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To effectively execute the procurement of goods and services in a timely and competitive manner  so as to ensure quality control, value for money  and timely delivery of program activities as per project plan.

 Program Execution

·        In line with the coalition work plan, facilitate the overall implementation of the annual procurement plan.

·        Implements sound, cost-effective strategies for the purchase of equipment, goods and services.

·        Maintaining good supplier relationships with suppliers and negotiates contracts to ensure competitive pricing and value for money.

·        Participates in preparation of bid specifications and circulation of bid documents to prospective suppliers with a request for quotation.

·        In liaison with the procurement committee, receives Request For Quotations and evaluate them against bid specifications to qualify suppliers that meet the specifications.

·        Works with the procurement committee to conduct due diligence on all suppliers and ensure that they meet the compliance requirements.

·        coordinate the communication to all successful suppliers and ensures update of the pre-qualified supplier database.

·        Coordinate the ordering of goods and services and ensure timely delivery as per agreed contract terms.

·        Communicate with management regularly regarding the status of procurement items against the project timelines & requirements.

·        Works closely with the company legal representatives to make sure that supplier contracts and terms are favorable.

• Works with the head of programs to maintain procurement policies and procedures, builds awareness of the policies and ensures compliance of the same.
• Developing risk management procedures to mitigate procurement losses arising out supply contracts and agreements, product pilferage, damage, fire and all other risks.
• Prepares and submits monthly and quarterly procurement reports to the coalition management.
• Track and report key functional metrics to reduce expenses and improve effectiveness.
• Collaborate with key persons in each department so as to ensure clarity of the specifications and expectations of the company.
• Control spend and build a culture of long-term saving on procurement costs.

 Grants Support

• Work in collaboration with colleagues in preparing and consolidating procurement items in line with the project proposals.
• Ensure effective grants management through timely procurement of equipment, goods and services in line with the specific project requirements and timelines.
• Perform other job-related duties as assigned.

Internally:

• Management Team: Coordination and consolidating the Procurement Plan and reporting.
• Staff: Guidance on procurement activities

 Externally:

• Suppliers
• Regulators 

·        Bachelor’s degree in Procurement, supply chain or related discipline

·        Minimum of two years of professional experience in procurement, logistics management

·        CIPS Certification is an added advantage. 

Management of  ICT systems, processes and

capacity building.

To be fully responsible for managing, implementation and monitoring of ICT systems, protocols and processes as well as providing technology support and training to the coalition and the HRD community in a manner that empowers all stakeholders to communicate effectively within a digitally secure environment with enhanced information security.

 Program Management

·        Oversee the development of the Coalition overall ICT strategy and its implementation.

·        In line with coalition strategy, manage the overall technology infrastructure for the organisation including planning, implementation, and management of the software applications and hardware infrastructure that support operations, liaising as relevant with technology service providers.

·        Security enhancement for the Coalition and Partners by conducting regular assessment and recommending actions, tools equipment, and secure digital platforms.

·        Research on, procure and manage reliable and secure database for memberships, training, case management, partners support and networks.

• Prepare and monitor program budget and assure appropriate expenditure of funds with detailed record-keeping, accountability, and reporting to all funding sources.

·        Regularly review, recommend, and enhance website security, user friendly and interactive features and enhanced use of the website to avail organization resources, training and resource mobilization.

·        Equipment repair and or replacement: Troubleshooting, repair and or recommend repair and or replacement of IT related tools and equipment.

·        Deploy, configure, and maintain ICT systems and databases, including networks, servers, and telecommunications. Troubleshoot and address issues to ensure optimal performance.

·        Configure and maintain applications and user devices. Provide timely and quality service delivery, technical support, and advice to user requests to ensure proper user access to agency business data and information.

• Develops and maintains ICT policies, standards, and procedures manual. develops and maintains related technology checklists.

·        Maintain inventory of ICT equipment, hardware, and software and ensure adequate supply and functionality, in collaboration with relevant staff, provide input to budget for ICT related expenses.

·        Coordinate relationships with suppliers to facilitate the delivery of ICT-related services that meet the Coalition’s requirements and needs.

·        Prepare statistical reports on ICT-related data and metrics. As needed, implement measures to ensure the required standards are met.

·        Conduct internal technology audits every three months that informs the organization of the existing gaps and where support is required.

• Develop and submit monthly and quarterly program reports to management and the board of trustees respectively.

 Grants Management

• Work in collaboration with colleagues in preparing and conceptualization of project proposals, fundraising for donor funding and implementation of new projects.
• Participate in Grants Opening, Mid-Term and Closing meetings.
• Ensure effective grants management through timely procurement of ICT equipment and software in line with the specific project requirements and timelines to support timely project execution.
• Prepare internal and external reports within agreed deadlines using organisation and donor formats, as required.
• Ensuring effective implementation of M&E systems throughout the lifetime of the project.

Capacity Building

·        Develop a robust digital security management Unit; introduce virtual physical and digital security training to enhance HRD safety and secure communication.

·        Digitization of information and other materials including Training curriculum and manual, for enhanced accessibility

·        Train program and administration staff in the integration of ICT in their work for efficiency and security

·        Support capacity building initiatives, remotely or on-site, to staff and HRDs to ensure efficient and consistent adoption and use of ICT applications and digital security.

Team management

• Supervise and coach the ICT team to gain the relevant skills and competency that support effective execution of digital training and ICT Support services to HRDs and the coalition staff.
• Manage employee performance through setting objectives that are aligned to strategic goals, conducting periodic performance reviews to ascertain progress and final annual performance reviews to ensure achievement of organisation results.
• Perform other job-related duties as assigned.

Internally:

• Management Team: Planning, monitoring, reporting and guidance.
• Staff: Guidance on ICT Training and equipment use and maintenance 

Externally:

• Human Rights Defenders
• ICT Suppliers 

·        Bachelor’s degree in information technology, Digital Security or any other related discipline

·        Minimum of three years of professional experience in ICT

·        ICT Digital security expertise

·        Project management certification or experience

·        Previous working experience with CSOs is an added advantage.

·        Experience in capacity building

Protection & Wellness management

To be fully responsible for designing and implementing general protection and wellness programs that address the HRD safety and security needs, ensure the achievement of Organisation strategic objectives and compliance to the universal declaration of human rights.

 Program Management

• Manage the safety, wellness and protection program for HRDs in assessing, developing, and establishing measurable objectives and program content consistent with employee wellness interests and needs as per coalition strategic plan.
• Prepare and monitor program budget and assure appropriate expenditure of funds with detailed record-keeping, accountability and reporting to all funding sources.
• Develop an HRD Code of Conduct handbook and distribute the same to HRDs and networks affiliated to the Coalition.
• Establish multiple criteria, procedures, and instruments for assessing program effectiveness such as developing and disseminating a survey for impact.
• Develop and maintain a database of a network of service providers and liaising with them.
• Maintain clear records and data on all aspects of implementation relating to all general protection, & mobile protection team activities.
• Develop and submit monthly and quarterly program reports to management and the board of trustees respectively.
• Ensure Information and HRD Support Centers are run in line with internationally recognized standards and guidance and a clear link is established with other Coalition activities.

Grants Management

• Ensure effective protection grants management through timely submission of grant requests, coordination of approvals and disbursal of approved grants to the respective beneficiaries.
• Ensure effective management of wellness grants in line with the specific requirements as stipulated by the donor organisations.
• Work in collaboration with colleagues in preparing and conceptualization of project proposals, fundraising for donor funding and implementation of new projects
• Participate in Grants Opening, Mid-Term and Closing meetings.
• Prepare internal and external reports within agreed deadlines using organisation and donor formats, as required.
• Ensuring effective implementation of M&E systems throughout the lifetime of the project.

Wellness Management

• Manage the development, planning, marketing and execution of wellness initiatives and programs to reduce health risks, medical costs and encourage healthy lifestyles.
• Take lead in ascertaining the emerging safety and wellness challenges, brainstorm on new, innovative measures and initiatives to address the wellness needs of HRDs.
• Responsible for gathering and analyzing data to measure program success on wellness initiatives and compiling an annual comprehensive report that outlines the financial impact of the wellness programs/projects.

Security & Protection

• Lead in Client case management in collaboration with the Head of Programs  and ensure proper documentation and support to the HRDs.
• Ensure compliance to protection protocols and policies that govern the management of safety, security and wellness work of the coalition.
• Develop a protection and wellness risk matrix clearly outlining the risk categories and expected mitigation measures, timelines, alerts and follow ups for comprehensive support to HRDs.
• Develop a security and wellness system that will be used by both the HRDs and staff at the Coalition.

Advocacy & Capacity Building

• Engage in various activities with partners to enhance partnerships with stakeholders and visibility of protection work.
• Manage and coordinate security and protection of HRDs and stakeholders. Convene the Protection Working Group and take lead in the coordination.
• Work with Research, Communication and advocacy to Identify the matrix areas in respect to protection and wellness that are pertinent and hence require advocacy.
• Focus on capacity building by conducting trainings for HRDs on safety and security, Code of Conduct and systems, wellness sessions etc.

Team management

• Supervise and coach the protection officers to deliver awareness-raising activities for the HRD population on topics such as HRD rights, HRD legislation and responsibilities of HRDs as well as training for relevant state and non-state service providers on HRD law and the rights of HRDs and the responsibilities of the Government.
• Build the capacity of the Protection and Wellness Officers to improve their range of capabilities related to the protection program and its activities.
• Manage employee performance through setting objectives that are aligned to strategic goals, conducting periodic performance reviews to ascertain progress and final annual performance reviews to ensure achievement of Organisation results.
• Clearly define training needs of the general protection team (including Community based volunteers) and lead or support the provision of required training.
• Ensure that monitoring visits respect principles of confidentiality of interviewees and that all incidents reported to the Coalition are handled with due regard to protection principles.
• Perform other job-related duties as assigned.

Internally:

• Management Team: Planning, monitoring, reporting and guidance
• Staff : Guidance on protection & wellness protocols, policies and activities

 Externally:

• Human Rights Defenders
• Protection working groups
• Government entities

·        Master’s degree in Law, International Law, Human Rights or International Affairs

·        Minimum of three years of professional experience in protection programming

·        Previous working experience with CSOs is an added advantage

·        Experience in capacity building

·        Experience in complex emergencies  and confidentiality management 

Function management

To effectively lead the development, implementation and co- ordination of the coalition’s research, communication and advocacy program ensuring that the organisation is the distinctive voice for the leaders and stakeholders, acts as the major convener for members and stakeholders and ultimately achieves the strategic priorities.

 PROGRAM MANAGEMENT

• Manage the research, advocacy and communication program by assessing, developing, and establishing measurable objectives and program content consistent with HRD needs and organisation strategic priorities.
• Preparation of detailed work plans, schedules, setting priorities and participating in the actual implementation thereof.
• Prepare and monitor program budget and assure appropriate expenditure of funds with detailed record-keeping, accountability and reporting to all funding sources.
• Establish multiple criteria, procedures, and instruments for assessing program effectiveness such as developing and disseminating a survey for impact.
• Develop and maintain a database of a network of service providers and liaising with them.
• Develop and submit monthly and quarterly program reports to management and the board of trustees respectively.
• Ensuring effective implementation of M&E systems as per the organisation framework throughout the lifetime of the project.

GRANT MANAGEMENT

• Ensure effective grants management through timely submission of grant requests, coordination of approvals and utilization of approved grants to the respective programs in line with the specific donor requirements.
• Work in collaboration with colleagues in preparing and conceptualization of project proposals, fundraising for donor funding and implementation of new projects
• Participate in Grants Opening, Mid-Term and Closing meetings.
• Ensure accountability of donor funds by collecting information and compiling narrative reports on project work undertaken as part of donor reporting.
• Prepare internal and external reports within agreed deadlines using approved organisation and donor formats, as required.
• Provide expertise in the development of concept notes and project proposals which will form the basis of funding submissions.
• Proactively participate in identifying relevant donors for advocacy work.

ADVOCACY

• Oversee the use and development of the non- government and government relations strategies and communication strategies and ensure cohesion between them.
• Work with the Executive Director to ensure the advocacy team follows the organisation M&E processes and uses advocacy tools effectively.
• Ensure regular evaluation of the advocacy theories of change and delivery of appropriate data for the Logical Framework.
• Coordinate continuous engagement of HRD networks to ensure the National Secretariat is adequately complemented by quality information from the networks.
• Work closely with the Head of Programs, other secretariat staff and other stakeholders to develop project plans, oversee effective management and reporting on the project including managing the project budget.
• Take active role in the resource mobilization process to ensure that the organisation has diversified and growing funding streams for successful implementation of the HRD support strategy.
• Represent the Trust in forums including speaking engagements, attending conferences and participating in national and international meetings.

RESEARCH

• Ensure timely quality information gathering by conducting research through experimental studies, literature reviews, qualitative studies as well as collaboration with colleagues for reviews and feedback, analysing finding and verification of data.
• Ensure timely dissemination of information by managing research and advocacy report production and distribution both internally and externally.
• Undertake research on the threats and attacks that human rights defender face, obtain information, verify it and provide input for reports and other related materials which can be used to generate action on their behalf, whilst ensuring the independence, accuracy and credibility of the information
• Ensure effective accountability to the funders by conducting research in a manner that fulfills the specific requirements of the research as stipulated by the funders.

COMMUNICATION

• Develop and maintain clear lines of communication with advocates and key stakeholders internationally and use this to inform and increase the impact of our work in Kenya and internationally
• Act as a communicator  with various audiences about HRD work, ensure publication of  Journal articles and make presentations to review boards and decision makers.
• Develop and maintain strong working relationships with partners including the media, and other human rights organizations.
• Actively advocate and promote HRD work to policymakers or others entities that can influence  action and help ensure that the research findings, knowledge and recommendations are considered for positive change and impact.
• Drive Advocacy team involvement to help shape the organisation communications strategy and activities.
• Implement relevant areas of the media strategy and undertake media outreach to achieve advocacy objectives.
• Maintain a vibrant online presence, generating social media and website content.
• Ensure effective communication with HRDs, and the public and share updates and other relevant information on the work of human rights defenders.
•  Ensure development, editing and regular content update on the website and other online and social media platforms.

TEAM MANAGEMENT

• Oversee and supervise the work of and provide support and guidance as needed for all members of the advocacy team and those working on advocacy topics;
• Line manage the Advocacy team and conduct annual performance assessments as part of the organisation broader staff evaluation processes.
• Manage employee performance through setting objectives that are aligned to strategic goals, conducting periodic performance reviews to ascertain progress and final annual performance reviews to ensure achievement of organisation Kenya results.
• Define training needs and support employee training and development for competency development and improved employee performance.
• Responding to day-to-day correspondence within your department.
• Any other assignments as may be assigned by your supervisor.

Internally:

• Management Team: Planning, monitoring, reporting and guidance
• Staff : Guidance on research, advocacy & communication protocols, policies and activities

 Externally:

• Human Rights Defenders
• Media fraternity
• Policy makers  and Influencers– State & Non State Actors
• General public

·        Degree in Communications, Public Relations, Research or any other related discipline

·        Experience in advocacy for Human Rights or International Affairs

·        Minimum of three years of professional experience in communication and advocacy

·        Previous working experience with CSOs is an added advantage

·        Stakeholder engagement expertise – Government, donor agencies, media

·        Proficiency in digital communication

·        Application of Research methodologies 

LINE REPORTING:  Resident Director

Direct Reports : Manager Field Operations, Manager Customer Care, Manager HR & Admin,

As general manager, you will create incentives for employees and evaluate your department’s efficiency and productivity. Additionally, as the general manager, you will collaborate with company executives to develop strategic plans for business growth based on short-term and long-term goals, communicate those goals to your team, and guide them to success.

·       Set up an efficient clearing and forwarding unit within the company.

·       Provide leadership at all levels of the organization

·       Communicate and embody the company vision and values

·       Build up the company by recruiting, interviewing, hiring, and mentoring new talent

·       Define and implement policies and performance standards

·       Evaluate employee performance and provide additional coaching and support as needed

·       Assess departmental and company performance and devise plans for improvement

·       Manage profit and loss statements and account for costs and revenues

·       Allocate budget resources for supplies, equipment, marketing, and personnel

·       Ensure all regulatory requirements to engage in clearing and forwarding business are met.

·       Identify opportunities to grow and source for clients.

·       Negotiate with shipping lines, airlines, transporters and agents.

·       Manage customer relationships.

·       Oversee the entire clearing and forwarding process to ensure timely delivery of services.

·       Hands-on in maintaining operational excellence, lead the response to tenders and RFQ’s, and win new clients.

·       Responsible for operational execution in the key sectors – travel in-country and to group network

·       Streamline operational processes and SOP’s

·       Responsible for the budget, business plan, reporting and general management of the office.

·       Motivate and drive the group for achieving set targets

·       Develop personal relationships with high value accounts

·       Ensure KPI’s of freight operations are met for achieving productivity results

·       Network with group for expanding trade lanes volumes

Job Purpose  

Responsible for the implementation of accounting policies and procedures, day to day supervision of the Accounts team, preparation of management & financial reports & Statutory accounts, coordination of the reporting. Overall responsibility for all transactions pertaining to the General Ledger.

• Suppliers/Vendors
• Staff
• Statutory & Regulatory Authorities (e.g. URA)
• Customers
• Auditors
• Banks
• Insurers

 Advanced understanding of financial and accounting processes, cash management and control processes

• Possess excellent written and verbal communication skills
• Be a strong team player
• Ability to provide good customer service and establish good working relationships with other staff.
• Independent thinker with the highest level of integrity

• • BA Business, Finance or Accounting equivalent or specific relevant experience.
  • Chartered Certified Accountant – ACCA or CPA

• 5+ years’ experience in the same field.
• Fully aware of the Country Taxation Laws
• Proficiency in a computerized environment with ability to use specialized accounting systems
• Expert user of computer applications especially Microsoft office applications