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Program Coordinator

Reporting to the board of trustees of MEECT, the Program Coordinator will be responsible for providing strategic leadership and management towards realisation of the Trust goals. The Coordinator will be the head of the Secretariat and secretary to the Board. The holder will be responsible for the day-to-day running of the organization together with the staff of the Trust including implementation of board decisions. The successful candidate will be employed on a two-year term contract renewable subject to performance and availability of funds.

Key Responsibilities

  • The Program Coordinator will be responsible for but not limited to the following roles:

Trust Leadership and Management

  • Define the mission, vision and strategic priorities of the trust in consultation with the board and communicate internally and externally.
  • In liaison with the board of trustees, develop trust strategies including fundraising strategies as well as participate in resource mobilization activities for the trust.
  • Prepare and oversee the implementation of the trust annual work plans and
  • Coordinate board of trustees’ meetings including preparation of agenda for board meetings in consultation with the board
  • Creates, maintains and monitors project plans, project schedules, work hours, budgets, and
  • In liaison with the board of trustees and staff develop fundraising strategies and participate in fundraising activities for the trust
  • Build partnerships among stakeholders in the Elgon Ecosystem.
  • Organize, attends, and actively participates in stakeholder meetings as well as documents and follows up on important actions and decisions from the meetings.
  • Establish and maintain good working relationship with internal and external stakeholders, donors and partners on behalf of the board of trustees to ensure successful implementation of MEECT programs.
  • Prepare, update and submit high-level progressive project reports and ensure such reports are aligned and meet all the requirement of the donor
  • Ensure trust’s programs and services contribute to the organization’s mission and reflect the priorities of the board of trustees .
  • Prepare progressive, staff performance and management reports for the board of trustees
  • Ensure project deadlines are
  • Ensure trust’s programs and services contribute to the organization’s mission and reflect the priorities of the board of trustees
  • Undertake risk management including identifying and evaluating risks to the organization’s people (clients, staff, management, volunteers), property, finances, goodwill, and image and implement measures to manage the risks in consultation with the board of trustees

Administration Management

  • Provide overall administrative advice as
  • Ensure Trust adhere to frameworks and all documentation is maintained appropriately for each
  • Assess project risks and issues and provide solutions where
  • In liaison with the board, develop and review policies, procedures and guidelines for the
  • In liaison with the board of trustees, set up the trust including equipping the

Financial Management

  • Oversee preparation and presentation of financial reports to internal and external stakeholders and the Board of Trustees.
  • Provide oversite to the procurement process as when needed and update the Board of Trustees and in accordance with MEECT policies and donor rules and regulations.

Staff Supervision

  • Provide leadership for performance management of all staff and ensure that they are adequately appraised.
  • Act as the first point of contact in regards to employees’
  • Undertake human resource management functions on behalf of the board of trustees including staff management
  • Provide mentorship and technical support and ensure that other officers are doing the

Qualifications and Experience

  •  Minimum first degree in either of the following: natural resources management, environmental management, environmental economics, business development, environment, or other related field.
  • A master’s degree will be an added advantage.
  • At least five (5) years working experience in managing a similar organization with focus in a strategic leadership, project management, fundraising and building partnerships

Essential Skills and Competencies

  • Excellent analytical and organization
  • Excellent interpersonal, leadership, communication and management
  • Team player with strong analytical and organizational
  • Demonstrate ability to understand the complexities of program
  • Demonstrated knowledge in proposal and report writing and management of project
  • Experience in personnel management and working in a set up with a
  • Ability to work independently both in the office and in the field and willing to work under pressure and meet strict deadlines.
  • Highly proficient in MS Word, Excel, Access, PowerPoint.

Finance And Administrative Officer

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Key Responsibilities

The Finance & Administration Officer will be responsible for but not limited to the following roles:

Creditors and Payments

  • Prepare budgets and financial reports for the trust
  • Review all bank reconciliations.
  • Ensure the creditors control account is reconciled to the general ledger at all times.
  • Check payment voucher requisitions against supporting documentation, coding and authorize the
  • Maintain a documented system of accounting policies, procedures and ensure implementation of
  • the same.
  • Liaison officer for external relations in financial matters (e.g. banks, auditors, statutory
  • organizations etc).
  • Manage payments and ensure that they are paid on time, authorised by appropriate staff, and the financial process and procedures are followed.
  • Manage and track employees leave days.

Government, Compliance and Statutory Requirements

  • Prepare the annual statutory financial statements
  • Liaise with KRA advisor on any tax related matters.
  • Be the key liaison for MEECT external audit process.
  • Create and maintain a record of all Kenyan regulatory requirements including insurance renewals,
  • work permits, other licences and premises permits.
  • Ensure all statutory liabilities of MEECT for taxes and duties are paid on time.
  • Keep up-to- date with relevant accounting standards and regulations in Kenya.
  • Where required, work with management to prepare and maintain employment contracts for
  • MEECT Staff.

Project Support

  • Liaison with the auditors in financial auditing of all the projects of the organization.
  • Obtain approvals from Trust Coordinator and the donors on all procurements and purchases for the
  • projects and for the organization.
  • Manage financial control, prepare and analyse budgets, develop projects financial reports and make
  • recommendations to the organization on budget expenditure.
  • Track Trust financial expenditures.
  • Participate in fund raising activities for the Trust.

Administration Support

  • Help to set up project meetings.
  • Keep relevant project documents safe for audits.
  • Perform all administration and procurement work when needed.
  • Generally, in charge of office administration.

Qualifications and Experience

  • Bachelor of Commerce (B. Com) degree (Finance or Accounting Option), Business
  • Administration/Management (Finance or Accounting option) or any related field.
  • Holder of CPA II (SEC 4)
  • Member of Institute of Certified Public Accounts (ICPAK).
  • At least three (3) years working experience in finance and administrative functions in a medium
  • organization and fundraising and working with donor funded project experience will be an added
  • Experience in procurement and preparation of financial reports and budget.

Essential Skills and Competencies

  • Excellent analytical and organization skills.
  • Excellent interpersonal skills and team player.
  • Demonstrate ability to manage human resource and projects.
  • Problem-solving skills and strong attention to details.
  • Excellent communication skills.
  • Highly proficient in accounting packages, MS Word, Excel, Access, PowerPoint etc.

Language Skills

Must be fluent in written and spoken English and Kiswahili. Proficiency in other local languages may be an added advantage.

Office Administrative Assistant

Reporting to the Finance & Administration Officer, the Office Administration Assistant will be responsible for performing exceptional clerical tasks within the office set up to support daily operations.

Key Responsibilities

The Office Administration Assistant will be responsible for but not limited to the following roles:

  • Promptly and courteously receive, direct and relay telephone messages to the appropriate recipients.
  • Support with document preparation such as typing, photocopying, scanning etc as assigned.
  • Support the preparation of staff meetings and record meeting proceedings.
  • Facilitate dispatch of cheques in good time to avoid late payments.
  • Receive and attend to visitors whilst they await appointment.
  • Maintain the front office filing system and file all general and unsolicited correspondence.
  • Ensure that the office is clean, tidy and meticulously maintained at all times.
  • In liaison with the project accountant, coordinate office equipment purchases, repairs and maintenance.
  • Manage the booking of the conference room facilities for all internal meetings.
  • Receive documents and other deliveries for the office, ensuring that these are distributed to respective addresses.
  • Keep an updated contact database that can be easily accessed.
  • Perform other duties as assigned which are designed and developed to improve the operations of MEECT.

Qualifications and Experience

  • Diploma in Business Administration/Management, public relations or any other relate field.
  • Three (3) years of related work experience with increasing responsibilities in a busy organization.
  • Committed to and conform with the organizations mission.

Essential Skills and Competencies

  • Strong English communication skills, both written and oral.
  • Ability to work in a multi-cultural environment required.
  • Excellent administration and organization skills.
  • Active Listening skills.
  • Excellent customer Service skills.
  • Excellent Problem-solving skills.
  • Demonstrate strong Computer skills, especially in MS-Word, Excel and Outlook.

Language Skills

Must be fluent in written and spoken English and Kiswahili. Proficiency in other local languages may be an added advantage.

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