Diakonie Emergency Aid Somalia Program (DKH-SOM) is looking for a project Officer based in Nairobi, local position -Reporting to the Head of Mission Somalia:
General Data:
- Title of Position: Project Officer Somalia based in Nairobi
- Salary Level: 5
- Name of Incumbent: NN
- Reporting to: CD/ HoM Somalia
- Relates with: Peer employees in Som Office and RO
- Reference to Employment Contract:
- Based in office: Nairobi
- JD last actualized: 23/03/2016
- Actualized by: HoM Somalia
- Effective from: 01/04/2016
Core Functions:
The position of the “Project Officer Somalia based in Nairobi” contributes with the following core functions to the overall performance of the DKH Somalia Office:
The position of the “Project Officer Somalia based in Nairobi” contributes with the following core functions to the overall performance of the DKH Somalia Office:
• Follow-up on projects financial reports 50%
• Divers assignments in the CO 20%
• Office organization 30%
• Divers assignments in the CO 20%
• Office organization 30%
Specific Tasks of this Position:
Financial project monitoring and management:
Revision and monitoring of financial reports from partners is a specialized integral part of PME and requires close collaboration with other staff in the Somalia office.
Financial project monitoring and management:
Revision and monitoring of financial reports from partners is a specialized integral part of PME and requires close collaboration with other staff in the Somalia office.
• Create and apply a follow up tool and early reminder-system for partners to submit narrative and financial reports to the DKH Somalia office meeting the deadlines
• Timely review of monthly financial (and narrative) reports for projects from partners, and in collaboration with the CD and the peer team members in charge of the respective projects, recommend approval or disapproval of monthly financial and narrative reports from local partners to the HoM or, in case of the absence of the HoM, to the project assistant in HQ
• Timely onward submission of financial reports when all issues have been cleared
• Compile reports to back-donors ready for scheduled submission to HQ
• Assure timely onward submission of internal and project reports to HQ
• In absence of the CD, if applicable, forward project agreements signed by HQ to partners in close consultation with HQ and update the project follow-up tool
• Assist in the development of (narrative and) project proposals budget submitted by partners
• Monitor partners’ procurement processes accordingly to DKH or back donor regulations, with special attention to regulations of the German Federal Bureau of Foreign Affairs (AA)
• Monitor the compliance of partners with special arrangements included in the project agreements, if applicable
• Monitor project related stock keeping of relief items of partners and review, if applicable
• Monitor the documentation of the delivery of humanitarian aid (materially and immaterially) to the targeted group of beneficiaries as described in approved project proposals during field visits, if applicable
• Timely review of monthly financial (and narrative) reports for projects from partners, and in collaboration with the CD and the peer team members in charge of the respective projects, recommend approval or disapproval of monthly financial and narrative reports from local partners to the HoM or, in case of the absence of the HoM, to the project assistant in HQ
• Timely onward submission of financial reports when all issues have been cleared
• Compile reports to back-donors ready for scheduled submission to HQ
• Assure timely onward submission of internal and project reports to HQ
• In absence of the CD, if applicable, forward project agreements signed by HQ to partners in close consultation with HQ and update the project follow-up tool
• Assist in the development of (narrative and) project proposals budget submitted by partners
• Monitor partners’ procurement processes accordingly to DKH or back donor regulations, with special attention to regulations of the German Federal Bureau of Foreign Affairs (AA)
• Monitor the compliance of partners with special arrangements included in the project agreements, if applicable
• Monitor project related stock keeping of relief items of partners and review, if applicable
• Monitor the documentation of the delivery of humanitarian aid (materially and immaterially) to the targeted group of beneficiaries as described in approved project proposals during field visits, if applicable
Special Assignments:
• Assist the CD in drafting/compiling monthly reports of the DKH-SOM programme addressed to HQ and submit the draft to the CD or to HQ in case of the CD’s absence
• Active participation in the ACT Alliance Somalia Forum (ASF), verbally brief the CD after each meeting and support ACT appeal processes
• In collaboration with the CD, represent DKH-SOM in relevant humanitarian cluster meetings, work groups and ad-hoc meetings
• In collaboration with the CD, liaise with all partners, and stakeholders of the DKH-SOM office to be able to coordinate an intervention
• In collaboration with the CD, participate in capacity assessments of potential new partner organisations with the focus on the quality of financial management, administration management, human resource management, logistics management and other support sector management tasks, as well as programme sector tasks in collaboration with peers and the CD in the DKH-SOM programme
• Support strategic programme planning, project planning, concept note writing, proposal writing and budget planning of new projects in close collaboration with the CD
• If applicable, make recommendations for programme implementation to the respective partner in collaboration with the CD
• Assist the CD in drafting/compiling monthly reports of the DKH-SOM programme addressed to HQ and submit the draft to the CD or to HQ in case of the CD’s absence
• Active participation in the ACT Alliance Somalia Forum (ASF), verbally brief the CD after each meeting and support ACT appeal processes
• In collaboration with the CD, represent DKH-SOM in relevant humanitarian cluster meetings, work groups and ad-hoc meetings
• In collaboration with the CD, liaise with all partners, and stakeholders of the DKH-SOM office to be able to coordinate an intervention
• In collaboration with the CD, participate in capacity assessments of potential new partner organisations with the focus on the quality of financial management, administration management, human resource management, logistics management and other support sector management tasks, as well as programme sector tasks in collaboration with peers and the CD in the DKH-SOM programme
• Support strategic programme planning, project planning, concept note writing, proposal writing and budget planning of new projects in close collaboration with the CD
• If applicable, make recommendations for programme implementation to the respective partner in collaboration with the CD
Office Organization:
• In collaboration with the CD, prepare and update bi-monthly work plans for the office
• Assist the CD in budget management of the operational budget (OP) and the shares of operational costs in project budgets, make use of master budget tool and update it monthly based on financial reports and new agreements
• Maintain a project and process based filing system for hard copies and electronic files on shared folders
• In collaboration with the CD, prepare and update bi-monthly work plans for the office
• Assist the CD in budget management of the operational budget (OP) and the shares of operational costs in project budgets, make use of master budget tool and update it monthly based on financial reports and new agreements
• Maintain a project and process based filing system for hard copies and electronic files on shared folders
Qualification and skills:
• First university degree in business administration or economy or another relevant subject from a reputable university is mandatory
• Fluency in written and spoken English is mandatory
• Strong background in finance management required: 3 years’ working experience in a function of finance management with an international NGO applying donor regulations is mandatory (especially of UNOCHA/SHF, UNHCR, WFP, and preferably AA, BMZ, ECHO, or ACT Alliance)
• Good background in Project Cycle Management, especially in learning, monitoring & evaluation
• Familiarity with the logical framework approach in project design (logframe matrix, creation of SMART indicators, etc.) and visualization tools in project planning (Gantt charts etc.)
• Good writing skills, good analytical and critical thinking, elaborate communication skills
• Good user knowledge in EDP (Windows 8.1 or higher, MS Office 2013, a professional accounting software working with different currencies for non-profit organizations)
• Knowledge of humanitarian standards required (SPHERE, INEE, LEGS, CHS)
• Programme experience in at least one of these sectors: Shelter and NFI, Education in emergencies, Food Security and Livelihoods, WASH
• Good knowledge and understanding of the complexity of the Somali crisis
• Security awareness in the Somali context is required and having attended the HEIST training or any other training for personal security and safety will be of advantage
• Previous exposure to Cash Transfer Programming and mobile digital assessment methods is a strong advantage
• Experience in audits is an advantage
• Experience in remote monitoring and/or experience in supervising sub-granted partner organization(s) is desired
• Vocal and written knowledge Somali Language is an advantage
• VBA for Excel 2013 or higher, GPS and GIS, knowledge of cloud computing is an advantage
• First university degree in business administration or economy or another relevant subject from a reputable university is mandatory
• Fluency in written and spoken English is mandatory
• Strong background in finance management required: 3 years’ working experience in a function of finance management with an international NGO applying donor regulations is mandatory (especially of UNOCHA/SHF, UNHCR, WFP, and preferably AA, BMZ, ECHO, or ACT Alliance)
• Good background in Project Cycle Management, especially in learning, monitoring & evaluation
• Familiarity with the logical framework approach in project design (logframe matrix, creation of SMART indicators, etc.) and visualization tools in project planning (Gantt charts etc.)
• Good writing skills, good analytical and critical thinking, elaborate communication skills
• Good user knowledge in EDP (Windows 8.1 or higher, MS Office 2013, a professional accounting software working with different currencies for non-profit organizations)
• Knowledge of humanitarian standards required (SPHERE, INEE, LEGS, CHS)
• Programme experience in at least one of these sectors: Shelter and NFI, Education in emergencies, Food Security and Livelihoods, WASH
• Good knowledge and understanding of the complexity of the Somali crisis
• Security awareness in the Somali context is required and having attended the HEIST training or any other training for personal security and safety will be of advantage
• Previous exposure to Cash Transfer Programming and mobile digital assessment methods is a strong advantage
• Experience in audits is an advantage
• Experience in remote monitoring and/or experience in supervising sub-granted partner organization(s) is desired
• Vocal and written knowledge Somali Language is an advantage
• VBA for Excel 2013 or higher, GPS and GIS, knowledge of cloud computing is an advantage
HOW TO APPLY:
DKH-SOM is an equal opportunity employer. Women and disabled persons are especially encouraged to apply.
To request complete details of the TOR and application instructions, send an email to:dea.recruitment@gmail.com
Deadline for applications: Sunday, 24th April at Mid Night
