HelpAge International <> Management Information Systems (MIS) Officer

HelpAge International

Job Title: Management Information Systems (MIS) Officer

Department: Programmes – Social Protection Team
 

Location: Nairobi, Kenya
 

Responsible To: Programme Manager - HSNP
 

Responsible For: N/A

National Position

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

With more than 70 affiliates and 300 partners across more than 50 countries the HelpAge International network brings together hundreds of organisations worldwide.  

This position supports, advises and maintains various Complaints & Grievances (C&G)  software operations including technical support and network administration of HelpAge International led online software for collecting, recording and resolving HSNP II and Wider rights related issues in Mandera, Turkana, Marsabit and Wajir Counties.

Relations with Others: Country Director, Complaints and Grievance Officer, Learning and Information Officer, Social Protection and Rights Programme Staff and Data Management Officers in Wajir, Marsabit, Mandera and Turkana Counties
 

Overall Job Purpose: This position supports, advises and maintains various C&G software operations including technical support and network administration of HelpAge International led Complaints and Grievance online software for collecting, recording and resolving HSNP II and Wider rights related issues in Mandera, Turkana, Marsabit and Wajir Counties

Primary Duties and Responsibilities

• The MIS Officer is responsible for the Development and Implementation of HelpAge International led Complaints and Grievance online software for collecting, recording and resolving HSNP II and Wider rights related issues in the four counties
• Maintaining and supporting the MIS systems including assisting users with system and software functionality and technical issues.
•  Perform necessary research on specifications and orders hardware and software inventory required for the MIS to be fully functional and in compliance with HelpAge International’s IT policies and standards.
• Maintain security administration of the MIS system and assign local domain log-in profile and passwords for HSNP and partner staff as necessary; ensures that users have access to appropriate applications and files that will allow them to perform their assigned duties.
• Collaborate with the software developers and the HSNP team to develop and conduct system training to SPR and other relevant HSNP Implementing partner staff on a regular basis
• Create, maintain, modify and produce accurate and timely reports using in-built systems and exporting them to Excel for ease of analysis
• Provide technical support for system functional, operational and technical issues to all HSNP SPR and implementing partners to ensure that hardware and software systems are fully functional.
• Generate reports and summaries requiring technical expertise on utilization, projected needs and other areas as requested by management and other SPR Implementing partners, in a timely and accurate manner
• Maintain security, operation and maintenance of MIS system and support including maintaining daily backups on HelpAge’s Server; restoring when required.
• Ensure strict adherence to software licensing rules and maintains records for compliance purposes.
• Ensure the integrity of the stored programme and beneficiary information by implementing security measures to be adhered to by all users within the organization
• Coordinate with cross-functional teams to resolve complex hardware and software problems/issues related to HSNP II C&G component
• Develop MIS process improvements for increased efficiency
• Track complaints logged and their inventory with programme implementing partners
• Gather and analyse information regarding opportunities and risk and communicate systematically to the programme manager for development of appropriate strategies
• Contribute to the creation of a positive image and overall credibility of the organisation, notably through the application of HelpAge International in Kenya’s mandate, ethics, values and stand-point with regard to other actors.
• Undertake any other duties as and when necessary to fulfil the objectives of the SPR C&G component.

Person Specification

Minimum Requirements

• Bachelor's degree in Computer Science or related field with a minimum of five (5) years of work experience in a related role with experience in hardware and software operations. 
• Educational and progressive work experience may be substituted for a bachelor’s degree at management’s discretion.
• Ability to identify and solve computer problems and act independently with a wide variety of employees and suppliers/vendors as required.
• Good troubleshooting skills and the ability to understand and resolve technical problems independently.
• At least 3-5 years previous work experience in a relevant position
• Strong negotiation and interpersonal skills, and flexibility in cultural and organizational terms
• Ability to work well and punctually under pressure
• Excellent skills in written and spoken English

How to Apply 

To apply, please send your CV and cover letter detailing how you meet the criteria for this role to jobs.ewca@helpage.org by 23rd December, 2015.

Applications will be reviewed on a rolling basis.

HelpAge International is an Equal Opportunity Employer

HelpAge International <> BMZ Project Coordinator

HelpAge International 
 

Job Title: BMZ Project Coordinator

Department: Programmes – Social Protection

Location: Nairobi, Kenya 

Responsible To: HSNP Social Protection Rights Manager     

National Position

Organization Background: 

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

 

With more than 70 affiliates and 300 partners across more than 50 countries the HelpAge International network brings together hundreds of organisations worldwide.  

HelpAge International has a secretariat with offices in London and Brussels, five regional centres in Africa, Asia/Pacific, Latin America, the Caribbean and Central Asia, seven national programmes and a number of emergencies. 

Position Summary:  

The Social Accountability Specialist will lead technical aspects of the project of building the capacity and provide technical support to communities to effectively monitor and advocate for quality Older Persons Cash Transfers in Kenya. 

The ideal candidate should be a social accountability specialist who will lead technical aspects of the project in capacity building and provide technical support to communities to effectively monitor and advocate for quality Older Persons Cash Transfers in Kenya.

Relations with Others:

• HelpAge International BMZ project team,
• EWCARDC staff,
• Social Protection Rights Coordinators,
• Assistant Social Protection Rights Coordinator in Lodwar,
• Administrative team in Lodwar HSNP Secretariat
• Partners in areas of operation,
• Donors especially BMZ, DFID

Key Responsibilities:

• Lead HelpAge's social protection work in Kenya by staying abreast of recent developments, new thinking and current trends related to social protection, including locating Social Protection within areas such as Health and livelihoods.
• Work closely with the Social Protection Secretariat (SPS) as a Non-State Actor in the delivery of Older Persons Cash Transfers (OP-CT).
• Support the regional social protection team, HSNP with technical assistance in relation to OP-CT.
• Establish and/or strengthen the accountability framework of OP-CT.
• Identify needs and assess capacity of Older Persons Groups (OPMG) in participating in OP-CT service provision oversight.
• Develop training and technical assistance projects to communities to apply social accountability tools to monitor and advocate for quality OP-CT service provision.
• Cooperate closely with the project partners and the SPS in delivering training and technical assistance to OPMGS.
• Closely monitor progress in implementing social accountability tools by the OPMGs.
• Collaborate with regional project personnel in designing sound approaches and monitoring of results.
• Contribute to project planning and reporting and developing other project deliverables including but not limited to assessments, evaluations, lessons learned, success stories, etc.
• Promote, support and help to document innovative and high quality projects or programmes in the areas of accountability in social protection and safety nets, including HelpAge’s work in Health and Livelihoods.
• Design and negotiate multi-country engagements on accountability to social protection and safety net issues which include a research and influencing component and which are premised on answering key questions in these areas.
• Develop social protection or safety net projects including Cash Transfers programmes from inception (including carrying out market analysis) to delivery, particularly in emergency settings.
• Facilitate and negotiate key strategic relationships on social protection with renowned regional leaders in the field.
• Represent HelpAge in key networks and external meetings related to social protection and safety nets and ensure that HelpAge’s programme experience and evidence is brought to these forums.
• Project management of the BMZ project including Contract Management, coordination of field teams and financial management including production of high quality and timely quarterly narrative and financial reports
• Responsibility for management of BMZ project staff
• Coordination of the BMZ project’s M&E exercise and contribution to the OPCT’s and HelpAge’s learning objectives.
• Development of high quality communications materials to support programme implementation. This to include piloting innovative methodologies in partnership with HelpAge’s implementing partners.
• Monitoring of project activities and ensuring contract deliverables are met and donor and management reports are accurate and timely;
• Donor liaison and relationship building with all stakeholders
• Manage project expenditures by ensuring budget is strictly adhered to, financial procedures are observed and all supporting documents are provided
• Participate in annual planning activities and coordinate with other staff on developing internal programme linkages, sharing learning and documentation of good practices.
• Undertake any other duties as and when necessary to fulfil the objectives of the BMZ project according to donor requirements and HelpAge’s internal policies and procedures.

Qualifications:

• Graduate degree in Sociology, economics, law or other relevant field.
• Experience directly managing or supporting a social protection or safety nets programme.
• At least three years’ experience working on issues of social protection or safety nets.
• Knowledge of and experience working with civil society sector in the Kenya.
• Experience developing and delivering training projects and providing assistance/coaching to communities.
• An ability to show a high level of critical thinking.
• Strong understanding of research methodologies and the nature of evidence which will influence key decision makers in the area.
• Ability to communicate very clearly and succinctly (writing & speaking).
• Proven ability to negotiate through strong inter-personal skills and ability to synthesise different perspectives.
• Strong understanding of the relationship between emergency and development contexts and interventions and of chronic poverty.
• Proven ability to provide advice in a constructive manner to a variety of teams.

How to Apply

 To apply, send your cv and cover letter, detailing how your qualifications and experience match the criteria for this role to jobs.ewca@helpage.org by 23rd December, 2015.  

Please put BMZ Project Coordinator as the subject of your email application.

Applications will be reviewed on a rolling basis

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.