, written and oral communications

Excellent organisational and coordination skills

Management of intra and interpersonal conflict skills

Ability to work under pressure

Responsive, pro-active and able to multi-task Education Qualification & Experience:

A Minimum of Bachelor’s degree in business administration and/or development studies or a related field. Master’s degree in above an advantage.

At least 5 years’ experience in a management position in development work with experience in rights based programming and community development.

Experience in partnership building, advocacy and networking with government, INGOs and CBOs;

Experience in program design, budgeting and budget management.

Sound experience in people management, negotiation and planning.

Experience in financial management and interpretation of financial reports.

Good understanding and management of Logistics and Procurement management function and contracts.

Level of Contact with Children:High level - Frequent interaction with children with frequent visits to the field to support program implementation 3. Position: Project Manager – Wash and Public Health
Department & Location: Based in Nairobi - (Four years fixed term contract)
Dimensions of Role:
The job role includes Child Protection responsibilities during the implementation of the project as per the Child Protection Policy at the Programme Unit.
The incumbent is responsible for the development and execution of the assigned projects work plans as per the approved activity plan for his/her area of responsibility.
S/he is also responsible for contribution to designing, implementing, monitoring and reporting on the progress of the respective projects activities.
The incumbent will be reporting to the Program Manager (General) on a day to day basis who has oversight of the respective programs.
Key Responsibilities - Key End Results of Position:
Mobilisation and Participatory Planning:

In close collaboration with the Urban Program and PU staff, he/she will be responsible for the day to day Management Public Health sector of the organization and of Staff and the two Projects operations, and will be in charge of coordination of the Projects activities, ensuring smooth project implementation.

And will apply appropriate strategies to sustain mobilization, interest and commitment of local stakeholders to promote the two Projects Objectives (CLTS Research and Pan Africa CLTS Projects).

Informed by the analysis and the project outline, facilitate systematic participatory development of implementation plans with clear objectives, tangible deliverables, timelines and support the various teams and structures to rollout the activity plans.

Ensure that identification, analysis and management of the child protection policy related risks are included in the regular project risk management processes at all stages of the project cycle

Coordinate planning and implementation with Plan Kenya sister projects at the PU, other development actors in the area to enhance synergies and accountability while precluding duplication and competition. Project Development and Implementation:

Set up and maintain an appropriate information management system for the projects while ensuring it is aligned with GOK Health Management Information System including work with the various implementation partners.

Support the field staff to facilitate the design, work planning and management of the project.

Ensure that project staff, partner agencies and local leaders deliver respective activities

Ensure Project staff participation in the project planning, implementation and monitoring including consultations with children be incorporated into project activity design.

Ensure that the monthly activities and budget plans are implemented as per approved breakdown and that all activities are on track with appropriate scheduling, quality and timelines

Work with relevant staff to ensure all logistics and procurement at a local level including events management are in conformity with Plan and donor policies, procedures and standards

Facilitate access of relevant and accurate information on advocacy within the

Projects and ensure other relevant information is accessible across all levels within and outside the organization.

Ensure that gender considerations are appropriately defined and incorporated across all phases of design, implementation and reporting. Monitoring, Evaluation and Documentation:

Initiate and finalize the development of data collection tools and facilitate data collection when necessary for the project to support timely Monitoring, Evaluation and Research (MER) activities

Ensure that all the reviews, studies, researches and the evaluations planned for the project are implemented to support the two Projects project

Contribute to the collection and documentation of best practices and lessons learnt from the program implementation and to disseminate results to local stakeholders according to the Plan International USA, UNC and Netherlands guidelines.

Responsible for updating Plan’s Programs and Project Module (PPM/PALS) to ensure it is up to date at all times and supports in MER activities for the project.

As outlined in the project M&E framework, he/she will contribute to design and rollout of the project baseline, midterm and end-line studies, other focused surveys and routine monitoring and facilitate the dissemination of findings from such studies/monitoring to the relevant audience.

He/she will be in charge of M&E process, will be tracking project progress and capturing key learning and reporting back to the project.

In collaboration with the Project Manager, use baseline findings for benchmarking the project/setting targets and regularly incorporate feedback and other monitoring observations to implementation to enhance effectiveness.

Effectively document progress with respect to implementation methodologies, effects and outcomes of intervention activities to generate evidence for reporting, decision making, policy advocacy, up-scaling best practices and lessons to be drawn from the project.

Facilitate reflective sessions with the Youth children, community and all other project partners and stakeholders to keep all parties appraised on implementation progress, emerging challenges, opportunities, effectiveness of design, monitoring and implementation processes and seek their feedback and input into the project. Reporting and Documentation:

From the outset, familiarize self with various reporting formats, information needs and schedules and ensure evidence based quality reporting.

Ensure timely reporting according to the donor and Plan International USA and Netherlands guidelines and procedures.

Regularly gather data and other information relevant for reporting

Submit regular/scheduled complete, accurate and timely consolidated interim reports that conform to prescribed formats and other parameters from Plan and the donor.

Contribute to documentation and sharing of best practices with stakeholders as appropriate.

Facilitate coordinated joint reflection meetings/sessions at PU and Urban level ( and with partners)

Ensure budget burn rate remain consistent with the reports submitted and provide brief explanations as appropriate for discrepancies. Capacity Building Trainings:

Contribute to the design of simplified appropriate capacity and gaps assessment tools on systems, knowledge, attitudes and practices within the local context with respect to application of the law on good governance and human rights in general

Using analyzed information, give input to the development of appropriate criterion to select training participants and champions for various interventions as outlined in the project design document approved by the donor and the project DIP/GAD.

Adapt existing guidelines to the local context to facilitate operationalization of the project objectives

In close collaboration with the Projects Officers and other stakeholders, participate in the development and rollout of appropriate CLTS training curriculum customized to project needs based on locally identified gaps.

Work with the various project implementation teams to support initiatives to cascade the capacity trainings to target groups to enhance efforts to enhance citizen participation in planning for Open Governance and Accountability at county level.

Follow-up to assess effectiveness of delivered CLTS trainings and provide remedial refresher trainings to enhance assimilation and application of the new knowledge. Stakeholder Relationship Management:

Through collaborative approaches, engage various project implementation teams relevant to the two Projects to develop appropriate TORs for the respective groups, ensuring their input is considered and incorporated

Facilitate use of inclusive processes in scheduling project implementation activities sensitive to the local calendars and seasonality of activities

Ensure clarity on roles, responsibilities, deliverables and timelines for the same for each actor.

Effectively participate in planning, progress review and coordination meetings with stakeholders, sharing updates, future plans, resource limitations to manage expectations, engage actors in identifying and addressing challenges, etc.

Ensure coordinated implementation of work plans and act as the two projects accounting officer.

Respect cultural sensitivities to sustain harmonious relations with stakeholders and communities at large. Problem Solving:

Managing community conflicts

Managing community, Gok/other partners and Plan Policy conflicts

Maintain good working relationships with other Civil Society Organisations (CSOs)

Managing community attitude towards Plan implementation strategy

Managing donor verses implementation partner timelines and reports

Communications and Working Relationships:

Incumbent expected to maintain a high level of external communication/contact at the community, District and County levels to facilitate appropriate project implementation

Medium level external communication with the INGO, LNGO, CBOs partners in the county

Medium level external interface with Plan National Office (NOs) sponsorship communications

Knowledge, Skills, Behaviors, and Experience Required to Achieve Role’s Objectives: Educational Qualifications, Knowledge & Experience:

Bachelor’s Degree in a related technical or management discipline (Environmental Sanitation, Public Health or other relevant degree with specialization in rural/urban/water supply, sanitation and hygiene service provision)

At least 3 years’ experience in program planning, monitoring, evaluation and research position

At least 3 years working with International NGOs and managing a donor funded project

Strong Knowledge of community development

Conversant with child rights issues

Experience in grants management, proposal development insights and resource mobilization

Experience with Ministry of Health MOH /and collaboration with GOK, county governments and other actors including the private sector are a critical requirement

High level of integrity, values, ethics and attitudes that align with principles of Plan’s Child Protection Policy Key Skills Specific to the Post:

3 years’ experience in rural development with a focus on community led CLTS approaches, water resource

Management, sanitation, and health and hygiene promotion.

Knowledge of maternal, neonatal and child health and the health sector is an added advantage.

Excellent communication, negotiation and interpersonal skills.

In-depth knowledge of the project cycle, project planning, management, research, monitoring and Evaluation.

Good knowledge of research using quantitative and qualitative principles.

Proficient in Microsoft applications and use of relevant software and other applications, e.g. word Processing, spreadsheet, database, Internet.

Good knowledge of data management software (SPSS, Word, Excel)

Good report writing skills

Driving experience with valid driving license

Skills in managing project implementation and monitoring is critical

Strong advocacy skills for the governance/Child Protection and human rights issues

Skills on delivery of rights and governance responsibilities

Strong report writing skills

Community facilitation, networking, partnership development and management skills

Fundraising and resource mobilization skills

Good communication, negotiation and advocacy skills

Good interpersonal, relationship and teamwork spirit

Conflict detection, analysis and management skills

Physical Environment and Demands: Nairobi based.

Frequent travel (70%) in field monitoring/implementation in designated PU area of operation. The operating environment is characterized by conditions that may make it difficult to access the communities.
The incumbent will use the motorbike as the primary mode of transport for the frequent visits to the Field sites, guided by the fleet policy.
Level of Contact with Children: High level -Frequent interaction with children
Plan Kenya is a development organization uniting people to advance the rights of all children.
Accordingly, employment is subject to our child protection standards including appropriate background checks and adherence to our Child Protection Policy.
4. Position: Senior Logistics and Procurement Coordinator
Department & Location: Operations- KCO
Reports to: Country Logistics and Administration Manager
Dimensions of Role:
The Senior Logistics and Procurement Coordinator will report to the Country Logistics and Administration Manager.
The post holder will be fully in charge of the Country Office procurement and supply chain management.
Responsibilities and Accountabilities:

To implement and monitor logistics systems, in accordance with Plan Kenya policies and procedures.

To receive all procurements and supply requisitions from the KCO and Programme Units and ensure they are all endorsed prior to processing for procurement purposes.

Request for offers and quotations and prepare the necessary BIDs analysis

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

Prepare Purchase orders/contracts and ensure all approvals are obtained, purchase orders delivered to the relevant suppliers and acknowledgement received.

Follow up with suppliers and ensure goods and services are delivered as agreed.

Liaise with the Requesters to ensure goods and services requested are received and the necessary documentation satisfactorily done (goods received notes/invoices)

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

Assist in ensuring timely submission of all financial documents to the finance department by the stipulated date;

Assist in the preparations of all the necessary financial documents e.g. local purchase orders (LPOs), payment requests, purchase requisition form requests and follows up to ensure the necessary approvals are effected in a timely manner.

Follow up with the Finance department to ensure Suppliers/service providers’ payments are done in a timely manner.

To receive and address any complaints from service providers and requesters or refer then to the right offices to timely redress.

Timely update and correctly enter all related data of purchases into PRISM;

Makes sure all purchased assets are properly recorded into PRISM;

Keep proper filling system for all procurement documents;

Experience SAP P2P (Procure to Pay) Procurement process cycle. SCM / SRM experience in SRM Logistics & Procurement: With the focus on procurement processes from the KCO to Hubs Support will be added advantage.

Exposure on enabling elements relevant for SAP & Logistics & procurement organizational structures, master data, planning using MRP and/or APO and enabling technologies also will be added advantage.

Analyze monthly spend reports to identify trends and opportunities for further cost reductions. Other:
Process Areas:

Procurement Planning (MRP), Procurement Processing, Inventory Management, Transportation Planning, Transportation Cost Management, Contract Management, Spend

Analysis, Supplier Evaluation, Self Service Procurement, Plan Driven Procurement, Spend Analysis, Content Management (Master Data), Invoice Management, Service procurement.

Provide capacity building to the staff under his/her department, while providing support to hub based Procurement Coordinators upon request by the Supervisor.

To carry out other logistics and procurement tasks as directed by the Country Logistics and Administration Manager.

Promotes and abides by Plan policies and procedures including but not limited to: Gender equality mainstreaming, Child Protection Policy; Code of Conduct and the related mandatory reporting responsibilities. Dealing with Problems:
The position is interlinked with both external customers and internal customers thus positioning the function as the business agent which is actually faced with many challenges starting from inadequate specifications to bad quality service/goods deliveries. The post holder has to be proactive, demonstrate the ability to solve problems and apply the best supply chain management judgment within the scope of business.
Communications and Working Relationships:
For both the community and the organization to realize the efficient service delivery, the post holder has to have a good working relationship with suppliers. The post holder will be required to maintain working relationship with Country Logistics and Administration Manager, Procurement Coordinators, PUM, program and support staff, and Finance staff.
Knowledge, Skills, Behaviors, and Experience Required to Achieve Role’s Objectives:
Qualifications, Knowledge and Experience

Degree in procurement and supplies management, Business Management or relevant training in Logistics procedures and systems

Minimum of 5 years’ proven experience in procurement and supply chain management

Relevant work experience with other NGOs, UN agencies or government departments

Demonstrated ability to use latest MS Office applications.

Thorough understanding of Procurement and Logistics policies, rules and regulations;

Experience on VAT exemptions procedures and Knowledge on Government requirements on duty exemptions;

Demonstrated ability to maintain integrity in performing responsibilities assigned;

Ability to pay close attention to details, take initiative and work with minimal supervision;

Knowledge of SAP operations will be an added advantage.

Exposure using P2P SAP Processes and logistics management. Skills Specific to the Post

Excellent written and oral communication skills

Negotiation skills

Cost analysis

Attention to details and good numeric accuracy

Strong Planning and organizational skills

Computer skills

Problem solving skills

Good interpersonal and ability to work in a team

Reporting and ability to keep accurate record

Ability to work under pressure and to deadlines

Flexible Key Behaviours

Communicates clearly and effectively

Acts with high degree of integrity and professionalism. Committed, honest and sincere

Proactive

Accurate and punctual

Keeps other team members regularly updated

Physical Environment and Demands:Typical office environment with field visits demands.

Level of Contact with Children: Low contact - No contact or very low frequency of interaction 5. Position: Project Manager - Adolescent Girls Initiative Kenya Project (AGI-K)
Grade: D1
Department & Location: Programs
Reports to: Programme Manager - Education
Dimensions of Role:
The Project Manager will report to the Programme Manager-Education.
S/he supervises two (2) Project Officers, and One M&E Coordinator in Nairobi on the project team and has oversight of all other contributing staff on this project. S/he will uphold Plan Core Values, promote mission and vision, programme principals (transparency, gender equity and diversity), to enhance programme impact. Ensure modelling of Plan’s values among all project staff.
Typical Responsibilities - Key End Results of Position:
Key Result Areas:

Planning and implementation of project activities, oversees programme alignment to government requirements, compliance with design methodologies and approaches.

Monitoring progress and quality in concert with M&E team

Project and budget management; monitors expenditure against approved budget and revisits plans to ensure budget performance is in-line with regulations as well as expected deliverables

Ensures compliance with donor rules and regulations

Ensures implementation of AGI-K program is inline with the research protocols

Team personnel management and coordination with urban programme staff, ensuring welfare, contract, compliance, performance

Timely preparation and submission of accurate reports 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.

Provide timely feedback to the management team on a monthly basis for effective budget management and updated plans to fast track activities where necessary

Work in close collaboration and coordination with Population Council and other AGI-K partners: Oversee & Coordinate Project Implementation (40%)

Ensure that urban interventions are planned and implemented for maximum impact, synergy and cost effectiveness.

Establish targets by interventions and thematic areas

Ensure compliance with established targets and quality of project outputs.

Ensure proper management of project database, records, files

Ensure implementation is inline with the research design prescribed by overall AGI-K project managers

Oversee any contractual partner deliverables and ensure deliverables are met in 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.

Submit accurate project reports on time according to plan internal and donor regulations.

Maintain regular contact with counterparts at Population Council and Save the Children working on AGI-K

Attend relevant cluster coordination meetings including Population Council meetings Manage Project Resources (20%)

Prepare a breakdown/s of project budget by interventions and activities

Monitor expenditures by interventions and ensure compliance with approved budget.

Review expenditure reports on a monthly basis.

Ensure timely budget adjustments and revisions in compliance with donor regulations.

Ensure compliance with plan internal and donor policies, contracts, and agreements.

Take advantage of the other Plan Kenya urban programmes and exploit opportunities and for synergies without jeopardizing the research design Build and maintain stakeholder relations (10%)

Create awareness on project design and research outcomes with relevant Plan staff, and ensure that they sensitize county and sub-county level government authorities about project activities, beneficiary selection criteria and policy and procedure of project implementation.

Take advantage of Plan Kenya’s relations with Government institutions like the gender and FGM boards to promote gender.

Ensure that project strategies are timely shared with all stakeholders.

Promote effective working relations with county and sub-county stakeholders Liaise with donor desk officer and National Office (UNO) programme staff. Motivate the communities and local government officials to contribute and participate in implementation of project activities.

Attend periodical 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 that could potentially jeopardize the result.

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 districts.

Coordinate the Kibera level External Advisory Committee (EAC) in consultation with Population Council and project TOR documents Human Resources Management (10%)

Ensure that project staffs know and execute on 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.

Conduct training for 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 back to/with staff.

Handle grievances and participate in disciplinary hearings as relevant.

Design, Monitoring & Evaluation and Reporting (20%)

Establish proper collection of monitoring data, consolidation and reporting mechanisms at project level.

All data collection must be well structured to represent gender considerations and in line with the expectations of the overall AGI-K project management.

Consolidate project reports and analyse outputs and aggregate as appropriate.

Review and analyse monitoring and evaluation data and recommend adjustments to design as needed.

Ensure that approved reports are disseminated among stakeholders

Work with the project staff to ensure utilization of all the recommendations from project reports/field visits.

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.

Work with the project team and communication Manager to document project activities for improved documentation / knowledge management Specific Factors Decision Making

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

Work with project team on resource allocation within approved budget parameters.

Work with the team on project priorities within approved project work plan.

Work closely with HR department on the recruitment process of new project staff within approved project budget and work plan.

Work with the project team on what skills are required to execute project stages within approved project proposal.

Work with the project team on schedule for internal project field /monitoring visits and including 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.

Controls and Checks

Internal Purchase Request

Summary Bid analysis

Approve payment of transactions not exceeding delegated levels

Approve project expenses

Plan Operational and Child Protection Policy.

Procurement policy.

Work procedures and routines.

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:
Educational Qualification & Experience

Advanced degree in social sciences; education or public health post graduate qualifications in a relevant professional discipline desirable.

7 years relevant experience in community development/child protection/education/financial education/gender working with adolescence girls in an

Urban setting with minimum of 4 years at a supervisorial / managerial level.

Experience in working in adolescents in urban settings a must.

Experience working on interventions that were part of rigorous research studies preferred Knowledge

Thorough knowledge of programming processes, systems and principles, and the ability to provide leadership and support to staff working at community level.

Sound understanding of integrated development issues and critical analysis of child poverty

Knowledge of development issues, trends, challenges and opportunities and implications to community development

Demonstrated knowledge of strategic planning processes

Demonstrated capacity to implement a multi-thematic action research project.

Skills Specific to the Post

Analytical and conceptual skills

Interpersonal / Communication

Report writing

Results orientation

Good Leadership, Teamwork and Cooperation, Motivation and Innovation

Computer skills

Budget and Cost Control

Risk management

Monitoring and Evaluation skills. Research skills

Urban project design.

Experience in working with youth and adolescent.

Competencies

Believe in the potential of all people to succeed if given the right support and willingness to multi-task.

Ability to perform under stress, innovative, build relationships, coach and mentor, facilitate change, develop teams, initiate action, strategic decision making, planning and organizing.

Lead through vision and mission and a personal commitment to children’s development and protection. Leadership Attitudes and Behaviours

Supports learning in diverse teams

Positively promotes team effort and high performance by all staff through shared successes Acts with high degree of integrity and professionalism.

Relates to people in a friendly, open manner and engenders trust from other staff

Holds self and others to account to deliver on agreed goals and standards of behaviour

Dynamic, highly motivated and balances future vision with practical delivery

Can reach out and influence large groups of people

Remains calm and positive under pressure and in difficult situations

Promotes innovation and learning

Pleasant and polite attitude at all times; ability to reflect professional standards

Ability to act as part of multi-cultural and multi-disciplinary team. Internal Contacts:

Other Plan Project Managers and Program Managers

Technical Support

Designated Project Accountant

Finance, procurement, fleet, administration

Kenya Country Office M&E

Business Development Manager. External Contacts:

County/ Sub County Government, Administrators

Government Technical Departments/Line Ministries

Population Council – the prime organization for AGI-K and other AGI-K partner organizations

Other INGOs, local NGOs, UN agencies and organizations implementing in the same geographic areas, program sectors, et.al.

Donor desk officers responsible for project and other donors as relevant

Key stakeholders at community level Values: Commitment to Plan International Kenya’s values:
Physical Environment and Demands: Ability to spend 40% of the time in the field.
Level of Contact with Children: High contact - Occasional interaction with children
The position will be based in the Country Office with frequent interaction with children (adolescent girls).
6. Position: Program Implementation Officer (PIO)_Adolescent Girls Initiative Kenya (AGI-K) Project
Grade: C1
Department & Location: Nairobi Urban Programme
Reports to: Project Manager AGI-K Work with the M&E Manager
Dimensions of Role:
The incumbent will report to the Project Manager.
As part of the execution of their roles, Project Implementation Officers will be required to hold periodic meetings with relevant project stakeholders to ensure that their feedback and input are incorporated into the project implementation.
PIO is the main community mobilizer and the day-to-day face in the field of Plan.
The role will require liaison with other project teams to ensure synergy and integration of project interventions within the Nairobi Urban Programme.
The incumbent will be accountable for the management of the project budgets.
Key Responsibilities - Key End Results of Position:
Project Design and Implementation:

Ensure that the project designs are technically sound, have a clear logic and a monitoring plan to track the implementation, incorporating relevant gender considerations.

Ensure that the monthly activities and budget plans are implemented as per approved budget and activity lines. Produce periodic tracking reports on the progress of the implementation.

Ensure that all the recommendations resulting from project visits/reports are executed.

Ensure all project related partners, government and other stakeholder relations are well maintained and also ensure that feedback and input from stakeholder fora are incorporated into the implementation of the project.

Work with relevant staff to ensure all logistics and procurement are done according to Plan and donor policies.

This will include the development of procurement plans.

Periodically review the project outline to ensure that implementation is on course and give regular explanations on the variances.

Ensure a successful closure of the project once it has been completed Documentation and Reporting:

Consolidate/write project reports in line with donor requirements and Plan standards and as requested by the Project Manager.

Work with the Communication Manager in documenting project achievements and lessons learnt.

Contribute to documentation and sharing of best practices with all stakeholders for the project outcomes

Facilitate and coordinate joint reflection sessions at County level (among partners).

Develop a mandatory project summary for the project.

This will be submitted together with the project outline and the project completion reports

All reporting must be segregated to depict progress and other issues around gender as guided by the Plan Kenya House Gender Framework Partnership Management:

Work closely with project partners/consortium members to ensure implementation of work plans and act as accounting officers to the project.

Be responsible for partnership scoping and keep good records of relevant partners in the areas of operation for possible collaboration and maximize on the use of resources and effort.

Engage the relevant county and national government institutions to garner support for Plan’s work.

This includes taking advantage of specific GOK and non-state institutions in sectors of gender, education, child protection MOH among others

Attend sector specific County Coordination meetings in the absence of the Project Manager.

Coordinate activities with other Plan Kenya Urban programmes Dealing with Problems:

Managing project related conflicts

Managing community/Plan Policy conflicts

Maintain good working relationships with other Civil Society Organisations (CSOs).

Negotiating with the respective government departments to ensure that work goes on.

Managing community attitude towards Plan implementation strategy.

Managing donor versus implementation partner timelines and reports Communications and Working Relationships:

Maintain a high level of external communication/contact within the project sites, County and Sub-County levels.

This is to facilitate the implementation of the project activities effectively.

A medium level of external communication with the INGO and high level of communication with LNGO, CBOs partners in the county.

Ensure consideration of necessary sensitivities in the urban slam settings where the project works Knowledge, Skills, Behaviors’, and Experience Required to Achieve Role’s Objectives:
Educational Qualifications, Knowledge & Experience:

A Bachelor’s degree in Arts, Social Sciences, Education or Development Studies.

At least 5 years’ experience in project management/coordination.

Strong Knowledge of community development with focus on adolescent girls.

Conversant with child rights issues.

Knowledge & experience in executing adolescent girl’s projects with a focus on sexual reproductive health, life skills, education and financial education.

Knowledge in donor reporting mechanisms (will be an added advantage).

Minimum 4 years working in Urban settings, especially Nairobi Key Skills Specific to the Post:

Skills in managing project implementation and monitoring is critical

Strong facilitation, coordination and report writing skills

Community mobilization and organization, networking, partnership development and management skills

Good communication and negotiation skills

Good interpersonal, relationship and team working

Conflict Management skills

Demonstrated competence in computer applications. Values

Commitment to Plan International Kenya’s values: Physical Environment and Demands: The position requires constant interaction with communities and partners, hence the incumbent is expected to work on daily basis with communities in urban slums of Nairobi.
7. Position: Monitoring and Evaluation Officer – Adolescent Girls Initiative Kenya (AGI-K) Project
Department & Location: M&E, Country Office, Nairobi
Reports to: Project Manager - AGI-K, with a dotted line to the Country M&E Manager
Dimensions of Role:
The Monitoring and Evaluation Officer will report to the AGI-K, Project Manager with a dotted reporting line to the Country M&E Manager.
The position holder will have responsibilities for program quality and M&E, capacity building on M&E and learning and sharing AGI-K project outcomes and key learnings.
Typical Responsibilities - Key End Results of Position:
Program Quality and M&E:

Provide guidance and support in the development of AGI-K monitoring tools and M&E Framework, including capturing gender sensitive beneficiary feedback.

Create an M&E work plan to ensure the M&E Framework is adhered to and all necessary data is captured according utilized.

Ensure that the necessary data is collected on time using participatory approaches.

Analyze quantitative and qualitative data and reflect on the projects process, ensuring that your recommendations are shared with all the relevant staffs for action/follow-up

Partake in performing continuous project evaluations/assessments, including gender considerations, guided by the Plan Kenya House gender framework.

Train local partners (and staff where appropriate) on the M&E framework, data management, results-oriented programming that incorporates gender considerations.

Ensure quality and reliability of data collected by the project through data quality controls and spot-checks to project sites. Capacity Building on M&E:

Assess the capacity of AGI-K project implementation structures and build their capacity as necessary.

Build the capacity of Plan AGI-K project staff on M&E.

Apply a holistic approach that provides a broad perspective on M&E. Key Working Relationships:

Internally: The position will work closely with the AGI-K Project Manager, the

Country M&E manager and other Project staff

Externally: The position is expected to coordinate with the consortium members especially the research team (Population Council and African Population and Health

Research Centre (APHRC), project partners, local government officials and structures as appropriate, and community level groups.

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

A Bachelor’s Degree in Social Sciences, Economics, Rural Development or any other related field from a recognized university.

At least 3 years practical work experience in monitoring & evaluation

Working knowledge of word processing spreadsheets, data entry and analysis

Sound experience in participatory research methodologies, both quantitative and qualitative

Experience of building the capacity of others around M&E

Commitment to international development and children’s rights

4 years’ experience working in urban setting, especially Nairobi Skills Specific to the Post:

Able to analyse M&E data and use this to reflect on whether the projects is meeting its aims.

Demonstrable professional maturity and able to work independently

Good interpersonal skills for team working

Good written and verbal communication skills

Ability to meet deadlines in multiple tasking environments Competencies and Values:

Supportive and versatile

Ability to drive innovation and learning

Results oriented and focused

Respectful and a person with integrity

Effective communication skill Physical Environment and Demands: The job holder requires 60% field work and 40% office based environment.
Level of Contact with Children: Mid contact - Occasional interaction with children
How to Apply
For more information and job application details, see; Plan International Jobs in Nairobi Kenya
Send your motivation letter and CV as one document when applying. The closing date of applications is 3rd November 2014. Only shortlisted applicants will be contacted.