Jobs at ACDI/VOCA

• The Office and Operations Officer will handle all aspects of the administration and operations in the country office. She/He will be based in Nairobi Office and reporting to the Procurement Manager

ESSENTIAL DUTIES AND RESPONSIBILITIES:
Administrative:

• Coordinating front-desk activities, including receiving phone calls, screening, and determining the nature of calls, distributing, and redirecting correspondence appropriately
• Arranging appointments and meetings when requested including managing an active calendar of appointments, composing, and preparing correspondence
• Assist in setting up of office conference room and other logistics prior to meetings/training events as well as arranging refreshments where necessary
• Replenish the First Aid Box with all the necessary drugs and ensure that all required drugs are always available
• Overseeing property maintenance as well as supervising office cleaners to ensure office cleanliness is maintained.
• Assist with operations setup for new staff members to ensure smooth orientation.
• Filing, records keeping and offering administrative support to the team

Travel/Transport Management:

• Support the Operations and Logistics Specialist with regular service schedules for RLA vehicles to ensure all vehicles are safe and roadworthy and that vehicle service is done in a timely manner.
• Track vehicle maintenance and update the trackers. Attach the same to vehicle repair payments.
• Manage all vehicle related procurements e.g., vehicle accessories, tyres and preparing the necessary documentation.
• Ensure vehicle insurance is renewed timely and request for comprehensive insurance from HQ. Track insurance expiry dates.
• Ensure that the vehicle log system is functioning optimally and producing accurate reports for use in daily mileage and service logging.
• Responsible for checking vehicle log sheets from the drivers.
• Preparing timely fuel payment in collaboration with the drivers and analyzing the consumption patterns.
• Ensure vehicle incidents reports are completed on a timely basis and reported to the relevant senior staff.
• Assist the Operations and Logistics Specialist in arranging travel movements e: g pickups/drop offs if needed.

Asset Management:

• Responsible for managing stationery, issuing to staff, maintaining an updated record, and replenishing the stoc
• Responsible for kitchen supplies, issuing to kitchen staff, maintaining an updated record and replenishing the stoc
• Ensure that inventory is logged, tracked, updated accordingly and that all inventory reports are prepared for quarterly submission
• Updating and maintaining the asset database. Tagging of all equipment bought and entering them into the system as well as tracking issuance of equipment to staff.

Procurement

• Coordinates with the procurement team as required to procure items required for smooth operation of the office.
• Ensure petty cash management, issuance and reconciliation as per organization policy. Perform petty cash counts daily.
• Ensures maintenance of office equipment such as photocopiers and scanners are done timely and promptly.
• Ensures maintenance, and repair of all office facilities including electricity supply, water and plumbing are done timely and promptly.
• Prepare payments for invoices as well as recurring/monthly bills like security, cleaning services, rent, telephone, stationery and submit the same to finance for settlemen Maintain a calendar/tracker for monthly bill and ensure they are settled timely.
• Prepare purchase requisitions for miscellaneous items as needed and assist with preparation of day-to-day procurement documentation as needed.
• Support PREG activities airtime/bundles top ups
• Ensures all operations related documents are saved on SharePoint on a regular basis.
• Perform other tasks as requested by your supervisor or management.

QUALIFICATIONS:

• Bachelor’s degree in business management, secretarial, front office Operations, or any relevant field
• At least two years of experience in an administrative role preferably in an NGO
• Must be pleasant with a warm and outgoing personality
• Good written and verbal communication and interpersonal skills
• High level of organizational skills
• Ability to multitask, handle pressure as well as possess stress management skills
• Must be a problem solver and self-starter. Must exercise creativity and innovation, good communication, leadership, and reporting skills.

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Objective

• The overall objective of this position is to provide technical support to RLA program at the county level, in liaison with technical leads offering support to the implementation of RLA activities and being a link between local organizations, PREG partners, County governments and USAID mission at the county level.
• The position holder will be based in Garissa supporting Wajir county and reporting to the Partnership and Coordination Manager

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Lead RLA PREG Coordination unit in planning for activities/meetings (virtual and in-person), Coordinate USAID implementing partners and County officials by providing technical support of integrating activities among IPs and County towards joint investment for collective impact.
• Engage with county PREG Partners, county government officials, local organizations, and communities to assess needs, gaps, and provide support as needed and agreed upon by the RLA PREG team.
• Manage PREG Counties in implementation of joint investment at the county level, including but not limited to administrative, coordination, and logistical support for (physical and virtual) workshops, meetings, webinars, capacity building initiatives, learning activities, and other events.
• Provide technical support to PREG Learning’s Communications team to capture relevant information, updates on shocks and stresses in the counties to improve knowledge management and strategic communications, including information sharing, and reporting on county activities, updates, successes, collaboration, and learning.
• Coordinate with relevant departments in strengthening M&E and data analytics, including data collection, monitoring activities of local organisations and institutions receiving RLA funding.
• Manage PREG Learning with systematising feedback loop processes for PREG County activities, including pause and reflect sessions, after action reviews, strategic reviews, phone and online surveys, interviews, and other methods.
• Manage overall county-level knowledge management processes, contributing to USAID Mission updates, as well as biweekly, monthly, quarterly and annual reports.
• Manage the county joint work planning/monitoring process to ensure coordinated SLI in the implementation of agreed JWP activities.
• Supervise any RLA subgrantees working in the assigned counties.
• Representing RLA and PREG platforms at county/National forums and providing liaison as program focal person.
• Perform other work-related duties as assigned by the Supervisor.

QUALIFICATIONS:

• Bachelor’s degree, or its equivalent in development, research methods, economics, social sciences, project management or relevant field experience.
• Minimum two years of experience in organizing meetings, supporting learning and adaptive management activities, and experience in emergency and development programming is preferred.
• Knowledge of program resilience framework and approaches in the fragile context is an asset.
• Good interpersonal and networking skills
• Excellent report writing and strong computer skills especially with MS Word and Excel and other related packages.
• Excellent written and verbal communication skills in English and Kiswahili.
• Ability to travel and work within the ASAL counties.
• Previous work experience with PREG partners desired

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JOB SUMMARY

• The Technical Leader for Analytics for the Resilience Learning Activity is responsible for implementing evidence-based assessments and analysis, overseeing the design and methodology of analytical studies that will be conducted through local organizations. S/he will help county governments and USAID implementing partners turn data into information, information into insight, and insight into resilience planning decisions within RLA’s target counties and region.

The position holder will be based in Nairobi, reporting to the Chief of Party
ESSENTIAL DUTIES AND RESPONSIBILITIES

• Provide technical leadership and direction in the implementation of robust and evidence-based assessments and analysis informed by best practice and most recent research,
• Interpret data, analyse results using statistical techniques and provide ongoing trend reports on various emergency and resilience variables,
• Develop and implement databases, data collection systems, data analytics and other strategies that optimize statistical efficiency and quality,
• Assist county governments and local institutions/communities like NDMA, IGAD etc acquire data from primary or secondary data sources and maintain resilience related databases/data systems,
• Identify, analyse, and interpret trends or patterns in complex resilience data sets,
• Filter and “clean” data by reviewing computer reports, printouts, and performance indicators to locate and correct code problems,
• Work with county governments, NDMA, and other local institutions to prioritize shock and resilience information needs,
• Locate and define new process improvement opportunities for resilience programming,
• Develop resilience data analysis and reporting capabilities among PREG/SEK counties, NDMA, IGAD, and other local institutions/communities. This will include overseeing the design and methodology of analytical studies, assessments, and surveys conducted through these local organizations,
• Manage short-term technical assistance and third-party data analysts.
• Support RLA in creating analytical dashboards and database for program information towards the activity closeout.
• Represents ACDI/VOCA and the program during meetings related to Data Analytics and other subjects with donor and government personnel, international organizations, NGOs, and others interested in the project’s activities.

QUALIFICATIONS

• Minimum 5 years of experience managing analytics, evaluation, data analysis, qualitative studies, action research, case studies, and meta-analyses,
• Technical expertise regarding data models, database design development, data mining and segmentation techniques,
• Exceptional analytical, communication, and reporting skills,
• Strong management, interpersonal, teamwork, and leadership skills.
• Demonstrated expertise in data analytics activities in resilience programs, private sector engagement, or humanitarian programming funded by USAID is strongly preferred.
• Demonstrated experience managing multicultural teams and third-party data analytics contractors.
• Demonstrated commitment to integration of gender, youth, and social inclusion dimensions.
• Regional experience and thorough understanding of East African resilience context
• Fluent language skills in English
• An advanced degree in data analytics, statistics, economics, or related fields.