Emergency Proposal Writing Officer

Terms of Reference

Emergency Proposal Writing Officer

Place of Work: Somalia Programme – Nairobi
Reports to: Emergency programmes support coordinator
Reporting to position: N/A

Save the Children (SC) is an international organization with 27 member organizations across the globe. It is united by a common mission and brand but, to some extent, has until now been working independently from country to country and within countries. 

With the decision by all Save the Children organizations to create an International Programmes Unit (IPU) taken in 2010, Save the Children aims to create a stronger voice for children by unifying the operations in all countries. 

This will result in one organisation at the national level in each country and a unified programme delivery structure for all Save the Children International Members.

Save the Children UK, Denmark and Finland unified in Somalia in January 2010 under the name Save the Children in Somalia which will move to the IPU model by the end of 2012. 

After one year of unification and as a result of an active fundraising strategy the programme budget was over GBP 10m covering thematic areas of protection, child survival (which includes health, nutrition and livelihoods), education, and Child Rights Governance.

Function Purpose

The proposal writer will serve as primary writer for the development of proposals to support the emergency response. S/he will work closely with emergency technical advisers, technical coordinators, logistics manager and the emergency finance and grants managers.

Key accountabilities

• In conjunction with Grants manager ensure that all appropriate donor and Save the Children formats for proposals are available in-country and that key contributing staff have a clear understanding of donor requirements and expectations for the proposal.
• Create and maintain a list of potential donors and their specific funding preferences and deadlines for proposal submission; track progress of proposals, submission dates, amounts, etc.
• Ensure “quality control” checks on all proposals for submission and that adequate HR and operational costs have been included.
• Ensure all proposal development and sign-off procedures are followed.
• Gather information from technical advisors and other relevant team members, assessment teams and sitreps and other relevant sources necessary for drafting proposals.
•  Transform information gathered, objectives set and results expected into required formats and inline with requirements of each donor and SC Member.
• Consult relevant technical advisors on specific program interventions
• Under the supervision of the Technical Program Manager, liaise with SC Members to understand the different donor needs and requirements.
• Provide additionally requested information in relation to proposals from donors, SCI or SC members promptly and accurately and make necessary revisions based on feedback.
• Support Grants manager in the negotiation of project commencement and conclusion, budget and payment schedule, reporting dates and requirements with donor or Save the Children member.
• Work closely with the emergency finance team, Logistics Manager as well as relevant technical staff to develop proposal budgets.
• Ensure all proposals are reviewed and approved by Response Team Leader or delegate before final submission to the donor.
• Comply with all relevant Save the Children policies and procedures with respect to child rights and safeguarding, health and safety, equal opportunities and other relevant policies.

Deliverables:

• Working with finance and programs to identify funding gaps that are combined on a funding gap tracker to target future opportunities
• Development of proposal timeline tracker

Core Competencies & Qualifications

Essential:

• Demonstrated experience of writing winning proposals for key institutional donors. Demonstrated experience of proposal development in at least three of Save the Children’s core emergencysectors (Health, nutrition, FSL, WASH, ,Shelter, education and CP)
• Minimum two years of working with Humanitarian organisations in related roles to proposal writing/coordination for international donors.
• Demonstrated experience developing multiple narrative and cost proposals simultaneously
• Knowledge of CAP and Flash Appeals processes
• Experience working in a demanding environment and with a challenging context.
• Understanding of donor compliance and key reporting procedures
• Good negotiation, communication, decision-making and interpersonal skills and ability to work as part of a team.
• Good personal organisational skills, including time management, and ability to meet deadlines and work under pressure
• Ability to work within a multicultural setting
• Fluency in written and spoken English
• Commitment to and understanding of Save the Children’s aims, values and principles
• Information Communication Technology literate
• Budgeting development experience
• Bachelors degree level in social sciences, development or related subjects.
• Masters degree in project management desirable

Child Safeguarding Policy

• As an employee with Save the Children you are required to comply with the practices and principles as stated in the organizations Child Safeguarding Policy, both in the course of your employment and in your private life. 
• The Child Safeguarding Policy aims to ensure that all children who come into contact with Save the Children are safe from abuse, neglect, exploitation and harm of all kinds. 
• As an employee within Save the Children you are committed to uphold these standards  and to report according to local reporting procedures if you suspect that a child we work with are put in any risk of being harmed or abused as a result of the organizations actions. 
• You are further obliged to undertake induction and training on the Child Safeguarding Policy.

Code of Conduct

Because Save the Children's work is based on deeply held values and principles, it is essential that our commitment to children's rights and humanitarian principles is supported and demonstrated by all members of staff. Save the Children's Code of Conduct sets out the standards which all staff members must adhere to.
 

Applications should be forwarded to: vacancies@scsom.org. 

Application Closing Date: Will be Friday 06th July 2012. 

However, the closing date may be earlier than this date due to the urgency in filling the position.

Administrator

Job Description

Administrator

Place of Work: Nairobi with occasional travel to the field

Grade: 4

Reports to: Human Resource & Administration Director

Child Safeguarding Level: 3

Line management Responsibility: 2 Assistant Administrators
Budget Responsibility: GBP 2,000

Job Purpose

• The Administrator for Save the Children Somalia/Somaliland Programme is accountable for providing, efficient and proactive administrative support to theSomalia/Somaliland Programme in Nairobi.

Roles and Responsibilities

• To ensure that the Nairobi Assistant Administrators act as a high performin gteam (through coaching and mentoring) delivering results as required and to promote this through regular 6 monthly performance review .
• To ensure and effectively monitor that all international staff engaged by the Somalia Programme have valid working documents (Business Visas. Special Passes, Work permits, are registered to pay tax and secure a PIN number.
• Ensure that up-to-date information on travel, work permits/special passes, guesthouses occupations is readily available.
• Regularly monitor administrative responsibilities for the administrative assistants and provide adequate support including liaising with Human Resource on the appropriateness of current staffing levels .
• Ensure that all new staff in the Nairobi office receive an induction on Administration systems and procedures.
• Ensure that staff leave records are properly maintained and updated.
• Maintain a handbook incorporating all SC guidelines and policies related to administration
• Develop, implement and regularly evaluate office (including guest houses) policies and procedures, ensuring they are being adhered to and provide suggestions for areas of improvement to improve operational efficiency • Ensure that all travel arrangements are made for staff and visitors (including interview candidates and consultants) to facilitate their entry in the countries they are visiting;
• Manage guesthouse bookings, housekeeping and maintenance requests.
• Ensure that the office is regularly serviced and maintained in a clean and appropriate manner.
• Liaise with the Kenya Programme to ensure that organizational memberships are regularly updated
• Coordinate with the Kenya Programme and ensure provision of administration services to Somalia Programme team.
• Lead on organizing and identifying appropriate venues for meetings, workshops and accommodation for staff, visitors while ensuring value for money
• To ensure that document retrieval systems for reference and working documents within the Admin office are efficient and easy to access.
• Ensure that all general office equipment are regularly serviced and maintained.
• Maintain regular survey and trend analysis of administration services, costs and recommended suggestions/systems that would improve cost effectiveness and efficiency.
• Regular checking of the office suggestion box and forwarding feedback received to the HR Director.
• Tendering of administration related suppliers (including hotels) to ensure quality, efficiency of services provided.
• Ensure filing systems for all administration functions are maintained and current
• Prepare Administration cost benefit operational reports (Office stationery, guesthouses, hotels etc) to monitor and maintain office supplies inventory
• Maintain a safe and secure working environment
• Maintain a “welcome to Nairobi” document to be sent to visitors prior to arrival and ensure that all visitors receive a security briefing within 24 hours of arrival in Nairobi.
• Ensure that all Nairobi based staff, and where requested Somalia based staff, hold up to date SC ID cards.
• Regularly update the Somalia Programme staff lists, contact lists with Regional Office, Global directory and the NGO Consortium data base.
• Ensure that all visitors to the programme have prior clearance.
• Lead on all negotiations with the Kenya programme related to sharing costs and facilities in the office and facilitate the payment of the Somalia Programme share of utilities, communication services, staff and rent.
• Respond to ad-hoc enquiries from the general public and also to information requests from London and where necessary forward to the appropriate people

• Budget Management
• In collaboration with the HR Director, manage the Nairobi office budget with a £2,000 limit.
• Prepare the annual budget, approve all expenditures (within this limit) against this budget and support costs for the Nairobi office
• Monitor the office budget through monthly review meetings and produce a monthly variance analysis report.

Qualifications And Experience

Essential:

• University Degree or Higher Diploma in Business Administration
• Minimum 3 years administration experience in large international nongovernmental organization or other international relief/development body.
• Strong planning, coordination, and reporting skills, with the ability to organize a substantial workload comprised of complex, diverse tasks and responsibilities;
• Experience in dealing with Immigration and the INGO Board
• Resourcefulness and creativity in developing the role of administration and ensuring the most effective support ;
• High level of maturity, and strong people management skills, with experience ina multicultural and diverse team;
• Strong communication and interpersonal skills
• Complying with and promoting all Save the Children UK Global policies such as Child Safeguarding, Whistle blowing, Fraud, and Health and Safety.

Desirable:

• Basic financial skills, particularly in budgeting;
• Experience in administration support provision within an emergency response or highly complex and dynamic environment

Child Safeguaring Policy:

• Any employee, consultant, contractor or the supplier undertaking an activity on behalf of SC UK must sign the Child Safeguarding - Declaration of Acceptance Form] and comply with the SC UK’s Child Safeguarding Policy which is a statement of SC UK’s commitment to preventing abuse and protecting children with whom it comes into contact.
• This extends not only to children with whom SC and its partners work directly, but also includes children whom staff are responsible for. SC UK believes that the situation of children must be improved through the promotion of their rights supported and demonstrated by all members of staff. Save the Children's Code of Conduct sets out the standards which all staff members must adhere to.

Applications should be forwarded to: vacancies@scsom.org. 

Application Closing Date: Will be Wednesday 04th July 2012. 

However, the closing date may be earlier than this date due to the urgency in filling the position.

Emergency Supplies Coordinator

Emergency Supplies Coordinator

Place of Work: Nairobi (Kenya)
Grade: TBC

Reports to: Head of Logistics – Somalia/Somaliland
Reporting to position: Procurement Officer

Budget Responsibility: None
Child Protection Level: 3

Save the Children (SC) is an international organization with 27 member organizations across the globe. It is united by a common mission and brand but, to some extent, has until now been working independently from country to country and within countries. 

With the decision by all Save the Children organizations to create an International Programmes Unit (IPU) taken in 2010, Save the Children aims to create a stronger
voice for children by unifying the operations in all countries. 

This will result in one organisation at the national level in each country and a unified programme delivery structure for all Save the Children International Members. 

Save the Children UK, Denmark and Finland unified in Somalia in January 2010 under the name Save the Children in Somalia which will move to the IPU model by the end of 2012. 

After one year of unification and as a result of an active fundraising strategy the programme budget was over GBP 10m covering thematic areas of protection, child survival (which includes health, nutrition and livelihoods), education, and Child Rights Governance.

Job Purpose

The Emergency Supplies Coordinator is responsible for overall coordination of procurement & transportation of all goods and services for the ongoing humanitarian response of Save the Children Somalia/Somaliland programme. 

S/he must ensure that requests submitted are dealt with in a timely manner following proper procedures for purchasing goods and services. 

This includes tracking all re-occurring and project specific requests, coordinating with a large number of vendors and ensuring that goods are delivered to field offices in a timely manner. 

This requires a highly motivated and detail solution oriented individual who will be able to resolve operational critical challenges as they arise.

The Emergency Supplies Coordinator reports to the Head of Logistics and contributes to ensuring that Save the Children’s commitment to improving quality and accountability in humanitarian work is upheld, through reference to the Sphere Charter, Save the Children Minimum Standards and the NGO Code of Conduct, and endeavours to implement sustainable systems and transfer knowledge and skills to existing staff.

Key accountabilities

• Setup an effective supply chain for the emergency programme in close collaboration with Head of Logistics.
• Oversee and manage all procurement related functions through communication with internal and external  staff/offices including HQ Supplies Section, Regional, Finance, outside vendors and suppliers.
• Manage the procurement processes effectively including Purchase requests, Quotations, Bid analysis, Purchase orders, Tenders in accordance with Save the Children procedures and guidelines.
• Follow up procurement plans for all grants on a weekly basis and provide updates to all concerned.
• Maintain list of vendors and transporters that specialize in providing specific goods & services and constantly review the performance of the supply chain.
• Ensure that there is an efficient supplies tracking and filing system.
• Produce weekly updates on status of supplies and circulate it to concerned staff/teams.
• Ensure that staffs are conversant and familiar with the procurement and planning process in support of project and program requirements.
• Building the capacity of the procurement staff on Save the Children policies and procedures.
• Lead, manage and motivate a team, ensuring that they have clear objectives and receive meaningful feedback on their performance.
• Comply with the requirements of Save the Children’s Child Protection Policy to ensure maximum protection for children.
• Produce a monthly analytical report of quality of procurement process and suggest alternate solutions to improve procurement.

Person specification

Essential:

• Bachelors Degree and Diploma in Procurement/Supply Chain Management or related field in logistics.
• Minimum 5 years of experience in managing large scale procurements, tenders and in an emergency response setting.
• Knowledge and experience of dealing with clearing & forwarding agents and transportation of large volume of supplies in and out of Kenya.
• Ability to work independently, take personal initiative, and multi-task including strong facilitation skills in an ever changing dynamic operational environment
• Excellent written and spoken English language skills.
• High computer literacy level with expected proficiency in Word, Excel, PDF and Internet.
• Strong administrative and organisational skills.
• Ability to coach others and work in a team environment with experience in conducting training.
• Excellent interpersonal skills and ability to work effectively in an operational environment.
• Experience in negotiating service agreements with vendors and suppliers.
• The capability and willingness to be flexible and accommodating in sometimes difficult and frustrating work situations.
• Commitment to and understanding of Save the Children’s aims, values and principles.

Desirable:

• Experience of working in an International NGO or a UN agency.
• Good understanding of Somalia context and air/sea/road shipping routes into Somalia.

Child Safeguarding Policy

• Any employee, consultant, contractor or the supplier undertaking an activity on behalf of SC UK must sign the Child Safeguarding - Declaration of Acceptance Form and comply with the SC UK’s Child Safeguarding Policy which is a statement of SC UK’s commitment to preventing abuse and protecting childrenwith whom it comes into contact.
• This extends not only to children with whom SC and its partners work directly, but also includes children whom staff are responsible for. SC UK believes that the situation of children must be improved through the promotion of their rights supported and demonstrated by all members of staff. Save the Children's Code of Conduct sets out the standards which all staff members must adhere to.

Applications should be forwarded to: vacancies@scsom.org. 

Application Closing Date will be Friday 06th July 2012.

Project Officer - Livelihoods

CRS Kenya

Job Description

Project Officer-Livelihoods

No.: 1 position

Date of update: April 13, 2012

1.  Position Identification:

Department : Emergency
Job Title :  Project Officer  
Grade : 5  
Reports To : Emergency Projects Manager  
Supervises (Direct Reports Only) : N/A  
Based In (Location) : Maralal

2.  Background

Malaral forms one of the ASAL areas of Kenya. Due to repeated cycles of drought, conflict and lack of diversified livelihoods, the communities are highly vulnerable as a consequence experience high levels of poverty and ill health. 

CRS in partnership with the Diocese of Maralal(DoM) are working on building the capacity of the most vulnerable  communities to become more disaster resilient and to move towards recovery in order to realize  development in their areas of residence. 

3. Job Purpose

Reporting to the Emergency Program Manager the Project Officer will ensure that the different emergency projects under his/her jurisdiction meet the required project quality and set targets. 

The PO in addition will ensure that good relationships are maintained with the implementing partners and the required technical and logistical support to implement the projects is provided. 

The PO  will also establish collaboration with the different relevant government ministries, institutions, UN bodies and I/NGOS for increased projects effectiveness and efficiency.

4. Key Responsibilities And Accountabilities:

The PO is responsible for coming up with strategies that would promote increased food security and peaceful relationships amongst the different communities under the dioceses of Marsabit and Maralal. 

The PO will also work with the implementing partners to provide support to communities to put in place mechanisms for Disaster Risk Reduction (DRR) and Climate Change Adaptation (CCA) in order to build up community resiliency to disasters.

The following are specific Responsibilities that the PO will be required to undertake:

Overall projects management

• Provide technical and logistical support to the partner (staff) to fully understand the design of the emergency projects.
• Oversee implementing partner financial management on funds provided to implement emergency projects.
• Ensure that partner organization engages qualified staff to implement the project.
• Build the capacity of partner staff in projects management
• Ensure that laying down of  peace building strategies are prioritized in every intervention supported through CRS emergency/recovery projects

Project Design/Monitoring /Evaluation

• Participate in development of emergency and recovery project proposals
• Build the capacity of partner staff in monitoring of project indicators and preparing project reports
• Pay monitoring visits to project sites and
• Set up monitoring and evaluation tools for use by partner staff
• Submit quarterly/annual project reports
• Conduct annual review and planning meetings Ensure that all project inputs are available for successful projects implementation

Projects Implementation/Community participation

• Ensure that the community is fully involved and consulted during the process of projects implementation
• Building of community capacity to draw their own recovery/development plans remains a project priority
• Ensure that vulnerable community members are not exploited the project implementation and their rights are protected

Management of partnership/collaboration relationships

• Maintain  positive relations with partner institutions and other collaborators
• Represent CRS in any meetings with government and other institutions related to the emergency projects

5. Other Responsibilities And Activities:

• Support interventions and strategies that would foster peace, increase food security, improved nutrition and sustainable livelihoods amongst the target groups
• Strong coordination with other related programs including, but not limited to, the Global Hunger and Food Security Programs.
• Support and provide  linkages with other programs in the NAL region that provide savings and loan schemes, micro-insurance, entrepreneurship and vocational and job-readiness training; as well as matching with value-chain and other market-based initiatives
• Stay abreast of professional standards, trends and policies affecting this set of responsibilities, demonstrating continuous learning of the field

4.    Knowledge, Skills And Abilities Requirement

A.    Knowledge

• A university Degree in Agriculture, food security and other related relevant training
• At least 3-5 years of experience working as an agricultural extension officer or crop research among pastoralist and nomadic NALs.
• Experience in working with resource poor farmers, especially on dry land farming systems, project monitoring and evaluation
• Knowledge on GOK strategies and policies on livelihood especially those related to Arid Lands
• Knowledge and experience in market-based cash and/or voucher transfer mechanisms
• Good knowledge and understanding of microenterprise, value chain chain approach and sub-sector analysis
• Sound knowledge and experience in project management including planning, budgeting and reporting
• Excellent analytical and computer skills (Microsoft office package and excel)
• Willingness to travel

 B.  Skills And Abilities

• 3-5 experience implementing projects with Nongovernmental organizations..
• Ability to transfer skills and knowledge through, training, mentorship and accompaniment
• Demonstrated ability to work with various teams.
• Excellent written, oral communication in Kiswahili and English
• Excellent computer skills (Microsoft Office Programs).
• Demonstrated ability foster integration in programming approach
• Excellent understating of GOK, USAID, other relevant donors and CRS operating procedures

C.    Required Behavioural Competencies

• A professional with high personal integrity and commitment
• A good steward of agency resources
• An individual that can cope with work with people from diverse backgrounds
• Ability to being sensitive, motivated and show empathy

5. Key Working Relationships:

Internal:

• Project Officers-Livelihoods are key members responsible for skills building and transfer through mentorship and accompaniment of IPs, GOK and the community to ensure emergency and DRR projects service delivery.
• They are expected to work closely with other CRS programming units to ensure a holistic and integrated and comprehensive approach of the project as detailed in the proposal.

External:

• Externally key functions include representing CRS in various forums and forging relations with the Emergency, DRR or any development related forums, GOK, IPs, other stakeholders and the community. 
• They should ensure that CRS mandate of skills building; constant community consultations, mentorship and skills transfer are sustained through different lives of different projects implemented in Maralal.

6. Disclaimer Clause

This job description is not an exhaustive list of the skills, effort, duties and responsibilities associated with the position

Written applications indicating the reference number of position applied for on the email subject lineand CV including day-time contact phone numbers, as well as names and contact information of three references should reach the below-mentioned by Close of Business June 29, 2012.

Human Resources Manager
Catholic Relief Services – Kenya Program
PE-mail: hr@ke.earo.crs.org

Only Short listed candidates will be contacted