Save the Children Programme Operations Manager Jobs vacancy in Nairobi Kenya 2013

Programme Operations Manager – Kenya Country Office
Team / Programme: Programme Operations
Location: Nairobi
Grade:  TBC
Child Safeguarding: Level 3 – the responsibilities of the post may require the post holder to have regular contact with or access to children or young people

Role Purpose: Programme Operations Manager ensures the effective management of logistics, awards management, operational reporting and partnerships for the Kenya Country Programme.

Scope of Role:
Reports to: Director Programme Operations

Dimensions: Save the Children has been operational in Kenya since 1984, providing support to children through developmental and humanitarian relief programmes delivered both directly and through local partners. Current programming focuses on child protection, child rights governance, education, health, HIV/AIDS, livelihoods, nutrition and WASH.

Save the Children has an operational presence in Dadaab Refugee Camp, Eldoret, Habaswein, Mandera, Meru and Wajir. Currently, we have a staff complement of approximately 270 staff and a confirmed budget of approximately US$15 million this year.

Staff directly reporting to this post: Logistics Manager, Partner Capacity Building Coordinator, Reporting Coordinator, Awards Coordinator.

Key Areas of Accountability:

Logistics, Inventory and Procurement

  • Ensure that the CO logistics capacity and systems meet the SCI MOS and are able to satisfy the programming requirements
  • Manage the CO Logistics department ensuring that all CO logistics activities (fleet, assets, transport, supply chain, base setup etc) are coordinated
  • Manage all vehicles ensuring maintenance and insurance
  • Ensure goods and services procured are cost effective and of standard quality
  • Ensure procurement processes are effectively implemented
  • Work closely with the procurement team in negotiating the best deals with suppliers
  • Ensure proper record keeping, maintenance and control of inventory
  • Ensure proper documentation and recording of fixed assets of the organisation
  • Manage the fixed assets
Awards Management
  • Ensure that the management of grants and awards for programme operations is in accordance with SC policies and guidelines
  • Develop analysis of budget vs actual expenditures on a monthly basis for monthly remote and actual review meetings with the budget holders/Area Programme Managers so that remedial actions are developed and implemented as required
  • Ensure that budget holders understand and implement compliance requirements from the donor, Save the Children and/or the Government of Kenya
Partnerships and Capacity Building
  • In collaboration with other staff, develop standardised approaches and best practices in selecting local partners
  • Develop and lead the implementation of a partnership strategy with Standard Operating Procedures and Minimum Operating Standards
  • Lead agency-wide capacity strengthening strategies including the assessment and improvement of SC and partners and through linkages with the relevant technical advisors
  • In collaboration with the Civil Society/Partnership and CRG Advisor, coordinate agency-wide learning processes in partnership and capacity building
  • Ensure the timely provision of quality reports to donors after final review by the Director of Programme Operations
  • Support the development of a reporting timeline tracker that has reminders incorporated to programme and technical staff and with clear guidelines on roles and responsibilities in preparation of reports
  • Maintain details of reporting formats and other requirements for all donors and SC members
  • Develop internal reporting formats for monthly/quarterly SC reports by Area Programme Managers
Staff Safety and Security
  • Work with the Director of Safety and Security to ensure that the staff and assets of Save the Children Kenya are safe and secure
  • Ensure that all safety and security minimum operating standards are being met at sub-office level
  • Coordinate preparation and implementation of staff security guidelines and support sub-offices in carrying out periodic security assessment and reports
Staff Management, Mentorship, and Development
  • Assist in the management of the performance of all staff in the Program Operations work area through:
  • Effective use of the Performance Management System including the establishment of clear, measureable objectives, ongoing feedback, periodic reviews and fair and unbiased evaluations;
  • Coaching, mentoring and other developmental opportunities;
  • Recognition and rewards for outstanding performance;
  • Documentation of performance that is less than satisfactory, with appropriate performance improvements/workplans
Skills and Behaviours (our Values in Practice)
  • Holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
  • Holds the team and partners accountable to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved
  • Sets ambitious and challenging goals for themselves (and their team), takes responsibility for their own personal development and encourages others to do the same
  • Widely shares their personal vision for Save the Children, engages and motivates others
  • Future orientated, thinks strategically
  • Builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
  • Values diversity, sees it as a source of competitive strength
  • Approachable, good listener, easy to talk to
  • Develops and encourages new and innovative solutions
  • Willing to take disciplined risks
  • Honest, encourages openness and transparency
Qualifications and Experience
  • Recommended a minimum of 7 years of management experience in an NGO or similar environment, including significant field operations experience running both emergency and development programs
  • Masters  degree  in  development  or  other  social  sciences (desired)
  • Substantial experience in logistics, including procurement, supply chain, fleet management & inventory
  • Substantial experience and knowledge of effective financial and budgetary control and securing and managing grants from major institutional donors
  • Experience of working with local, international and government partners
  • Fluency in written and spoken English. Similar skills in Kiswahili and other local languages an advantage
  • Willingness to travel to Save the Children’s field offices and operational areas on a regular basis
  • Ability and willingness to change work practices and hours, and work with incoming teams in the event of major emergencies
  • Commitment  to  and  understanding  of  Save  the  Children’s  aims,  values  and principles  including rights-based approaches
How to apply

The application period is now open and will close on Friday 15th February, 2013 at 4.30 p.m.

To apply for a position, please send a short cover letter and CV to  indicating the position applied for in the subject line.

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