Sub County Project Coordinator,Secretary and Supplies and Procurement Assistant Jobs in Kenya

Western Kenya Community Driven Development and Flood Mitigation Project
Western Kenya Community Driven Development and Flood Mitigation Project (WKCDD&FMP) is a World Bank/ GOK funded initiative implemented through the Ministry of State for Special Programmes in the Office of the President.
The Project Development Objective (PDO) is to empower local communities to engage in sustainable wealth creating activities, lower incidences of poverty and reduce the vulnerability of the poor to adverse outcomes associated with recurrent flooding and build institutional capacity to manage Natural Resources.
The Project has its core operation areas in the 5 counties of Bungoma, Busia, Kakamega, Vihiga and Siaya with 10 Sub-County Units (SCU) in Busia, Bungoma, Teso, Bondo, Mount Elgon, Vihiga, Lugari, Butere/Mumias, Siaya and Kakamega.
The WKCDD&FM Project invites applications for the following positions:

Job Descriptions

Job Title : Sub-County Project Coordinator

Reporting to : County Project Coordinator

WK/SCPC/2013/021 Sub-County Project Coordinator

(1 Vacancy) Busia

Reporting to the County Project Coordinator (CPC), the Sub-County Project Coordinator (SCPC) will be in charge of planning and coordination of community driven development activities in the project at the Sub- County level.

The ideal candidate should have a Degree in Social Sciences from an accredited university in a relevant field; strong analytical, participatory methodologies and administrative skills, with effective communication skills coupled with at least 5 years experience in community driven development and must be computer literate.

A Masters degree in a relevant field will be an added advantage.

Duties and responsibilities

• Coordinate all CDD activities within the respective sub-counties which include Community micro-projects, Community Malaria Micro projects, Youth Micro projects and Community Foundation Seed Grant etc.
• Coordinate all training activities at Sub-County and Community levels integrating the participatory leadership, management and technical skills in consultation with CPC.
• Supervise and coordinate the activities of the Mobile Advisory Teams (MATs) in implementing project activities.
• Assist in the development of CDD Project Manual and Memorandum of Understanding between communities, the Project and Partners (NGOs/CBOs).
• Provide technical backstopping to the Mobile Advisory Teams and Community Development Committees.
• Oversee Participatory Monitoring & Evaluation activities for CDD component.
• Assist in the development of guidelines for environmental screening process of all micro-projects in accordance with the Environmental Management Framework.
• Support the Sub-County Coordination Unit (SCCU) in the preparation of Work Plans, Budgets and Project Progress Reports.
• Ensure proper community financial and procurement procedures are carried out in accordance with the standard project guidelines/requirements.
• Work with the Sub-County-based institutions to foster community development through designing and implementing appropriate strategies on community development issues emanating from beneficiary communities.
• Spearhead gender mainstreaming at the Sub-County and at community level and liaise with the Community Driven Development Coordinator at the Project Headquarters on the same.
• To ensure that social accountability mechanisms at all levels including community are put in place for funds released and utilized.
• Branding of all project assets.
• In charge of vehicle management including issuing of fuel to Sub-County project vehicles and monitoring and reporting of fuel consumption and repair trend.
• Ensure that all data is entered in the MIS and updated regularly, an annual evaluation and two year independent review.
• Regularly compile and disclose the information on community and Youth micro-Projects selection, funding and implementation at the County and community levels.
• Ensure the value for money of community and youth micro –project investments and assist Community Driven Development Coordinators in undertaking remedial actions based on the recommendations by microprojects performance assessment consultancy.
• Perform any other tasks assigned by the County Project Coordinator.

Job Specifications:

The job holder must have:-

• University Degree preferably in Social Sciences from an accredited university.
• At least 5 years experience in operational leadership in development work, particularly for Community-Based Development in rural areas.
• Should have strong analytical and administrative skills as well as solid writing and communication abilities.
• Relevant skills in participatory methodologies.
• Understanding of the local language, culture and Socio-economic dynamics is essential.
• High level reliability and integrity qualities.
• Relevant computer skills.

Job Title : Sub-County Supplies and Procurement Assistant

Reporting to : Sub-County Project Coordinator

WK/SCSPA/B-M/2013/022 Sub -County Supplies and Procurement Assistant

(1 Vacancy) Butere/Mumias

Reporting to the Sub-County Project Coordinator, the Supplies and Procurement Assistant will assist in the management of Supplies and Procurement at Sub County level, prepare supplies estimates for expenditure, prepare tenders and quotations, process and manage implementation contracts for goods and services, verify documents, prepare and update monthly procurement plans and vehicle usage returns, create a databank on unit prices of items commonly used in community micro projects and manage records.

The ideal candidate will have a minimum of C or Division III in O- level examinations, Diploma in Purchasing and Supplies Management from a recognized Institution or a Graduate Diploma in Purchasing and Supplies (Foundation Stage) of the Chartered Institute of Purchasing and Supplies or equivalent coupled with 3 years relevant work experience in a Government Department, large Organization or Donor funded Project.

Duties and responsibilities

• Ensuring that the approved Supplies and Procurement procedures are followed and to inform the Assistant Supplies & Procurement Officer on any deviations in a timely manner.
• Setting up warehouse and inventory systems when need arises.
• Ensuring proper timing and preparation of procurement documents and expenditure estimates in the Sub-County.
• Processing contracts and payment documents in a timely manner.
• Preparing Tender Documents and following up the whole process until the necessary documents for procurement are approved.
• Ensuring that all data is entered in the MIS and updated regularly.
• Performing any other duties as maybe assigned by the Sub-County Project Coordinator

Job Specifications:

The job holder must have:-

• Minimum of C Plain or Division III in the O-level examinations and a diploma in Purchasing and Supplies from a recognized institution or a Graduate Diploma in Purchasing and Supplies  (Foundation Stage) of the Chartered Institute of Purchasing and Supplies or its equivalent.
• At least 3 years experience in a similar capacity gained within a Donor-funded Project.
• Knowledge about the current legislation governing procurement and disposal of assets. Knowledge of preparation of Project Procurement Plans and ability to analyze procurement data in a way that there is no potential for disputes from bidders is critical.
• Good demonstrable interpersonal skills and ability to work in a team environment.
• Previous working experience in a World Bank or any bilateral Aid funded Project
• Computer skills.
• High level reliability and integrity qualities.

Job Title : Secretary

Reporting To : National Project Coordinator

WK/Sec/NBI/2013/023 Secretary

(1 Vacancy) Nairobi

Reporting to the National Project Coordinator, the Secretary will handle classified/confidential documents, Provide administrative support, Supervise Office Assistants, Receive and dispatch mail, Organize and coordinate conference activities, oversee storage and retrieval of information and facilitate travel documents access and advice.

The ideal candidate will have a minimum of C+ or Division III in O- level examinations, Diploma in Secretarial Management or equivalent, effective communication skills, high level integrity skills coupled with 3 years relevant work experience in a Government Department, large busy Organization or Donor funded Project.

Those with higher qualifications shall have an added advantage.

Duties and Responsibilities

• Provide general administrative duties
• Direct supervision of Office Assistants.
• Receiving, sorting and routing mail to appropriate offices
• Coordinating correspondence and dispatch deliveries
• Handling classified/Confidential documents
• Processing data and management of e-Office, ensuring security of Office records, documents and equipment
• Providing feedback to internal and external customers, management of Office Protocol and Media issues
• Proof reading reports, typing and drafting routine responses
• Booking Conference facilities
• Organizing conference activities and Arranging Project Meetings
• Organizing and coordinating travel arrangements for the Project Staff
• Storage and retrieval of information
• Overseeing the central registry
• Handle all secretarial tasks and front Office Management
• Handling routine office duties and updating the diary
• Receiving, screening of phone calls
• Handling office imprest/petty cash
• Facilitate travel Visa and advice on vaccination
• Performing any other administrative tasks as assigned

Job Specifications:

The job holder must have:-

• C+ in Kenya certificate of Secondary education or Division 3 of Ordinary level, Diploma in Secretarial Management Studies /Higher Diploma in Secretarial Service from the Kenya National Examination Council or equivalent qualifications from a recognized institution
• Supervisory skills course
• Certificate in Computer applications (Windows, Ms-word, Ms-Excel, Ms-Access and Internet)
• At least 3 years proven experience in Secretarial duties and administration.
• Qualities of high level reliability and integrity.

Those with higher qualifications will have an added advantage.

Interested and qualified computer literate candidates are requested to make hard copy applications quoting the job reference, enclosing detailed Curriculum Vitae, certified copies of academic certificates, testimonials, and relevant documents to:

Permanent Secretary
Ministry of State for Special Programmes
Western Kenya Community Driven Development & Flood Mitigation Project
Kenyatta University Plaza- 4th Floor Room 422
Haile Sellasie Avenue
P.O. Box 40213-00100, Nairobi

so as to reach on or before May 31, 2013. 

Canvassing will lead to automatic disqualification.