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Regional Liaison Officer

Major Activities

End Results Expected

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Staff Facilitation: 

  • Timely facilitation of regional staff to and from work and to other official duties.
  • Ensure courteous facilitation of visitors, partners and donors to the field and other official engagements.
  • Ensure safety of regional staff, vehicle and other road users while on a trip.
  • Ensure mobilization of all resources necessary for safe and effective staff facilitation.
  • Work with regional staff to plan and coordinate field facilitation services.
  • Track all the regional vehicles movement to curb late travels.
  • Coordinate the leave schedules for all the drivers within the region.
  • Coordinate the roving drivers and the roving function across the region.
  • Timely, efficient and safe field facilitation
  • Satisfied clientele
  • Well-coordinated leave schedule
  • Effective & Efficient fleet management &services

Office Administration:

  •  Facilitate delivery of parcels/ mails/ deliveries
  • Facilitate delivery of goods from suppliers/ stores to the field offices
  • Carry out office errands as directed by the supervisor
  • In collaboration with Administration department liaise with service providers to ensure quality services
  • Effective and efficient deliveries of administrative function
  • Quality  services rendered by  service providers

Vehicle Maintenance and Management: 

  • Ensure vehicle cleanliness all the time.
  • Keep vehicle movement log book up to date.
  • Check mechanical and operational soundness of the vehicle.
  • Ensure that the vehicle allocated to you has all the necessary safety and security equipment.
  • Ensure that the vehicle is serviced and maintained as recommended by the manufacturer.
  • Check and ensure that all vehicle tools and accessories are in place and in good working condition.
  • Undertake minor repairs and recommend for major vehicle repairs.
  • Ensure that vehicles are parked in secure areas when travelling
  • Keep abreast of traffic laws and ensure adherence.
  • Surrender vehicle keys and fuel card to the fleet office at the end of every trip
  • Report all vehicle malfunctions to the fleet office.
  • Initiate procurement process for all motor vehicle repairs and maintenance.
  • Ensure display of insurance certificate sticker in the vehicles allocated to them.
  • Facilitate annual government inspection of vehicles allocated to you as may be necessary.
  • Vehicles that are safe and in good working condition
  • Adherence to all NTSA rules and regulations
  • Adherence to WVK Fleet policy

Reporting:

  • Prepare monthly and other vehicle reports and file copies of the same after approval.
  • Consolidate the regional motor vehicle reports for all regional vehicle and submit to NO by 5th of every month.
  • Forward all invoices, receipts and fuel returns to fleet management for payment process.
  • In case of accident/ incident, notify the fleet office and forward detailed reports and necessary documents for claim processing.
  • Timely and concise fleet reports
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Others:

  • Support field or office activities as may be necessary whenever facilitating staff to the field
  • Any other duties as assigned by the Supervisor
  • Accomplished field activities

KNOWLEDGE, SKILLS AND ABILITIES

Minimum education, training and experience requirements to qualify for the position:

  • Diploma in  business courses or related field
  • Three years’ experience in driving class A (Motor omni bus), B, C and E vehicles.
  • Basic knowledge of first Aid and other safety and security measure.
  • Basic Security training

Program Director-Climate Asset Management-CAM Project

Strategic Leadership and Management 

  • Provide effective strategic leadership and direction to the Program Management Unit (PMU)/Secretariat, Project Manager and Field officers.
  • Provide leadership, supervision, and oversight to improve the performance of all activities, ensuring efficient and effective Program implementation including the timely completion of high-quality work plans, accurate reports, and other mandated deliverables by all consortium partners.
  • Develop appropriate implementation strategies for the Program.
  • Provide strategic advice on changes and improvements where needed.
  • Provide oversight in the preparation of the project work-plans with clear objectives and achievable benchmarks, reflecting strategic long-term and short-term priorities.
  • Regularly review the program strategy to ensure relevance and enhance the Program impact by suggesting appropriate alternative strategies and changes to the technical working groups.
  • Ensure all Program-based needs and requirements are timely and efficiently shared with support services for best coordinated implementation.
  • Ensure integration of the grant with the partner’s objectives including WVK Initiatives and Child Well- being outcomes in-line with the WVK Strategic priorities.
  • Provide excellent standards in the management of the human, financial and technical resources of the Program, which includes inspiring and maintaining high standards of work and clear accountability to stakeholders.
  • Establish a consultative and participative management environment that engages and develops project teams, combining country office and global office staff, to deliver on donor obligations hence meeting the Program commitment priorities.
  • Manage relationships between the consortium partners to ensure that the Program remains integrated and all partners achieve their outcomes, and that any conflicts are resolved.
  • Supervise & mentor all PMU staff and act as the Secretary to the National Program Steering Committee.

Implementation, Monitoring, Evaluation and Reporting

  • Ensure that the implementation of the Program is in compliance with the donor, GoK, WVK and other partners’ acceptable standards and norms.
  • Ensure timely surveys of the Program and dissemination of findings to all partners including GoK and the Donor while ensuring streamlining implementation in respect to the outcomes of the survey.
  • With the support of other consortium members, develop a detailed plan that will support delivery of the Program objectives throughout the Program period.
  • Lead in the planning, implementation and budgeting of the Program activities in liaison with the MEAL Coordinator and the Finance & Administration Manager.
  • Organize periodic review meetings for planning and monitoring of Program activities.
  • Ensure monthly and quarterly reporting to the donor and other relevant stakeholders while highlighting implementation status, challenges and key plans for the following months in an acceptable format or a format agreed/provided by the parties.
  • Ensure that partner agencies submit timely and quality periodic and annual reports and plans as required by the donor.

Financial Management & Operational Compliance

  • Promote, uphold, and model commitment to the efficient use of donor resources. Ensure compliance with the GEA grants, including financial tracking and oversight of partner budgets, finance, administration and reporting to the Program Coordination Unit. Approve program expenditures, budget adjustments, and cost modification requests to donors.  
  • Ensure Program quality adherence, contractual compliance and timely reporting.
  • In collaboration with the Grant Finance Manager, take responsibility for Program expenditure, financial accountability and planning requirements, and provide a high level of support to processes and procedures.
  • Monitor the overall financial integrity of Program funds through grant management, monitoring and evaluation.
  • Ensure operational standards of the Program are maintained leading to acceptable audit performance
  • Ensure implementation of risk and audit recommendations.
  • Support capacity building of the Program staff to strengthen the organizational practices that result in successful financial and operational audit scores and take lead in the implementation of audit recommendations as per the findings.

Partnership, Advocacy and Networking

  • Develop and maintain close relationships with the donor, Government, Consortium partners, and other relevant stakeholders.
  • Ensure that the Program and partners are actively represented in coordination structures.
  • Share progress and update on the Program activities within the Global Ever-greening Alliance, WVI partnership and relevant stakeholders.
  • Participation in Kenya or international conferences to share findings from the Program and support improved programmatic impact.
  • Engage and/or get involved to provide support in policy dialogues and identify synergies or opportunities to advance project objectives.
  • Maintain clear, regular and effective lines of communication with Consortium Partners and other relevant stakeholders (GoK, International Agencies, private sector, and other local actors).
  • Organize and convene/chair partners meetings for joint planning and Progress review

Knowledge Management and Innovation

  • Contribute to the development and introduction of innovation to ensure best practice approaches in the operations.
  • Contribute to the dissemination and sharing of best practices and lessons learned for re-greening and land restoration initiatives in Kenya and thus build a body of knowledge across Africa.
  • Promote learning within the grant by supporting in the identification of learning opportunities, research and publications in the thematic areas and disseminating the information to GoK authorities, Consortium Partners, Global Ever-green Alliance and other agencies.
  • Support in the dissemination of promising practices and lessons learned to contribute to the agency and knowledge management agenda while ensuring integration of innovations and best practices.

Knowledge, Skills and Qualifications for the Role

  • Masters degree in Natural Resource Management, Agriculture, Agro-Economics, Agro-forestry, Climate Change, Range Management, or equivalent. Post graduate qualifications in Leadership or International Development will be an added advantage.
  • Minimum of 10 years’ experience in relevant field-based project management experience required, with preferably at least 2-3 years working in the area of Landscape Management and Restoration, Climate Smart Agriculture or Sustainable Agriculture Practices.
  • 7 years of experience in managing complex projects, donor funds, including multi-country grants. 
  • Excellent knowledge and experience in budget management preferably with an international NGO.
  • Experience in project design, proposal writing, needs assessments, surveys, and information management.
  • Experience of managing systems and tools to oversee complex program portfolios across different sectors and locations as well as within a consortium.
  • 5 years’ Experience of managing or leading a team of professional staff and a range of stakeholders in a high value donor funded consortium of at least US$ 10-20 million project.
  • Experience working in ASAL is an added advantage
  • Excellent strategic & analytical thinking and problem-solving skills with the capacity to see the big picture and the ability to make sound judgments and decisions. 
  • Excellent relations management abilities. Ability to relate to people at all levels internally and externally. Strategic in how you approach each relationship. 
  • Team leadership abilities with diverse/multi-disciplinary teams. Coaching/mentoring skills. 
  • Strong communications and presentation skills; able to develop tailored and persuasive messaging for varied audiences. Proficiency in English language is required.
  • Possess excellent knowledge of the Humanitarian Development Field.
  • Consortium management experience preferred
  • Good presentation and facilitation skills
  • Experience using MS Windows and MS Office packages (Excel, Word, PowerPoint), Web Conferencing Applications, information management systems.
  • Proactive, resourceful, solutions-oriented, and results-oriented. 

Grants Finance Officer – Tumikia Mtoto Project

Key Responsibilities:

Financial Management and Reporting 30%

  • Support the Finance and Administration Manager in the preparation of donor reports.
  • Prepare analysis of the project expenditure for management action to help in monitoring the burn rate for the grant.
  • Review and provide appropriate expense codes for items requested by project staff to ensure accurate posting of expenses
  • Reconcile LDRs with payroll for the project staff under the grant.
  • Support revision of budgets in line with project needs and donor regulations.
  • Upload approved budgets in Horizon.
  • Review Sub recipient quarterly and or monthly financial reports in a timely manner for consolidation.
  • Support the Program staff in linking Grant Budgets to Grant Work-plans, so that the activities to be undertaken in the project matches to the budget
  • Work with Finance & Administration Manager in matching Sub recipient’s budgets to the project budget for consistency.
  • Monitor and review Sub Recipients activities to ensure that only budgeted costs have been incurred.

Contract/Sub award Procurement and Management 30%

  • Provide support in conducting due diligence for new sub-awardees to ascertain strength of partner’s systems.
  • Ensuring Sub-recipients have internal control systems in place such that accounting records are complete, accurate and are maintained on a consistent basis within the generally acceptable accounting principles.
  • Continuously monitor and identify capacity gaps of sub awardees to inform capacity building initiatives and train them on identified gaps.
  • Take lead in sub-granting process, ensuring grant agreement are well executed.
  • Ensure timely funding requests from Sub recipients for timely disbursement to implement project activities
  • Review and where necessary provide appropriate expense codes to partners for (%) accurate posting of expenses.
  • Monitor sub-awardee financial performance and adherence to donor regulations
  • Follow up with sub awardees for timely reporting based on the sub award agreements.
  • Review of sub-awardee financial reports to ensure accuracy and compliance and ensure proper booking in sun-systems.
  • Maintain proper records and files on each sub-awards both electronic and hard copies.
  • Reconcile sub awardees receivables accounts on monthly basis
  • Undertake field visits as necessary to ensure Financial reports can be linked to the programmatic reports.

Reconciliation of Balance Sheet Accounts 20%

  • Undertake reconciliation of receivable and payables accounts for the program:
  • Constantly monitor balance sheet account balances
  • Follow up for timely accounting and facilitate booking of staff advances.
  • Match transaction amounts in the balance sheet accounts
  • Prepare monthly reconciliation statements for the balance sheet accounts

Risk Management 20%

  • Identify risks associated with the project for inclusion in Riskconnect and advice on mitigation measures.
  • Support grant project audits according to the donor requirements.
  • Support implementation of findings and recommendations from audits and various accountability mechanisms
  • Ensure the sub – awardees operate within the agreed/acceptable internal control measures to mitigate risks and ensure accountability that will result in good audit ratings
  • Actively participating in project start up workshops to ensure financial aspect of projects are fully understood.
  • Follow up with the sub grantees to analyse and submit the exempted taxes(VAT) for refund based on USAID guidelines.

Asset Management 10 %

  • Maintain an updated inventory schedule for all assets purchased under the grant
  • Ensure all assets and inventory are properly tagged and branded as per the donor guidelines
  • Perform inventory counts quarterly in line with USAID and World Vision guidelines
  • Ensure asset disposal is as per the laid down policies and donor guidelines

Other 5%

  • Perform any other duties as may be assigned by the supervisor or designee from time to time
  • Attend and lead daily devotions.

Qualification & Skills

  • Minimum 4 years’ experience in financial management dealing with grants management and sub-grantee management
  • Knowledgeable on USAID grant financial management
  • Advanced excel and analytical skills
  • Demonstrated ability to work under minimal supervision
  • Minimum of Bachelor of Commerce in Accounting/ Finance, Economics or Business related field from a recognized university.
  • Professional qualifications in CPA (K) or ACCA finalist
  • Practical experience of using SUN system accounting Software is preferred

WASH & Construction Advisor

Major Responsibilities

Technical Leadership, Coordination and Implementation (45%)

  • Lead the engineering docket and provide overall technical leadership and timely delivery to the entire World Vision Kenya WASH & Non-WASH Constructions and ground Water Development works.
  • Preparation of Feasibility Studies, Preliminary and Detailed Design as well as Design Reviews for water and sanitation infrastructures (intakes, boreholes, pumping stations, reservoirs, water distribution networks, treatment plants) and structural work.
  • Preparation of tender Documents, BOQs, Specifications and Conditions of Contracts in line with FIDIC and use of Civil Engineering Standard Method of Measurement (CESMM), and World Vision WASH Business guidelines as may be applicable.
  • Support in the registration of all World Vision Kenya WASH projects with NCA as required and ensure full handover of the project and detailed project documents to relevant stakeholders when completed.
  • Provide innovative and technical support for effective implementation of all WASH grant/sponsorship projects and Construction. This include full technical leadership to WASH and construction coordinators in the 4 regions of World Vision Kenya.
  • Support the implementation of approved Rural water management guidelines for improved governance and sustainability of World Vision Kenya Water supply projects.
  • Provide technical leadership in water resource mapping, environmental protection and conservation through water shed & rangeland management, reforestation and other best practices.
  • Coordinate in the development, approval and implementation of water safety plans and disaster risk management plans for water supply projects.
  • Ensure that WASH business processes, standards and guidelines related to WASH and Construction initiatives are effectively applied in project implementation for all WASH construction projects in the country.
  • Support development of technically sound funding proposals through provision of information & data and review in collaboration with Area program Managers and other sector specialists.
  • Facilitates, coordinate and support the GIS processes & strategies and the continuous use of the mWater platform by all field level WASH staff for effective mapping and reporting.
  • Where applicable (for PE); Certify all World-vision Kenya engineering/technical documents that required PE approval (from any agency) for processing and construction works as required e.g. NCA registration and approval of documents.

Project Effectiveness, reporting and Budget Utilization (35%)

  • Oversee quality and effectiveness of WASH project activities as per the design and guidelines in full compliance with GOK, WHO, SPHERE, WASREB and other relevant partnership and international standards and guidelines;
  • Ensure all WASH projects are design, planned and budgeted and delivered on time as per the procurement guidelines and their impacts meet or exceed planned outcomes and targets set.
  • Ensure appropriate monitoring tools are developed, reviewed, approved and disseminated to all WASH colleagues for implementation
  • Conduct frequent field monitoring visits to Area Programs with construction to ensure proper construction supervision and M&E frameworks adherence by technical teams. This includes other software components of WASH interventions.
  • Monitor effective and efficient utilization of all WASH & construction budgets to meet the target impact numbers.
  • Work closely with WASH regional coordinators and AP/project team leads to implement response plans regarding all financial and operational audit findings of the projects initiatives, and take the needed measures to prevent such findings from recurring in the future.
  • Participate in enterprise risk management activities for all the WASH activities in the AP’s and develop & implement improvement action plans required.
  • In liaison with the DMEAL and Other National Office WASH team, develop TOR and other tools for grant projects monitoring and evaluations as required.
  • Review and consolidate monthly, quarterly, semi-annual, annual, and end of projects reports and ensure that the reports are prepared in a timely manner (as per schedule) and in accordance with donors and World Vision Kenya requirements/strategy.
  • Document and disseminate lessons learnt and best practices on completed initiatives and projects.
  • Facilitate regular WASH & Construction progress meetings in consultation with the 4 Regional WASH coordinators.
  • Ensure proper acquisition, handling and maintenance of all WASH related WASH and ground water assets by designated staff at all times.
  • Support APs in yearly planning and budgeting process, development and approval of procurement plans and effective reporting of impact numbers of the planned interventions for the year/project. 
  • Ensure all engineers at world-vision are registered with relevant bodies, have current practicing licenses, are on good standings and where applicable support in the PE registration process/plans. This includes availing all required assets, software’s and capacity building initiatives relevant for performance and professional growth.

Advocacy, Engagement and Partnership (15%)

  • Foster linkage with relevant partners and other world vision support offices
  • Collaborate with Ministry of Water, NCA, WASREB, EBK, KETREB and other relevant departments in providing technical support and assistance to the World Vision Kenya WASH projects and models.
  • Represent World Vision Kenya in strategic WASH and Construction stakeholder forums/meetings at Global, National and County level.
  • Support implementing staff to successfully engage with key internal and external stakeholders, including other World Vision Kenya entities, county governments, Community, church and other civil society representatives in order to maximize the impact of interventions
  • In collaboration with Resource Acquisition and Management (RAM) department, participate in appropriate donor engagement activities. 
  • Support timely development of funding proposals in line with donor requirements and World Vision Kenya standards in collaboration with Area Program leadership, other NO WASH team members and RAM.

Other 5%

  • Perform any other duties as may be assigned by the supervisor or designee from time to time

Knowledge, Skills and Abilities

  • Bachelor’s Degree in Civil Engineering/Water Engineering.
  • Registered and member of EBK and IEK. Professional Engineer (PE) are highly encouraged as this will be an added advantage.
  • Master’s degree in a relevant field as an added advantage
  • Minimum 8 years’ overall experience in Engineering project design, tender development, procurement and evaluation, contract supervision, monitoring and evaluation & reporting on integrated development with bias in WASH projects. Minimum of 3 years (of the 8 years) in field construction and supervision of largescale donor funded water supply project. 
  • At least 3 years’ experience at a senior position providing technical leadership in WASH and construction activities in the water sector with multiple stakeholders and multi-layered teams.
  • Proven experience in water supply, improved operational efficiency, Operation and Maintenance of water project, and implementation of water supply sustainable models for rural water management.
  • Prior experience in engaging with donors, government institutions e.g. WASREB, WSTF etc and other WASH related civil societies on non-construction WASH related interventions.
  • Result orientated leader who can handle heavy work load as well as manage and satisfy multiple and at times conflicting organizational, donor and other stakeholder demands,
  • Expertise in onsite rural Sanitation and Hygiene works, Water resource management, rangeland management, disaster Risk Management and water safety plans for WASH projects. This includes Water Quality Testing, Monitoring and reporting.
  • Good experience in construction contract project design and management – FIDIC and CESMM understanding.
  • Excellent English communication skills (both oral and written).
  • Knowledge and application of auto/arch CAD, Epanet and GIS
  • Excellent computer skills, including proficiency in MS Office and Microsoft Outlook
  • Ability to take initiative as team leader & able to work with minimum supervision

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