Working directly under the responsibility of the Head of Mission Kenya, the Programme Manager will be responsible for the overall coordination, technical guidance, oversight, monitoring and quality of project(s) in Somalia (80%), temporarily supporting with the establishment of a presence in Ethiopia (20%) and providing support to Kenya programmes as needed


Strategy and Vision


Actively... supports the values of Johanniter and shapes his/her work according to these values.
Contributes to the development and implementation of the global strategy of Johanniter International Assistance in his/her area of responsibility
Supports the implementation of the country strategy in his/her area of responsibility in line with the global JIA strategy
Supports the development of an organisational culture and leadership that addresses power relations and privilege, promotes diversity and inclusion, and encourages continuous self-reflection


Leadership


Actively lives and leads by example, upholding the Johanniter leadership principles and creating a culture where the leadership mindset can emerge and thrive, actively empowering and guiding team members to an inclusive, accountable work environment to achieve shared goals and embrace change. This is reflected in the day-to-day activities in line with the Code of Conduct and related policies to achieve our goals


Project Management


Coordinates with the implementing partner(s) in the planning, implementation and monitoring of the Johanniter project in Somalia, ensuring that project objectives are met
Ensures that partner project staff understand and are compliant with Johanniter and donor requirements for the respective project(s)
Ensures that the project is implemented in a way which is responsive to communities, in line with Johanniter’s Leadership Guiding Principles and the Johanniter International and Regional Strategies
Ensures that the cross cutting thematic areas of gender, climate change and inclusion are effectively streamlined in project implementation
Provides guidance to the Johanniter implementing partner(s) in the different sectors of intervention (e.g. nutrition, health, WASH, livelihoods)
Ensures timely reporting by the implementing partner(s) according to Johanniter and donor requirements, critically reviews narrative and financial reports and shares constructive feedback with the partner as required
Ensures all relevant stakeholders are provided with updates about the ongoing project upon request, following the established reporting structures
Together with the implementing partner(s) and Finance Coordinator, undertakes monthly monitoring of project expenditure, alerting the Head of Mission to any under or overspending and continues to closely follow project expenditure with the implementing partner(s)
Together with the Logistics Manager, ensures that the implementing partner adheres to their procurement plans and follow the procurement guidelines


Planning, Monitoring, Evaluation, Accountability, Learning and Documentation


Conducts regular monitoring of project implementation by Johanniter’s partner(s)
Together with the partner(s) or independently, supports in planning and conducting assessments e.g. needs assessments, baseline assessments, end line evaluations, feasibility assessments etc
Supports the partner staff to compile periodic reports
Supports the partner(s) in developing and implementing client complaint and feedback mechanisms and ensures collection and filing of success stories, case studies, pictures, etc
Contributes to organizational learning documentation and dissemination of key findings stemming from monitoring, assessments, and other analyses of project learning activities


Partnership Support and Management


Conducts partner mapping and assessments of Somali NGOs to identify potential partners aligned with Johanniter’s strategic programme objectives and mission statement and undertakes the required due diligence
Together with the implementing partner(s), co-facilitates the project opening, project review and project closing meetings and ensures partner participation in all project cycle meetings
Co-leads timely and effective partner program, finance, and compliance reviews and partner and project reflection meetings
Works collaboratively with the partner(s) to facilitate systematic and timely partner feedback to Johanniter’s management, strengthen partnership relationships, including the documentation of, and response to partner feedback and constructively resolve any issues that may arise
Maintains complete and organized partnership files for the partner
Facilitates the collaborative development and delivery of the partner project support plan, ensuring that it appropriately addresses issues identified in the due diligence process, and coordinates with the relevant departments for the timely and quality implementation of the plan
Ensures Johanniter understands partner capacity strengthening priorities and identifies opportunities and plans for Johanniter to support the implementation of partner capacity strengthening efforts


Programme Development


Conducts a mapping exercise of other actors working in the sectors of health, livelihoods and emergency response and preparedness in locations where Johanniter intends to work or is already working
Identifies gaps and needs in the area of health and livelihoods and undertakes assessments as necessary
Develops ideas and concepts to further develop the programmatic objectives of Johanniter, alongside the Johanniter Global Strategy
Writes concept notes and proposals with the support of the HoM, PMEAL Officer, technical advisors and regional fundraising coordinator.
Identifies opportunities to form/join consortiums in Somalia, Ethiopia and in cross-border areas of Kenya


Representation


Gathers information regarding a possible registration technical working groups, clusters, security meetings, process in Somalia
Represents Johanniter in relevant forums and networks, with local authorities, coordination with I/NGOs, donor etc


Leadership


Ensures efficient and effective communication within the CO team
Contributes to a positive and inclusive work environment dedicated to the core values and mission of Johanniter


Ethiopia (20% - temporary responsibilities until the establishment of a Country Office in Ethiopia)


Together with the HoM, follows and supports with the registration process in Ethiopia
Identifies local partners aligned with Johanniter’s strategic programme objectives and mission statement and undertakes the required due diligence
Prepares the Terms of Reference and work plan for a feasibility and needs assessment in Ethiopia
Supports with the initial stages of the establishment of a small country office in Ethiopia


Safeguarding


Work with programmes team to come up with a safeguarding action plan
Conduct safeguarding assessments for partners and support development of safeguarding action plans for partners
Ensure safeguarding is well embedded in project design, implementation, monitoring and evaluation
Lead safeguarding risk assessments for different programmes or projects
Ensure mitigation plans and responsibilities on safeguarding risks are in place
Lead service mapping of different safeguarding and protection service providers for referral purposes
Ensure all project proposals include the section on safeguarding and safeguarding activities
Ensure resource allocation to safeguarding
Sensitize stakeholders on JUH commitment to safeguarding including policies, processes and procedures
Promote a culture of safeguarding within the organization and ensuring people we work with are not exposed to harm or abuse
Report any safeguarding concerns using the channels that have been put in place


Other


Assists the Head of Mission in conducting security assessments (remotely), security monitoring and implementation of security measures and strictly adheres to Johanniter and partner(s) security regulations
Regularly updates the HoM on the security situation in the areas of operation, nationally where relevant and significant context changes e.g. political, social, environmental, humanitarian etc.
Supports the country office team in translating guidelines and templates if necessary
Supports Kenya programmes team as needed and upon request


Professional Qualification and Experience:

Essential:


Minimum of a Bachelor’s Degree in a relevant field e.g. Livelihoods, Food Security, Emergency Response and Preparedness, Public Health.
At least 6 years’ experience in programme management in a humanitarian context
Experience working in North Eastern Kenya and with refugees is essential
Experience working in Somalia with a solid understanding of the context and humanitarian needs is an added advantageas well asexperience working in Ethiopia
Experience working in insecure contexts and the ability to undertake security risk analysis
Experience in working with and conducting capacity strengthening of partners
Experience in networking and building relationships with the authorities, UN Agencies, INGOs, local organizations etc
Experience in designing, coordinating and conducting needs assessments, baseline assessments and SMART surveys
Experience in coordinating public health / nutrition/ WASH / livelihoods and food security/ Emergency Response and Preparedness projects
Experience with large institutional donors e.g. EU, UN, German Foreign Office and the German Ministry of Cooperation etc
Experience in Monitoring and Evaluation, writing proposals and reports


Desirable:


A Master’s Degree is an added advantage more

Job Description

The Programme Manager is a senior national staff position within Johanniter International Assistance in Kenya. The overall objective of the position is to coordinate, oversee, implement and guide all Johanniter pro-grammes in Kenya and to ensure their quality in line with internal Johanniter, donor and stakeholder standards.

Job Responsibilities and Accountabilities
Overall... job purpose

Working directly under the responsibility of the Head of Mission Kenya, the Programme Manager will be responsible for the overall coordination, technical representation and oversight, implementation, guidance and quality of the running and future project/s.

Tasks
Strategy and Vision

Actively supports the values of Johanniter and shapes work accordingly.
Contributes to the development and implementation of the global strategy of Johanniter International Assistance.

Project Management

Coordinates with implementing partners in the planning, monitoring and supervision of the Johanniter projects in Kenya.
Responsible for meeting project objectives and monitoring of budget expenditure.
Provides guidance to Johanniter implementing partners in the different sectors of intervention (e.g. nutrition, health, WASH, FSL)
Ensures donor compliance and adherence to internal Johanniter policies and guidelines, Government and other relevant guidelines.
Oversees the timely reporting by implementing partners for all projects in line with Johanniter and nutrition/health/WASH cluster guidelines and according to internal and donor requirements.
Ensures all relevant stakeholders are provided with updates on the ongoing programme upon request, following the established reporting structures.
Together with the Logistics Manager, ensures that implementing partners adhere to their procurement plans and follow the procurement guidelines.

Staff and Partner Development

Recruits and supervises Johanniter programme staff in collaboration with the Head of Mission / HR Officer.
Ensures capacity building of local partner organisations and Johanniter programmes staff.
Undertakes partner mapping and partner assessments as required
Works with implementing partners and Country Governments to develop MoUs with the Counties where Johanniter is operating.
Participates in annual reviews of partnerships.

Programme Development

Recognises further needs in the area of health, nutrition & food security / WASH, and undertakes as-sessments as necessary.
Supports in reviewing partner project ideas and proposals, working closely with partners to finalize them, and writing project proposals when required.
Develops ideas and concepts to further develop the programmatic objectives of Johanniter, alongside the Johanniter Regional and Global Strategy.

Strategic Planning, Leadership and Representation

Represents Johanniter International when liaising with local authorities and partners, in coordinating with other NGOs, International Organisations, donors, etc.
Contributes to the development of the Johanniter Country strategic plan, based on the global Johanniter strategy, in cooperation with the Head of Mission.
Contributes to a positive and inclusive work environment dedicated to the core values, Leadership Principles and mission of Johanniter.
Ensures communication is efficient and effective within the programmes team and within the Country Office team.
Builds the capacity of project staff through regular meetings, coaching/mentoring and supporting with the developing of capacity building plans.
Attends cluster meetings or ensures that designated staff attend.
Supports media and press work in conjunction with Johanniter Head of Mission.

Other

Assists the Head of Mission in security monitoring and implementation of security measures.
Represents Johanniter in relevant forums and networks.
Regularly coordinates all above mentioned aspects with the Head of Mission.
Supports the country office team in translating guidelines and templates if necessary.
Supports in other tasks if requested to do so.

Person Specification
Professional Qualification and Experience

Masters’ degree in a relevant field e.g. Livelihoods, Food Security, Emergency Response and Preparedness.
At least 8 years’ experience in programme management in a humanitarian context and in international development.
Experience in coordinating public health / nutrition/ WASH / livelihoods and food security/ Emergency Response and Preparedness projects.
Experience with large institutional donors e.g. EU, UN, German Federal Foreign Office and the German Ministry of Cooperation etc.
Experience in designing and implementing innovative, climate smart interventions is an added advantage.
Experience in designing, coordinating and conducting baseline assessments and SMART surveys.
Experience in Monitoring and Evaluation, writing proposals and reports.
Experience in staff management and capacity building of staff and partners.
Experience in working with international and national partners, donors, and other authorities.
Experience working in the Arid and Semi-Arid Lands is essential.

Skills:

Strong management, project planning and organizational skills.
Experience in budget monitoring and donor compliance.
Clear vision on programme development.
Strong analytical, written and oral communication skills.
Ability to travel to remote locations, sometimes in an unstable security environment.
Cultural sensitivity.
Ability to work in a team and independently.
Strong commitment to local capacity building.
Able to take initiative and be proactive.
Demonstrated high level English skills, both written and spoken. more

Job Responsibilities and Accountabilities
Overalljob purpose
The Grants Officer will work closely with the Programmes Team and the Regional Funding Coordinator to support the Country Office team(s) and implementing partners in new business development and grant management processes to ensure the country has a diversified funding portfolio.
Tasks:
Coordination, partnership building and... visibility:

Supports in the mapping of relevant donor opportunities and identification of new donors.
Participates in donor and partner meetings for potential collaboration.
Works with the Country Office team(s) to develop country programme briefs and other visibility and marketing materials for sharing with new potential donors and partners.

Resource Mobilization:

Organizes and maintains information on funding opportunities, proposal pipelines, and proposal development.
Keeps documents up to date on the country office portfolio, start and end of grants, etc.
Contributes to the development of the fundraising strategy for the country.
Works with the team and implementing partners to support in the development of concept notes and proposals, program briefs and other visibility/marketing materials for new potential donors and partners.
Works with the programme team to receive progress updates on individual grants and projects.
Coordinates with and supports country office finance and programme staff on proposals, providing guidance and feedback on workplans, deadlines, and proposal parameters.
Provides templates and guidance to program teams.
Leads on the coordination of reviews between technical units.

New Business Development:

Supports the Regional Funding Coordinator and the Programme teams in Grant Opening, Grant Closing, and Check-in meetings, bringing together all relevant staff to go over financial, procurement, and reporting needs.
Familiarizes oneself with the varying sub-grant partnerships across programs and monitors the relationship for the duration of the grant, relaying issues to relevant staff when necessary.
Ensures appropriate internal formats and donor formats for budget development are used.
Develops and maintains a database with information about new business development meetings with potential donors and partners and any other meeting related to funding.
Contributes to reviewing and editing monthly, quarterly, and annual reports on projects.
Supports the programme team and funding team on capacity-building of partners and keeps regular communication with the partner.

Context Analysis:

Maintains up to date knowledge about the humanitarian situation in the country(s) identifying gaps and needs and alerting the Head of Mission and Regional Funding Coordinator.
Updating the country team(s) on the country’s funding landscape and new developments as they emerge.

Person Specification
Professional Qualifications and Experience:

University Degree in Project Management, Grants Management or other relevant field.
Minimum of 3 years' work experience with an international NGO.
Demonstrated experience in grant acquisition.
Certificate course(s) in proposal development, grants management is preferred.
Experience with a broad range of international and local donors
Strong written and spoken professional English required.

Skills:

Proficiency in Microsoft Office is a must.
Writing, editing, and proofreading experience is required.
Willingness to work independently and in a team environment. more

Audit Services Required

The audit firm will conduct an audit of the Johanniter Kenya operations for the year 2022.
The audit will be carried out in accordance with International Auditing Standards.
The Scope of the audit is to be covered as follows:

The audit will be carried out in accordance with the International Auditing Standards and will include tests and verification procedures as... the auditors deem necessary;
Verify that funds have been used in accordance with the established policies and procedures of Johanniter.
That goods and services financed have been procured in accordance with the Johanniter established policies and procedures;
That appropriate supporting documents, records and books of accounts relating to all activities have been kept;
That the financial statements have been prepared in accordance with applicable accounting standards and give a true and fair view of the financial position of Johanniter and of its receipts and expenditures for the period ended on that date;
Comprehensive assessment of the adequacy and effectiveness of the accounting and overall internal control system to monitor expenditures and other financial transactions.
To determine whether the financial management capacity and financial systems and internal control mechanisms within the organization are adequate to manage the funds provided to the program;
Include in their reports opinion on compliance with procedures designed to provide reasonable assurance of detecting misstatements due to errors or fraud that are material in the financial statements.
Determine the compliance with the existing country/statutory/taxation regulations as regards maintenance of financial statements.
Conduct entry and exit meeting with the Kenya Johanniter International Assistance management.
To produce an indipendent auditor’s report which expresses an opinion on the financial statements with regards to the financial position as at 31 December 2022 and its financial performance and cash flows for the year then ended as presenting faily in all material respects.



Audit Approach
The auditors’ work should include but not limited to sufficient tests to establish whether:

Johanniter Kenya has adequate accounting and financial operations and reporting systems.
An adequate budgetary control system is in place to monitor actual expenditure against budget and to take effective remedial action as necessary, with adequate segregation of duties in the maintenance and review of accounts and the performance of reconciliations
Goods and services have been procured in accordance with the relevant organisational policies and procedures;
Inventories and assets registers are complete and accurate;
All necessary supporting documents, records, and accounts have been kept in respect of all project ventures;
Expenditure of funds has been approved at the correct level of delegated authority. This includes initial approval to incur expenditure and the payment of claims, invoices, salaries, allowances and any other items of expenditure charges to the project budget;

The Audit Deliverable

The Auditors on completion of the audit work will submit 5 (five) original copies of the Audit Report appended to the Financial Statements along with the reports to JUH Head of Mission
Management letter in accordance with the scope of work described above.

The Audit Report and Management Letter
Audit Report
The audit report should clearly indicate the auditor’s opinion. This should include at least the following:

The audit standards that were applied
Whether the financial statements are adequately and fairly presented;
Express an opinion as to reasonableness of the financial statements in all material respects.
Issue an opinion on the program’s financial statement,

The draft audit report should be submitted to Johanniter International Assistance by [TBA] and the signed audit report will be submitted to Johanniter International Assistance by [TBA]
Management Letter
The management letter should cover the following topics/issues:

Give comments and observations on the accounting records, procedures, systems and controls that were examined during the course of the audit;
Identify any specific deficiencies and areas of weakness in systems and controls and make recommendations for improvement;
Report on the implementation status of recommendations pertaining to previous period audit reports;
Communicate any matters that have come to their attention during the audit which might have a significant impact on the sustainability of the organization or any other matters that the auditors consider pertinent;

Audit Duration
The audit work shall be completed within three weeks from the date of commencement of the audit.
Qualification of the Audit Firm

A copy of Audit Certificate of the audit firm appointed as to ensure professional accreditation. A Firm having affiliation/membership with an internationally reputed audit firms will be more recommended.
The audit firm should provide the following with its submissions:
A brief capability statement justifying its suitability for the assignment. Global networks or international affiliation advantages if any should be disclosed. - A technical proposal detailing the firms understanding of the terms of reference, proposed audit methodologies, detailed work plan and deliverables. (Must be submitted in PDF format). - A profile of 3 similar assignments of clients with operations comparable to those of these terms of reference - A profile of the proposed team for this assignment covering the partner, Audit Manager and support staff - A copy of the certificate of incorporation of the audit firm and a valid tax compliance certificate - A Financial proposal preferably submitted in Kenya Shillings or Euros. The financial proposal should indicate the professional fees including all applicable Taxes. more

Job Responsibilities
Overall job purpose
Working directly under the Head of Mission Kenya, the Programme Manager will be responsible for the overall coordination, technical representation and oversight, implementation, guidance and quality of the running of current and future project/s.
Tasks:
Strategy and Vision

Actively supports the values of Johanniter and shapes work... accordingly.
Contributes to the development and implementation of the global strategy of Johanniter International Assistance.

Project Management

Coordinates with implementing partners in the planning, monitoring and supervision of the Johanniter projects in Kenya.
Responsible for meeting project objectives and monitoring of budget expenditure.
Provides guidance to Johanniter implementing partners in the different sectors of intervention (e.g. nutrition, health, WASH, FSL)
Ensures donor compliance and adherence to internal Johanniter policies and guidelines, Government and other relevant guidelines.
Oversees the timely reporting by implementing partners for all projects in line with Johanniter and nutrition/health/WASH cluster guidelines and according to internal and donor requirements.
Ensures all relevant stakeholders are provided with updates on the ongoing programme upon request, following the established reporting structures.
Together with the Logistics Manager/Officer, ensures that implementing partners adhere to their procurement plans and follow the procurement guidelines.

Staff and Partner Development

Recruits and supervises Johanniter programmes staff in collaboration with the Head of Mission / HR Officer.
Ensures capacity building of local partner organisations and Johanniter programmes staff.
Undertakes partner mapping and partner assessments as required.
Works with implementing partners and Country Governments to develop MoUs with the Counties where Johanniter is operating.
Participates in annual reviews of partnerships.

Programme Development

Recognises further needs in the area of health, nutrition & food security / WASH, and undertakes assessments as necessary.
Supports in reviewing partner project ideas and proposals, working closely with partners to finalize them, and writing project proposals when required.
Develops ideas and concepts to further develop the programmatic objectives of Johanniter, alongside the Johanniter Global Strategy.

Strategic Planning, Leadership and Representation

Represents Johanniter International when liaising with local authorities and partners, in coordinating with other NGOs, International Organisations, donors, etc.
Contributes to the development of the Johanniter Country strategic plan, based on the global Johanniter strategy, in cooperation with the Head of Mission.
Ensures that project staff in the field office understand and apply the Johanniter global and country strategy, organizational core values and procedures. Ensures that key information is shared between the senior management team and field project staff in Kenya.
Contributes to a positive and inclusive work environment dedicated to the core values and mission of Johanniter
Ensures communication is efficient and effective within the programmes team and within the CO team.
Builds the capacity of project staff through regular meetings, coaching/mentoring and supporting with the developing of capacity building plans.
Attends cluster meetings or ensures that designated staff attend.
Supports media and press work in conjunction with Johanniter Head of Mission.

Other

Assists the Head of Mission in security monitoring and implementation of security measures.
Represents Johanniter in relevant forums and networks.
Regularly coordinates all above mentioned aspects with the Head of Mission
Supports the country office team in translating guidelines and templates if necessary.
Supports in other tasks if requested to do so.

Person Specifications
Professional Qualifications and Experience:

Masters’ degree in a relevant field e.g. Livelihoods, Food Security, Emergency Response and Preparedness.
At least 6 years’ experience in programme management in a humanitarian context and in international development.
Experience in coordinating public health / nutrition/ WASH / livelihoods and food security/ Emergency Response and Preparedness projects.
Experience with large institutional donors e.g. EU, UN, German Foreign Office and the German Ministry of Cooperation etc.
Experience in designing and implementing innovative, climate smart interventions is an added advantage.
Experience in designing, coordinating and conducting baseline assessments and SMART surveys.
Experience in Monitoring and Evaluation, writing proposals and reports.
Experience in staff management and capacity building of staff and partners
Experience in working with international and national partners, donors, and other authorities.
Experience working in the Arid and Semi-Arid Lands is essential.

Skills:

Strong management, project planning and organizational skills
Experience in budget monitoring and donor compliance
Clear vision on programme development
Strong analytical, written and oral communication skills.
Ability to travel to remote locations, sometimes in an unstable security environment.
Cultural sensitivity
Ability to work in a team and independently.
Strong commitment to local capacity building.
Able to take initiative and be proactive.
Demonstrated high level English skills, both written and spoken. more

Job Responsibilities and Accountabilities
Overall job purpose
The Office Assistant is responsible to support different departments in various duties.
Tasks:
Strategy and Vision:

Actively supports the values of Johanniter International Assistance in Kenya
Contributes to the implementation of the Johanniter International Assistance strategy in her/his area of responsibility

Office... reception duties:

Welcomes and assists visitors in a friendly manner.
Ensures the reception area is attended and kept tidy at all times.
Manages correspondence/parcels at the reception and dispatches correspondence both internally and externally.

Administrative support duties:
Performs the following duties under the direction of the HR& Administration Officer:

Performs general clerical duties including, but not limited to copying, mailing and filing.
Carries out messenger/errands as delegated.
Supports in collecting and receiving parcels from courier services and/or vendors.
Assists in monitoring office supplies (stationery) and orders for replacement in a timely manner.
Assists in managing the office phone, receiving and directing calls and taking messages.
Performs any other administrative tasks as may be assigned by the HR & Admin Officer.

Finance support duties:
Performs the following duties under the direction of the Finance Manager and/or Finance Officer:

Assists the Finance Officer in preparing payment vouchers
Supports with coding and scanning of monthly finance vouchers.
Ensures proper filing of all hard copy finance documents as per the Johanniter filing system.
Performs any other financial tasks as may be assigned by the Finance Manager and/or the Finance Officer.

Logistics & Procurement:
Performs the following duties under the direction of the Logistics and Procurement Officer/Manager:

Assists with following up of vendors on pending procurement documents and other matters.
Assists the logistics officer/manager with completing internal procurement documents, under guidance.
Assists with asset tagging of all assets.
Assists with inventory stocktakes as guided.
Performs any other logistics tasks as may be assigned by the Logistics and Procurement Officer/Manager.

Programmes:

Supports the programmes department as per the needs and request of the Programme Manager.

Other:

Adheres to all the policies, procedures and values of Johanniter.
Assists the country office team in translating guidelines and templates as required.

Person Specification
Profession Qualification and experience

Degree in Business Administration or other relevant Degree
Certificate in Secretarial/Front Office/ Receptionist duties is an added advantage
1 year or less experience in an administration or similar position.
Recent graduates are encouraged to apply. more

Logistics Management

In coordination with the programmes team provides the required logistics support for project-related logistics.
Compiles, reviews and submits relevant monthly logistics reports in accordance with Johanniter requirements.
Ensures regular physical inventory checks are done of all assets and equipment, that appropriate storage conditions exist, and security of such items is... ensured.
Ensures the maintenance, management and functionality of all office equipment and assets including communication and IT items.
Maintains organised, complete and accurate documentation and filing systems for all files, in both soft and hard copies.
Trains and provides ongoing support to implementing partners in project-related procurement processes, ensuring compliance with the relevant Johanniter and donor guidelines.
Shipping (Supply Chain): Organizes exemption letters, undertakes tracking of goods being transferred between the country office and project locations; ensures post-delivery inspection and confirmation of receipt of goods; ensures waybills are always used.
Communication: Explores needs and costs of security communication; arranges the required IT support services for country office staff.
Manages team transport during field trips which includes booking of vehicles and flights for staff.
Supports budget planning of programs and project proposals with regard to logistics requirements.
Supports the Head of Mission in implementing and updating logistics aspects of the security plan to ensure resources and facilities are ready at all times for either hibernation or evacuation.

Procurement

Ensures implementing partners and Johanniter staff comply with the procurement guidelines of Johanniter and its donors.
Ensures that Johanniter and implementing partners have up-to-date procurement plans, revised quarterly.
Maintains an accurate and up-to-date procurement tracker for the country office.
Launches, assesses and ensures that country office tenders are awarded in a fair and open manner adhering to Johanniter and donor rules and regulations.
Supports implementing partners with tender processes when requested to do or when required according to the value of the procurement.
Ensures that goods, services and works procured by the country office are of the right quality, in the right quantities, at the right price, delivered to the right place, at the right time (5 Rs).
Inspects and ensures the quality of received goods, engaging technical experts where necessary.
Ensures that copies of all country office archived procurement files are stored in an off-site location.
Reviews country office and partner procurement documentation for completeness and accuracy, providing timely feedback to partners, finance, programmes and administration when required.

Contracts/Procedures/Filing/Reporting

Manages all vendor contracts using a Contract Tracker to ensure that they are up to date.
Designs, rolls out, implements and monitors logistics procedures, SOPs and guidelines.
Ensures that logistic reports and donor reports are in line with the appropriate reporting requirements.
Provides feedback to partner organizations and Head of Mission regarding procurement processes and quality of documentation.

Quality Management

Uses Johanniter’s quality management tool ConSense and ensure that all staff are able to access and use it.
Implements systems to improve transparency, ensuring adequate anti-fraud procedures are in place.
Carries out regular inspections and spot-checks, to ensure the best use of country office assets and resources.
Undertakes field visits to project sites on a regular basis to follow up on the quality of logistics and procurement procedures.
Ensures that projects are effectively supported in line with donor budgets and guidelines.
Proactively engagse with line managers in areas where there are needs for improvement, ensure good coordination and adequate information sharing, and address common concerns/problems with a goal to seek solutions.

Other:

Supports in security monitoring especially during field visits.
Actively participates together with all Johanniter country office staff in the design and planning of new project proposals.
Participates in logistics and procurement assessments of new partners, and periodic re-assessments of existing partners.
Represents Johanniter in relevant procurement and logistics forums and networks.
Performs other duties as may be assigned by the line manager.

Person Specification:
Professional Qualifications and Experience:

Relevant BSc, preferably in Logistics/Supply Chain Management from a recognized university.
Minimum of 4 years’ experience in a Logistics Management position with International NGOs in Kenya or in the region is a must.
Experience working with, training and supporting implementing partners.
Experience multitasking and prioritizing.
Experience in working with institutional donors. Knowledge of German donors BMZ, GFFO and ADH is an added advantage.
Experience writing clear and concise reports and standard operating procedures.

Skills

Excellent communication skills, both written and spoken, in English.
Strong leadership and team mentorship skills.
Strong management and organisational skills.
Strong analytical, written and oral communication skills.
Ability to work efficiently under pressure.
Cultural sensitivity and team competence.
Attention to detail.
Common sense and proactivity.
Ability to work both independently and as a member of a team. more