Catholic Relief Services <> Deputy Head of Programs

Catholic Relief Services
 

Deputy Head of Programs 

Ref. 2015/38


Job Summary: The Deputy Head of Programs (DHOP) is responsible for assisting the Head of Programs (HOP) to manage the quality of CRS Kenya programming, making sure they incorporate lessons learned from previous projects, meet Government of Kenya (GOK) standards, and adhere to CRS and international program standards. 

The DHOP will oversee a portfolio of projects; the actual projects supervised are under discussion and subject to change, depending on the country program portfolio.

 

In addition, s/he will be responsible for supervising the MEAL managers to ensure projects maintain high standards of M&E, accountability, and learning, and incorporate ICT4D.

S/he will work with the project team to manage up-to-date and accurate project tracking information on all programming projects, both internally and through the CRS tools: Global and Gateway. 

The DHOP will assist HOP with financial tracking of all project activities and sit in on BCR review sessions monthly to offer recommendations and ensure PMs, POs, and Finance staff follow up on the previous month’s action points. 

The DHOP will ensure Project Managers within his/her unit are supporting Sub-Recipient Policy roll-out. The DHOP will serve as Acting Head of Programs, as requested and when necessary.

Specific Job Responsibilities

Project Management and Program Quality
 

Responsible for managing a portfolio of Managers, supervising their teams to:

• Develop realistic work plans that meet donor requirements.
• Submit all donor narrative and financial reports on time, ensuring targets are met on time and financial expenditure according to donor guidelines and within budget.
• Communicate and coordinate with donors and partners in a professional manner guided by CRS Partnership Principles.
• Participate effectively in UN and other Working Groups, taking leadership positions as possible.
• Regularly hold Project Management Team (PMT) meetings with their staff (checking progress, reviewing detailed implementation/workplans, reviewing budget expenditure, and checking that MEAL systems are in place and functioning).
• Hold monthly BCR and detailed budget drill down meetings with staff and ensure action items from previous month have been acted upon.
• Responsible for managing the CRS Kenya library of current curriculum for all programming interventions, ensuring the curriculum is supported by GoK and CRS Agency standards and International Minimum Standards.
• Coordinating with the project team to keep updated project tracking records and ensuring appropriate information is uploaded onto Gateway on time and accurately.
• Responsible to ensure that all projects under his/her portfolio have undergo/went a SMILER M&E coaching in coordination with the MEAL unit.
• Ensure that programming activities effectively incorporate gender-sensitive programming, Integral Human Development, child protection, and humanitarian accountability within activities.
• Prioritize community participation throughout the programming process and ensure interventions address community-identified priority needs.
• Ensure regular monitoring visits are made to project sites to review progress with project staff and coordinate with partners and other stakeholders. Address issues that arise in coordination with team. Travel per month is based on project needs but is estimated at 25-30% per month.
• Support culture of shared learning through documentation of lessons learned, promising practices, and other project documents which can be published or shared externally.
• Provide timely feedback to team on quality of narrative and financial reports and ensure recommendations are incorporated.

Coordination and Representation

• In coordination with Project Managers, hosting EARO and HQ Technical Advisors to check quality of CRS Kenya program initiatives, respond to recommendations made, and offer innovations where appropriate.
• Foster linkages and develop relationships with other Project Managers at other (I)NGOs to share ideas and ensure CRS programming initiatives are competitive.
• Initiate and nurture linkages with relevant government ministries, international and national non-governmental organizations, and international organizations.
• Represent CRS Kenya/Somalia in relevant national-level forums, conferences, and working groups.
• Regularly report progress on activities to HOP through a variety of communication mechanisms, keeping communication professional and results-driven and maintaining proactive communication in all areas of responsibility. Success of the position will depend on the level of communication and coordination and organization skill of the individual holding the position.

Program Compliance/Financial Management

• Ensure all budgets within portfolio are managed according to donor and CRS guidelines.
• Ensure budgets are not underspent. Make adjustments through approved realignments on time as required.
• Sit in on BCR reviews for projects within portfolio and track follow-up on the actions noted monthly.
• Ensure Sub Recipient and CRS financial policies are adhered to for all staff supervised.
• Ensure close collaboration with compliance, finance, and operations teams during audits for program activities. Follow up on recommendations reported.
• Assist Project Managers to respond to partner and CRS financial and compliance reporting and budget development. Mentor project managers in budgetary skill development.

HR Management & Supervision

• Directly supervise Program Managers, Senior Project Officers, and MEAL staff, as required (to be determined). Note that portfolio of projects supervised are subject to change.
• Ensure all project staff is managed according to CRS Performance Management System. Ensure appropriate technical skills and capacity are available to meet project needs.
• Oversee recruitment of CRS staff for projects, collaborate with CRS HR, and ensure adequate recruitment oversight for partner program staff in consultation with the implementing partner(s) to projects.
• Hold regular staff meetings to foster strong teamwork, creative problem solving, communication, and holistic thinking.
• Assist with CRS and partner staff learning, training, and development. Identify opportunities for staff to conduct TDYs or participate in learning or trainings outside of Kenya are pursued in coordination with the HOP and Country Representative.
• Facilitate learning or mentoring sessions with staff.
• Conduct all activities through a Justice Lens.

Strategic Issues & Growth

• Assist with the development and support to achievement of CRS/KE’s Strategic Program Plan.
• Contribute to the development and review of CRS proposals. Ensure gender and MEAL proposal requirements are met on time during proposal production process. Participate in internal review committees for proposals as requested.
• Contribute to proactive networking with other (I)NGOs, donors, and stakeholders; participate in regular business development coordination meetings.

Partnership Management

• Provide guidance and support to project managers/officers and Partner Directors.
• Identify and respond to partners’ needs for training, technical assistance, and capacity strengthening. This may include, but is not limited to, organizing, developing, and/or facilitating trainings on program / financial / compliance management.
• Organize regular review meetings with partners, according to all relevant Sub-Recipient policy guidelines.
• Ensure staff provide partners substantive and timely feedback on reports and budget expenditure.
• Undertake field visits to partners’ project sites to solicit partner and community feedback on project progress and challenges, to address partner queries, and to enable solve implementation issues.
• May be requested to facilitate partner trainings or workshops.

Safety & Security

• Monitor security environment for all CRS Kenya operating areas.
• Participate in relevant meetings and forums related to security.
• Monitor and track security alerts, trends, and information from relevant sources, (INSO, USG, UN) and provide alerts and precautions as necessary.

Other

• Carry out other duties as designated by the Head of Programs.

Competencies

Agency-wide Competencies (for all CRS Staff)

These are rooted in the mission, values, and guiding principles of CRS and used by each staff member to fulfill his or her responsibilities and achieve the desired results.

• Serves with Integrity
• Models Stewardship
• Cultivates Constructive Relationships
• Promotes Learning

Job Specific Competencies

These are rooted in the mission, values, and principles of CRS and used by each program manager to fulfill his or her responsibilities and to achieve the desired results.

• Sets clear goals and manages toward them
• Collaborates effectively with staff and stakeholders
• Manages financial resources with integrity
• Applies program quality standards to project design and organizational learning

Key Working Relationships

Internal: Country Representative, Head of Programs, Operations, MEAL unit, Business Development Manager, Program/Project Managers (PMs) and Officers, Regional technical staff, CRS KE Program Team

External: Implementing partners, faith and non-faith based local NGOs, local government representatives, donors, UN agencies

Qualifications and Skills

Required

• Master’s Degree or equivalent experience in International Relations or Economics/Social Sciences or other relevant field;
• Minimum 5 years of progressive management responsibility - should include livelihoods, agribusiness, microfinance, or MEAL;
• Prior management experience of USG, or other external donor funding;
• Prior experience managing and reporting against budgets and in narrative form required;
• Proven leadership and inter-personal skills with ability to build and motivate diverse and talented teams;
• Experience with participatory methods and partnerships;
• Proven ability to think strategically;
• Demonstrated proactive nature in resolving problems and leading a productive, committed team;
• Flexibility to work both in a team and independently;
• Cultural sensitivity, patience and flexibility;
• Demonstrated personal accountability and driven to serve others;
• Ability and willingness to travel regularly both nationally and internationally as needed;
• Excellent English language oral and written communication skills;
• Experience working in a variety of developing environments required;
• Proficiency in Microsoft Office suite, including Word, Excel, PowerPoint and Outlook required;
• Excellent, proactive communications and coordination skills essential.

Preferred

• Managing budget portfolio of at least 500,000 USD over a 12-month period.
• Willingness to work extended hours, dependent upon the task deadlines.
• Understanding of and experience with faith-based organizations, local church structures, and accompaniment and capacity-building principles in local partnerships;
• Prior experience with gender and MEAL development and integration in programming

Disclaimer Clause

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

The following statement/declaration shall be included on all job applications:

“I understand that CRS takes all allegations of abuse and exploitation seriously. Abuse or exploitation of children or vulnerable adults is grounds for immediate dismissal.”
 

How to Apply:

Written applications indicating the reference number of position applied for and 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 January 4, 2016;

Human Resources Manager

Catholic Relief Services – Kenya Program

E-mail: hr@ke.earo.crs.org

Please indicate the Reference Number (Ref: 2014/38) on the ‘email subject. 

Only Shortlisted candidates will be contacted.

Note: Catholic Relief Services (CRS) does not charge any fees from applicants for any recruitment. 

Further, CRS has not retained any agent in connection with this recruitment

Group Maintenance & Engineering Manager

Job Title: Group Maintenance & Engineering Manager

Business Unit: Group function

Category / Function: Commercial

Department: Maintenance & Operations 

Line manager: Regional Managing Director
 

Direct reports of the position:  (3)

1. Mechanical Supervisor
2. Electrical Supervisor
3. Civil and Construction Supervisor

 

Functional Objectives;

• Direct and coordinate the operations and activities of the physical facilities maintenance

1. Engineering administration, layout, design, and construction;
2. Facilities and equipment maintenance;
3. Utilities operations and maintenance;
4. Facilities protection and security;
5. Departmental HSE compliance.

• Provide engineering consulting services, surveys, and recommendations to all Departments and to outside contractors performing services for the company facilities;
• Ensure compliance with applicable county and central government laws, regulations, statutes, and codes; securing required permits; and coordinating with appropriate local authorities.
• Contract and manage performance of contractors and consultants contracted for engineering works.

What are the key outputs of the job?  (What results do you leave behind?)

1. Management & Administration
2. Capital Stewardship
3. Cost Leadership
4. Ohs Compliance
5. People Management

What are your main tasks that you do to achieve the outputs?

• Set goals, plan, organize, and control the maintenance and engineering activities across the company operations.
• Generate and coordinate engineering and maintenance programs in liaison with all other relevant Departments for the procurement and maintenance of all real estate, Terminals, retail stations, utility services, and communication equipment.
• Preparation of Maintenance Department budgets, in coordination with facility owner/user departments
• Prepare Capital Project Proposals, in liaison with the Commercial Department, detailing project goals, Scope of Work, estimate of costs for labor, material, equipment, and site acquisition and preparation.
• Preparation of project cost estimates; proposal, justification, and management of capital projects and expenditures.
• Maintenance of records of planned and current construction and maintenance and engineering contracts.
• Prepare and update a plan for facilities/ equipment improvement and obsolescence.
• Prepare and maintain records of all Capital Projects including plans, budgets, authorizations, contracts, and completions schedules.
• Control costs for engineering projects through prudent purchase of engineering inventory and materials usage
• Provide guidance to contractors in various sites and ensuring HSE compliance
• Provide technical information, guidance, and support to operations department 
• Ensure compliance to statutory regulations and industry requirements in all XXX facilities.
• Initiate continuous process improvements in the terminals and depots to improve operational effectiveness
• Conduct energy audits and initiating corrective measures where necessary
• Coach and mentor teams and individuals on specific work aspects to support the business
• Overall staff management, chart out their career progression and discipline;

What are the success measures of the job? 

• Reduced down time of all facilities hence improved efficiencies.
• Prudent Opex Management.
• HSE and ISO compliance by contractors in all XXX facilities
• Process improvements to enhance overall effectiveness in terminal
• A motivated and high performing team   
• Must be up-to-date with what is happening in the industry and act proactively.

Minimum Formal Qualifications Required by the Position:

• First Degree in Mechanical Engineering
• MBA or relevant post-graduate qualifications will be an added advantage

Behavioural Competencies

• People Management skills
• Good interpersonal skills
• Coordinating and organising ability
• Active listening and attention to detail
• Analytical skills
• Excellent analytical Skills
• Assertive
• Solution oriented
• A strategic thinker.

Minimum Years Experience in Technical / Operational Environment

• At least 5 years of experience in maintenance and engineering in the oil industry.
• The incumbent must have served in a managerial position for at least 3 years managing a team.

How to Apply

Qualified candidates to send their cvs to cvs@careerdirections.co.ke by 20th Dec 2015 

Kindly indicate the Name of the position at the subject of the email.    

Indoor Sales Consultant >>> 30,000 plus commissions per month

Our client dealing in Hygiene services requires an Indoor Sales Consultant in Nairobi

Nature and Purpose: The purpose of this role is to generate increased sales volumes by ensuring all enquiries; leads and development opportunities are maximized through making appointments for field based sales colleagues and selling over the telephone where appropriate. 

Contacting and building relationship with existing clientele through phone, thereby ensuring an excellent sales experience for all existing and potential customers, particularly tier 2 and 3.

As holder of this position, you will be on a consolidated sales target of Kes 200,000.00 per month. 

 

You will earn lead commission in line with the Lead Commission Policy.

Reports to: Sales & marketing Manager

Direct Reports: Nil
 

Pay is 30k plus commissions
 

Key Relationships:

• Internal – S&M Manager, Admin Assistant, Sales Capability Leader, other sales colleagues, all other Company staff
• External – Company clients & potential clients

The following are critical competences expected of you;

• Deliver Results – Have the ambition to achieve goals/objectives and the discipline, organization and perseverance to deliver outstanding customer service.
• Act Commercially – Have the ability to gather and make sense of large amounts of information and apply it to make business and customer focused decisions
• Manage Self – Be able to manage emotions to remain calm, focused and optimistic while dealing with a constant stream of demands.
• Works with Others – Build relationships and collaborate with others (e.g. customers, colleagues, partners and suppliers) to achieve our mission
• A Will to learn – Continuous learning and skills development in order to achieve the required results.
• Eloquence and strong communication skills –  Have the ability to convey information clearly in an articulate manner

Responsibilities, Duties and Key Performance Indicators
 

Responsibilities

• Establish and maintain effective relationships with customers and to always act with customers in mind, meeting their expectations and requirements.  
• Demonstrate ethical sales behavior at all times, respecting the diversity of all colleagues/customers.

Key Performance Indicators (KPIs)

• Effective customer relations.
• Professionalism in handling customers.
• Occurrence of limited or no complaints/relationship issues from customers in your portfolio.

Responsibilities

• Contacting Tier 3 customers and cross/up-selling company services & products as well as generating customer feedback
• Establish and detail customers’ needs, competently demonstrate the benefits of company's products and services, and respond appropriately to a customer’s requirements
• Engage in discussions and negotiations with customers to reach a point of mutual agreement keeping commercial factors in mind.
• Close and formalize deals between company and customers with appropriate commercial arrangements.
• Increase conversion of sales against marketing driven campaigns and provide feedback on results.

Key Performance Indicators (KPIs)

• Ability to act commercially and maintain an acceptable rate of call conversion into closed sales.
• Productivity and meeting set monthly targets at the moment standing at Kes 200,000.00 per month

Responsibilities

• Conducting of Customer Voice Counts as may be advised and generating actionable reports
• Develop a customer portfolio plan ensuring time is allocated across all customers in relation to their overall value to company. (Tier 3 Customers).
• Ensure a minimum of 10 customers have been contacted on a daily basis.
• Ensure all sales data and relevant records are kept up to date.
• Establish a systematic course of action for self to ensure accomplishment of sales objectives and goals. Determine priorities and allocate time and resources effectively.
• Use the sales tools in line with the agreed sales process to maintain and develop pipeline and customer information

Key Performance Indicators (KPIs)

• Effective planning and call scheduling shown by efficiency in time management at work and completion of daily work plans and scheduled customer calls

Responsibilities

• Work alongside the sales and service team to ensure that all new and existing customers are set up and managed effectively.
• Develop and implement tactical plans with the Sales Manager in line with the Company sales strategy for prospects and customers.  
• Identify and qualify opportunities to sell new products or services and pass these to the appropriate sales person where required.
• Increase the productivity of the field sales colleagues to help achieve their sales target
• Ensure that all enquiries and leads are qualified and followed up.
• Assist the field sales colleagues to manage their time effectively by ensuring diary is maximized, up to date and accurate at all times.
• Make quality appointments for the field sales colleagues from enquiries, leads and other sales opportunities.
• Identify and make outbound calls to potential customers to make sales appointments for field sales colleagues.

Key Performance Indicators (KPIs)

• Seamless  teamwork and liaison with sales and service colleagues, and Management in execution of agreed sales campaigns and compliance with expected service level agreements

Applications to careersinafrika@gmail.com by 18th Dec 2015

Accountant Job in Kenya

Vacancy: Accountant

Job Summary: The incumbent of position will carry out financial data capturing and manipulation to generate financial reports. 

He will be responsible for the statutory returns, payroll and the petty cash management.

Principle Duties and Responsibilities
 

Book-keeping

• Day to day bookkeeping and filing.
• Keep records of all the debtors and creditors and post all the transactions made into the system.
• Carry out bank reconciliations.
• In charge of issuing receipts for payments received.
• Process cheque payments to suppliers and consultants.
• Carry out banking duties such as depositing cheques and cash.
• Reconciling bank statements.
• Chasing late payments, reporting bad debts and keeping a careful eye on the cash flow.
• Review & approve payment vouchers.
• Invoicing and follow up.
• Maintaining ledgers/journals for all financial transactions.

Management Accounting

• Monthly management reports and analysis of timesheets and accounts.
• Attend financial meetings with the Managing Director and give updates to assist in decision making.
• Develop and maintain a financial data base.
• Producing an accurate set of month-end accounts, with comparisons to forecasts and previous periods in liaison with the contracted Auditors.
• Preparation of payroll.
• Prepare statutory deductions such as PAYE, NSSF, NHIF and VAT in liaison with the contracted Auditors.
• Develop and maintain internal control and effective accounting system and policies.
• Preparing profit and loss accounts and the balance sheet for senior management.
• Assisting in preparing budgets and business planning, including projected revenue.

Project Accounting and Cost Control

• Perform project cost forecasts/budgets, cost tracking, monitoring and controls.
• Work consultatively with the respective departments on cost reduction initiatives.
• Cost control.
• Cash-flow management and reporting to management.
• Prepare the financial reports for projects and monthly financial projections
• Ensure project timesheets and timesheets are completed by project team.

Tax Compliance

• To ensure that all the statutory requirements are adhered to and all the submissions are made on time and as required.
• Submit itax payments
• Ensure that tax compliance is implemented.

Skills

• Proficient in QuickBooks and similar tools.
• Knowledge of real estate investment and financial appraisal would be an added advantage.

Experience

• 2 to 3 years’ experience preferably in real estate or professional services company.

Education

• Bachelor’s Degree in Accounting or a related field.
• Certified Public Accountant.
• Real Estate management qualification / experience.

Send your applications to: recruitment@mwanzoni.com