We are seeking an Operations Manager to coordinate administrative, procurement and award management processes for a diverse and impactful multi-country program portfolio being implemented in Sub-Saharan Africa and Asia:  Transforming Lives through Nutrition.
This comprehensive program delivers five life-saving health services: supplementing women with essential vitamins during pregnancy,... supporting optimal breastfeeding, improving diets for infants and young children, screening children for acute malnutrition and getting treatment to them as early as possible, and delivering Vitamin A.
This is a local hire position: salary and benefits will align with local terms and conditions in Kenya or Nigeria.  All candidates must be work authorized in the country where they are applying.
Functional Relationships
Helen Keller has a matrixed reporting structure.  Regular communication and a spirit of teamwork are essential to make this structure thrive.
Reporting to the Associate Director Operations and Finance, the Operations Manager will collaborate with technical experts and managers across program and operations in global management and in country program offices to achieve efficient and effective program delivery.         
The Transforming Lives portfolio is managed by a central Program Management Team (PMT) with support from technical experts from across the organization. The PMT and the Operations Manager provide guidance to and coordinate the activities of country office teams. This position will liaise with country project teams and their operations colleagues to facilitate the integration of all facets of the program work with the common goal of ensuring that project objectives are met.
Key Responsibilities
Administration & Procurement

Act as central point of contact for country office operations colleagues to guide the efficient and compliant procurement of program commodities and equipment and manage supply chain logistics.
Coordinate and track processes conducted by country office teams; troubleshoot matters arising; support teams by conducting research and providing information to support compliance with Helen Keller policies and procedures.
Facilitate import customs clearance and warehousing solutions when required.
Flag potential problems and bottlenecks to senior staff, as needed.
Manage procurement of services on behalf of the central program team.
Coordinate international travel and necessary documentation for the central team.
Liaise with People & Culture on recruitment processes, staff learning and development activities, and other Human Resources actions, as needed.

Coordination

Organize and manage logistics of global Transforming Lives gatherings and events. Liaise with counterparts on other program teams, as needed.
Continually refine and document coordination processes among implementing country offices, the central team, and relevant global units regarding portfolio administration. Document workflows, develop job aids, and train colleagues, as needed.
Model collaboration for your matrixed team: effectively consult and inform colleagues to maximize efficiency and knowledge sharing; and integrate guidance and direction from subject matter experts in your team and elsewhere in the global organization to maximize performance.
Ensure accountability to clients, partners, colleagues and donors by providing ongoing feedback in a context of mutual respect.

Award Management and Donor Relations

Guide country office colleagues to prepare and manage sub-awards and review for quality and timeliness. Provide training, as needed.
Coordinate scheduling and track work assignments to support the PMT to prepare and submit high quality donor reports and track donations in a timely manner.
Maintain award and program management systems. Contribute to the ongoing improvement of those systems. Document workflows, develop job aids, and train colleagues, as needed.
Establish clear agendas and protocols for donor visits to project sites.  Liaise with country offices to coordinate logistics.  

Required Qualifications and Competencies
Demonstrated experience and ability to:

Prepare subawards that comply with donor and organizational requirements.
Arrange complex travel and meeting logistics.
Procure goods and services in accordance with donor and organizational requirements.
Collaborate across departments and program partners to integrate all aspects of operations with the work of program teams to meet program outcomes and fulfill objectives established in awards.

Coordinate and supervise administrative, and operational staff.  Experience working with remote teams across multiple project sites a strong plus.
Continually improve processes and systems to achieve greater efficiency and collaboration.
Train colleagues on processes and systems and support them with clear documentation and job aids.


Very good oral and written English language skills sufficient to prepare routine business correspondence and status reports.
Ability to communicate in French a strong plus.
Excellent interpersonal skills, including an ability to communicate effectively across cultures.
Highly computer literate including knowledge of Microsoft office suite or equivalent and advanced Excel skills.
Well-established and practiced organizational and planning skills.

Ability and willingness to:

Flex schedule to accommodate availability of colleagues in other time zones;
Travel occasionally to project country offices and/or to program workshops..

NOTE: All staff must be vaccinated against COVID-19 in order to travel internationally.

Collaborative, flexible and solution-oriented. An ability to maintain balance when under stress.
Demonstrable respect for all persons regardless of religion, ethnicity, class or gender, with a high comfort level working in a diverse environment with a demonstrated commitment to high professional ethical standards.
Personal commitment to Helen Keller’s mission and the values embodied by our namesake and co-founder: courage, integrity, rigor, and compassion.

Qualifications

Master’s degree in business administration, financial management, logistics, or a relevant field; plus
Minimum of 6-8 years of directly relevant experience or equivalent combination or education and experience. more

Objective of the Program Officer Position:

Ensure quality implementation of the project
Monitor Project Progress and document the achievements
Strengthen Coordination with project stakeholders
Facilitate timely provision of project supplies and commodities.

Specific Objectives
County Health System Strengthening

In liaison with the County DOH and Partners develop joint work plans for... key activities as stipulated in the project document.
In liaison with the county department of health undertake periodic capacity assessment across the health facility staff and structure OJT and Mentorship sessions to the health facilities based on specific needs.
Work closely with the MOH and undertake targeted capacity building for County teams on various aspects of the nutrition program to enhance program implementation.
Participate in coordination meetings at the County level with the MOH and Partners including NTWG, CNTF, and any other.
Coordinate with the other nutritional NGOs, CIFF, UNICEF, WFP, other partners and MoH at County and Sub County level.
Support development of County work plans with the S/CHMTs and schedule joint supervisions to enhance quality programming.
Support community Health Strategy and Community Resilience activities
In liaison with the Community Strategy Focal persons at the County and Sub County level, support CHS activities at the community level including community dialogue and action days, sensitization sessions for community members among others.
Support MOH to develop, implement and monitor Social Behaviour Change Communication Strategies in Kisumu County.
Support the MOH to develop a practical community feedback mechanism geared at improving quality of service delivery at the County level.
Supports the nutrition team in the implementation of community approach through regular contact and exchange with the community leaders,
Ensure quality implementation of the project.

Develop monthly activity workplan and track the progress regularly.

Ensure activities are implemented within the approved budget.
Develop quality monthly, quarterly, and annual project performance reports to share with donors and relevant stakeholders.
Ensure integration of project plans in the County health and nutrition annual work plan (AWPs) by actively participate in County planning and coordination meetings.

Monitor Project Progress and Document the achievements.

Document human interest stories, and best practices from the project implementation for learning and duplicating in other project areas.
Conduct day to day monitoring of the project and provide feedback to improve project performance.
Plan and implement project data reviews, document findings and recommendations and work with counties to implement the remedial actions agreed.
Compiles program reports on a timely basis in liaison with other program staff; Weekly SitRep, Monthly (statistical and narrative), Quarterly
In collaboration with the Program Manager prepare progress reports, donor reports, proposals, Program reports project procurement plan and contributes to survey reports (PECS).
In collaboration with Program Manager and coordination team; contribute in defining technical strategy when required.
In liaison with the program manager develop project proposal to address County specific gaps
Support MOH focal persons on information, data management and reporting through the DHIS2.
Participate in the planning, organizing and implementation of surveys, assessments and research studies including post distribution monitoring.

Organize project coordination forums with external and internal stakeholders.

Represent Helen Keller Intl in county coordination forums.
Organize county project inception meetings, project planning, project closure meetings and other relevant forums that facilitate project implementation and feedback sharing.
Ensure effective communication and networking is developed and maintained through partnership and collaboration with MOH (S/CHMT), INGOs, NGOs, CBOs and the UN and other partners within implementing counties.
Act as the focal communication point for the project in the counties assigned.
Work in collaboration with the communities and local leaders at all stages of project implementation

Facilitate timely provision of project supplies and commodities.

Through respect of Helen Keller procurement processes and procedures, make timely request for supplies and commodities as detailed in the project procurement plan.

Finance, Logistics

Manage activity budget to ensure all expenses are within the approved limits and meet HKI standards regarding financial management, accountability, and good governance.
Prepare cash forecast in liaison with the other program staff in line with the work plans.
Ensure the expenditure is as stipulated in the budget lines and strict adherence to the budget limits.
Propose anticipated budget realignment in line with field realities.
In liaison with the Program Manager and the Finance and administration officer Monitor budget spending in line with spending plan; ensure diligence in grants utilization including timely spending and value for money.
Support the Program manager in monthly budget reviews and suggesting amendments to Finance.
Any other roles as assigned by the supervisor.

Qualifications

A Bachelors degree in Food Nutrition and Dietetics, Nutrition, Nursing, Public Health nutrition option or equivalent
At least 5 years of experience in public health programs
Excellent written and spoken English and Swahili.
Good knowledge of HiNi, vitamin A supplementation and deworming programs policies and strategies in Kenya.

Competencies

Demonstrated experience working with the Ministry of Health, County Department of health, health care workers and community health volunteers.
Demonstrated experience in coordination and management of nutrition and health projects.
Conversant with the HiNi Package
Experience in training of health workers and Community Health Volunteers on various nutrition modules.
Experience in nutrition counselling to caregivers and community
Experience in conducting community dialogs.
Ability to analyze data and produce quality reports
Demonstrated experience in preparation of donors’ proposals, budgets, and reports
Able to priorities clearly, oversee multiple tasks, and set clear objectives to be achieved
Commitment to accountability principals and knowledgeable of quality assurance.
Knowledge of computer applications such as Word, Excel, PowerPoint, and MS Outlook.
Ability to work independently with minimal supervision
Capacity to work under pressure and manage personal stress levels.
Creative, open-minded, flexible, and self-learner.
Team Player with good interpersonal skills

The deadline of application is 7th August 2023 more

Specific Objectives
Ensure quality implementation of the project:

In liaison with Nutrition Program Manager, develop monthly activity workplan and track the progress regularly.
Support the Nutrition Program Manager to prepare quality monthly, quarterly, and semi-annual reports.
Ensure integration of project plans in the County health and nutrition annual work plan (AWPs)
Actively... participate in county planning and coordination meetings.

Monitor Project Progress, and Document the achievements:

Track project performance and document achievements
Document human interest stories, and best practices from the project implementation for learning and duplicating in other project areas.
Conduct day to day monitoring of the project and provide feedback to improve project performance.
Plan and implement project data reviews, document findings and recommendations and work with counties to implement the actions agreed.

Organize project coordination forums with external and internal stakeholders:

Participate in technical working groups and stakeholders’ coordination forums in counties.
Ensure effective communication and collaboration with the County and sub-county health management teams.

Qualifications

Bachelor’s degree in Nutrition, public health or equivalent
Excellent written and spoken English and Swahili.
Good knowledge of vitamin A supplementation and deworming programs policies and strategies in Kenya.

Competencies

Ability to analyze data and produce quality reports.
Able to priorities clearly, oversee multiple tasks, and set clear objectives to be achieved.
Knowledge of computer applications such as Word, Excel, PowerPoint, and MS Outlook.
Ability to work independently with minimal supervision.
Creative, open-minded, flexible, and self-learner.
Team Player with good interpersonal skills

The deadline of application is 31st July 2023. more

Vehicle Management and logistics:

Manage vehicles with care and use them with respect. Drive HKI vehicles in a safe and secure manner in accordance with local law and the policies of HKI
Ensure routine check-up of the vehicles; this include but not limited to oil, brake function, water, lights & tire condition, windshield wipers, etc.
Assists with vehicle repairs when they break down by... taking them to the garage or for service if necessary, and ensure they are in satisfactory condition
Ensure all vehicles have valid insurance stickers on the windscreen
Maintain a vehicle management process and database that includes vehicle logs sheets, and tracks mileage, fuel consumption, maintenance/repair management and costs, for each vehicle.
Ensure that all Helen Keller staff meet required driving standards prior to them being able to drive Helen Keller vehicles.
Confirm availability of vehicle tools and equipment before, during and after work; this include and not limited to the spare tires, tools and first aid kits.
Ensure safety of the vehicle by packing at the designated areas/secure place with all doors and windows locked, keys kept safely

Driving staff to various destinations as required:

Ensure that all passengers are always on safety belts
Must drive vehicles safely and comfortably and must exercise defensive driving while on the road to prevent accident.
Reckless driving shall be sufficient ground for the driver’s recall and consequently be a cause of disciplinary action.
He/she shall adhere to Safety and Security regulations/SOPs including ensuring COVID 19 prevention measures are adhered to by the passengers
Drive staff to various destinations as per the schedule

Reporting

Prepare and submit Monthly Vehicle performance reports
Submit incidence reports promptly using standard templates
Ensure all relevant vehicle documents/forms are duly filled e.g. incident forms, logbooks, transport waivers

Messenger duties

Collects and delivers mail at the Post Office, courier offices and other offices
Delivers letters and documents to suppliers/service providers when required and ensure delivery books are accurately filled
Assists in packaging and loading supplies or project materials to various destinations
Support the Operations department on routine logistics tasks and requested
Assists in any other duties assigned by his or her supervisors

Qualifications

Certificate of Good Conduct
Clean and valid driving license and good track record
Good command of the English language
Have completed Secondary school education.
Computer skills and knowledge is required
Defensive driving training is an added advantage
Prior experience working with NGO
At least 4 years accident-free driving.
Fitness to work certificate and eye test.
Driving experience within Baringo County will be an advantage

Competencies

Courtesy, tact, patience
Excellent Driving skills
Attention to detail
Ability to prioritize requests
Flexibility to take on a variety of tasks
Commitment to Helen Keller Intl mission and core values. more