Sub Office Coordinator at HIAS Refugee Trust of Kenya

Position Summary

The Sub-Office Coordinator will spearhead the implementation of all project activities in the field office to ensure the interventions to vulnerable and at-risk refugee clients are provided to beneficiaries respectfully, while upholding their dignity. The sub office coordinator will be working under the direct supervision of Program Director in liaison with Program Managers for Gender and Gender Based Violence, Legal Protection, Economic Inclusion and MHPSS, and other managers e.g HR, Finance Director and Operations Manager, Health, Safety and Security Coordinator.

Essential Functions

• Managerial Functions
• Supervising HIAS Kenya’s sub office staff in the day-to-day work, smooth functioning of operations and administration of the Field office
• Monitoring field office program budget and the efficient use of the organization’s resources
• Providing consistent leadership to field staff through regular meetings, effective goal setting, delegation, and communication.
• Providing oversight of staff in adherence to HIAS policies, procedures, ethics, professional standards, and best practices that bring in operational efficiencies, improve service delivery and client satisfaction
• Monitoring of all referral cases and ensuring timely turnaround of assessment reports and other interventions.
• Responsible for the general maintenance of HIAS managed facilities in the office.
• Developing and maintaining partnership and network with external organizations and the government and keeping a proper database
• Attending internal meetings, sector related forums/ coordination meetings as required
• Supervising Office Assistants and ensuring the general cleanliness of the office and its compound
• Custodian of assets and inventory allocated to the sub-office and responsible for signing gate passes.
• Ensuring maintenance of office equipment including computers, printers, vehicles, generators, and telephones for the office.
• Ensuring that all incidents within the premises are documented and shared with the HSS Coordinator and the Country Director.
• Ensuring that any damage requiring repair is identified in good time and any necessary remedial action promptly taken.
• Ensuring that the office necessary permits are obtained including Single permit, fire compliance, signpost, wall branding, etc.
• Ensuring that all the office premises are maintained, and all the systems are working efficiently eg: plumbing, electrical etc
• Acting as the office's security focal point and working closely with the HSS Coordinator on all safety and security matters.
• Program Functions
• Overseeing the implementation of HIAS’ Program interventions in community-based activities that target specific beneficiaries and that build their resilience.
• Participating in designing, implementation, monitoring and evaluation of HIAS projects.
• Monitoring the provision of individual and group interventions across all programs at the sub office.
• Ensuring appropriate protection l assessment and diagnosis of all the protection concerns were in line with HIAS SOPs and policies.
• Overseeing HIAS’ programs implementation and ensuring provision of technical assistance and training for staff to establish and maintain appropriate standard operating procedures and protocols
• Reviewing all protection assessment reports, including psychosocial assessments, disability assessments and vulnerability assessments, generated by field staff and ensuring they are forwarded to the relevant Program managers for further review and submission to UNHCR or other partners.
• Maintaining trackers for all program activities conducted at the field level.
• Coordinating resolution of any crisis in the office that may arise in relation to clients in distress
• Responsible for timely, quality and comprehensive field reports; reviewing and analyzing of all psychosocial assessments, ie: GBV reports, Economic Inclusion and Legal protection and drawing out of emerging trends and issues to inform in program planning and decision making.
• Providing weekly, monthly, and quarterly reports and data to the Program Director highlighting office performance, progress against targets and client needs.
• Providing monthly success stories for purposes of web updates and fundraising.
• Ensuring up to date record keeping and maintain an impeccable physical filing system of clients’ files
• Ensuring proper and timely accounting of all project activities expenses advanced to Field Office staff.
• Ensuring field office staff have updated their assessment and counselling cases in the HIAS Case Management system and regularly update any actions taken to support clients.
• Providing regular reports on program progress, financial spending, and new developments that impact field office operation
• Supporting in fundraising, including proposal writing and budget preparation processes.

Qualifications & Requirements

• A minimum of bachelor’s degree in Business Administration, Business Management, Project Management, Social Sciences or closely related field from a recognized university.
• A minimum of 5 years working experience, preferably in humanitarian context
• Ideal candidate should have keen awareness and a good knowledge of psychosocial issues and the complexities of working on these issues with a refugee population
• Experience in management and supervision of teams.
• Good team player with excellent cross-cultural interpersonal skills; proactive and able to work under minimal supervision while exercising diplomacy, flexibility, and assertiveness.
• Ability to confront and discuss sensitive issues with respect and able to uphold high standards of confidentiality.
• Strong analytical and report writing skills and proven ability to conduct assessments
• Knowledge in Accountability to Affected Populations
• Knowledge in PSEA