NGO Jobs in Kenya - FilmAid International

FilmAid

International
 

About

FilmAid: FilmAid

is an international development and humanitarian communications organization

that harnesses the power and influence of media and the arts to respond to

emergencies as well as promote social change through dialogue in order to

protect the wellbeing of displaced and vulnerable populations by building

stronger, healthier, and more informed communities around the world.

Over the past 16 years, FilmAid has served displaced populations and their host

communities in Kenya, Tanzania, Macedonia, Afghanistan, US Gulf Coast, Haiti

and the Thai/Myanmar border.

FilmAid

designs and implements communications initiatives on critical health,

protection and environmental issues.

FilmAid’s

Theory-Of-Change is based on the integration of access, creativity and

participation, which drive individual and community change, contributing to

positive social impact. 

Underpinning

this approach is collaboration; working together is fundamental to achieving

change. 

FilmAid

partners with communities, creators, NGOs, Governments, and the private sector

to ensure a collaborative approach to this end. 

Deputy

Country Director

Position main function: Working

closely with the Country Director, The Deputy Country Director, will provide

leadership, strategies, systems, policies and oversees the management,

coordination and administration of all aspects for Operations: Finance, HR,

Procurement, Admin & Logistics and asset management by organizing,

staffing, supervising and controlling all operations in order to provide

necessary support for program implementation in Kenya.

Main Duties and Responsibilities include but are not limited to:

Strategic roles

• Develop
  
  an effective structure for staff and infrastructure to support all the
  
  Kenya programs and build budgets to support the implementation of such
  
  structure


• Develop
  
  a Country strategic operational plan and direct the implementation of the
  
  short and long-range departmental goals, objectives and detailed action
  
  points.


• Develop
  
  and oversee the implementation of an operations evaluation framework to
  
  assess the strengths of the country operations and to identify areas for
  
  improvement


• Evaluate
  
  new and existing operations to assess suitability and the need for
  
  structural and system changes.


• Identify
  
  and evaluate any operational risks and take appropriate action to control
  
  the risks

Chief Finance Officer roles:

• This
  
  position is responsible for overseeing the financial activities of FilmAid
  
  including financial planning and monitoring cash flow, analyzing financial
  
  strengths and weaknesses and putting in place framework for improvement.


• This
  
  position is also responsible for overseeing the accounting and finance
  
  departments and for ensuring that the financial reports are accurate and
  
  completed on time.


• Directing
  
  the development of accurate country operational plans and budgets


• Defend
  
  the integrity and due compliance by FilmAid by ensuring quality delivery
  
  of service, transparency and sound systems and procedures for both
  
  procurement and finance management to meet donor reporting and funding
  
  agreements.


• Create,
  
  coordinate, and evaluate the accounting and financial management systems
  
  and supporting information systems of the organization to include
  
  budgeting, tax planning, billing, and auditing procedures in relation to
  
  the different country prevailing laws.


• Oversee
  
  and build the capacity of the teams in financial management including
  
  revenue enhancement and cost center management.


• Monitor
  
  and analyze cash flow projections cost controls, and expenses to guide
  
  organization’s board members and the Country Director on a regular basis
  
  (monthly / bimonthly)

• To
  
  serve as deputy to the Country Director and run the country program in the
  
  absence of the Country Director.


• Serve
  
  as liaison to external partners, particularly with donors and including
  
  representing the organization in meetings and maintain effective working
  
  relationships banks, auditors, government authorities and legal counsel.


• Manage
  
  and provide technical assistance including trainings and serve as resource
  
  advisor to community-based organizations / sub-grantees.


• Manage
  
  and coordinate operational meetings on regular basis regarding
  
  implementation, sustainability, and international and national best
  
  practices.


• Ensure
  
  that the whole operation operates within the policies and procedures of
  
  the organization for Admin & Logistics, Finance, HR, Procurement and
  
  asset management.


• Review
  
  and develop systems, policies and procedures for Admin & Logistics,
  
  Finance, HR, Procurement and asset management to support the strategic
  
  direction of the organization



• Plan
  
  the delivery of the overall systems, policies and procedures and its
  
  activities in accordance with the mission and the goals of the
  
  organization


• Ensure
  
  that that the whole operation complies with all relevant legislation and
  
  professional standards


• Interact
  
  with other managers to provide consultative support to planning
  
  initiatives through financial and management information analyses,
  
  reports, and recommendations.


• Coordinate
  
  operational activities between locations and departments including
  
  Outreach, Creative and content and Operations: Finance, asset management,
  
  human resources, procurement and admin & logistics.


• In
  
  consultation with the Country Director, recruit, interview and select
  
  well-qualified key country staff


• Establish
  
  work schedules and assign work to staff members


• Establish
  
  a performance management process for all staff


• Engage
  
  volunteers for appropriate operational activities using established
  
  volunteer management practices


• Ensure
  
  that all program staff receive an appropriate orientation to the
  
  organization and the programs and appropriate training in accordance with
  
  organizational standards


• Supervise
  
  all operations staff


• Liaise
  
  with other managers to ensure the effective and efficient resource use and
  
  management for increased program delivery

Job Title: Procurement Manager
 

Duty Station: Nairobi

Office with Regular Field Travel
 

Job Purpose: To promote the department efficiency and effectiveness

through implementation of procurement of budgeted goods, works and services for

FilmAid Kenya. 

Review existing systems, develop

systems as necessary to ensure best procurement practices / policies and asset

care and management to achieve the organisation’s objectives
 

Roles and responsibilities include

but are not limited to:

• In charge of developing and submissions of
  
  reports to review procurement policies, procedures and tools to keep up
  
  with Market trends and organizational changes.


• Designing and implementing an effective
  
  procurement records management, retention and disposal program.


• Maintenance of complete and self-contained
  
  files.


• Ensure storage and oversee the effective
  
  issuance of procured goods


• Lead the development of procurement plans for all
  
  locations together with location managers and effectively oversee the
  
  execution of the same up to the delivery of the goods/ services to the
  
  required department as follows:


• Liaising with all locations and specific
  
  departments in organizing for specification of goods and services for
  
  procurement. Coordinating purchases requirements from user departments.


• Supervise collection of quotes from
  
  pre-qualified suppliers by the procurement assistant


• Compile quotation data and convene a
  
  procurement committee meeting


• Participate in the evaluation of quotes and
  
  selection of vendors


• Take notes and circulate and obtain signatures
  
  from all members of the procurement committee


• Receive approved Purchase Requests and prepare
  
  and dispatch Local/International purchase Orders as needed for equipment,
  
  consumables and stationery and follow up to ensure timely delivery.


• Keeping track of procurement of goods and
  
  services and tenders in progress and generating status reports.


• Receiving goods/ supplies and cross checking
  
  with LPOs & ensuring all supplies received are as per PO and the
  
  proper working of equipment and signing delivery notes.


• Source for best mode of transport and ensure
  
  timely delivery to the field offices, as per their orders with
  
  administrators.


• Overseeing the effective storage and issuance
  
  of procured goods.


• Generate a weekly report on all outstanding
  
  items and unit requisitions.


• In charge of Nairobi’s storage and stores
  
  management: process of issuing, security of stores and carrying out
  
  regular stock takes and quarterly inventory counts. The conduciveness of
  
  the stores must be properly assessed and recommendations forwarded to the
  
  Administration Manager for action.


• Monitoring of equipment and spare parts needs
  
  and order preparation of the same in consultation with your supervisor

Qualifications and Requirements

• Bachelor Degree in Business Administration,
  
  Procurement or related fields from a recognized institution of higher
  
  learning or Diploma from the Chartered Institute of Purchasing and Supply
  
  or equivalent.


• Minimum three(3) year work experience
  
  especially in an NGO


• Membership of a professional supplies
  
  management body


• Additional knowledge of the Public Procurement
  
  & Disposal Act, 2005 and the regulation, 2006 and knowledge of
  
  NGO/Public Benefit Act (asset management) will be an added advantage.


• Ability to establish supplier specifications,
  
  measure conformance and identify process improvement opportunities that
  
  are defined in conjunction with internal customers is critical to this
  
  position


• Driven to meeting or exceeding milestones


• Ability to provide fact based advice and
  
  development of market and industry analysis


• Has advanced and proven knowledge of
  
  procurement industry cost structures and drivers


• Access, Excel, PowerPoint, Word as well as
  
  experience implementing and using procurement systems

• Effective leadership, management and
  
  supervision skills


• Highly developed communication skills and
  
  excellent command of English language, both written and spoken.


• Ability to create and interpret policies


• Analytical skills


• Excellent interpersonal skills, unquestionable
  
  integrity, team player and able to work with minimum supervision


• Commitment to humanitarian principles and
  
  action


• Excellent problem solving and negotiation
  
  skills

Interested and qualified persons with

the required experience are invited to submit their applications with only

Cover Letter, CV and 3 references to Email address: jobskenya@filmaid.org on or

before 15th January, 2016 and clearly indicate on the subject line as

‘Procurement Manager’ stating clearly your expected remuneration.

Note that applicants who send letters of references, testimonials or any other

documents apart from those requested will be automatically disqualified.

Only short-listed candidates will be contacted.