Hand In Hand Eastern Africa (HiH EA)

Summary
<ul>
<li>The Branch Accountant is responsible for effective financial management at Branch level. The responsibilities include processing of accounting transactions, preparation of financial reports, and support of donor compliance and reporting issues in line with professional standards, and the organization's policies, procedures, structures and systems.</li>
<li>Experience; Level Mid Level</li>
<li>Experience; Length 3 Years</li>
<li>Minimum Qualification; Bachelors</li>
<li>Inspiring Hope, Dignity and Choice</li>
</ul>
Only Shortlisted Candidates will be contacted 
Deadline 
7th August 2024

Branch Accountant

Job Summary: 
<ul>
<li>Bachelor’s degree in mass communication, public relations and/or journalism.</li>
<li>Minimum Qualification: Bachelors</li>
<li>Experience Level: Mid Level</li>
<li>Experience Length: 5 Years</li>
</ul>

Public Relations and Communications Officer

REF NO: HEA ME&amp;LO -02/2023
Job Summary: 
The position is responsible for providing support to programme/project implementation in monitoring and measuring the impact of programs and activities; communicating M&amp;E information, development of monitoring &amp; evaluation tools, data collection, analysis and interpretation, coordination and follow-up on all field monitoring and evaluation activities, and reporting. The job involves ensuring proper planning, monitoring, evaluation, and learning initiatives resulting to better information for decision-making and strategic planning at the programme and organizational level.
Job Description
<ul>
<li>The position is responsible for providing support to programme/project implementation in monitoring and measuring the impact of programs and activities; communicating M&amp;E information, development of</li>
<li>monitoring &amp; evaluation tools, data collection, analysis and interpretation, coordination and follow-up on all field monitoring and evaluation activities, and reporting.</li>
<li>The job involves ensuring proper planning, monitoring, evaluation, and learning initiatives resulting to better information for decision-making and strategic planning at the programme and organizational level.</li>
</ul>
Minimum Qualification: Unspecified
Experience Level: Senior level
Experience Length: 10 years

Monitoring, Evaluation and Learning Officer – 2 Posts

Scope of Work
<ul>
<li>The program policy is anticipated to provide guidance as to the overall conduct and delivery of services of the program department within and without the organization to ensure quality and sustainability of the various projects as well as harmony within the department and across other departments. It should also provide oversight onto the optimum utilization of resources.</li>
<li>The following are some of the key areas identified that the policy manual should address though it is expected that the consultant together with HIHEA team will refine the scope to ensure overall inclusivity.</li>
</ul>
The assignment will cover the following key aspects:
<ul>
<li>Core responsibilities of the Program Department and its functions</li>
<li>Roles and Responsibilities of the different positions/offices in the program department and how other offices in the organizations contribute the program and vice versa</li>
<li>Program implementation processes and procedures</li>
<li>Quality control and management</li>
</ul>
Specifically the policy will detail:
<ul>
<li>Program Department structure</li>
<li>Definition of key Program terms</li>
<li>Procedures of Program/Project Design</li>
<li>Guidelines on Project Inception</li>
<li>The procedures of Branch office/ Satellite set up</li>
<li>Outreach and promotions process</li>
<li>How Stakeholders mapping and management should be done</li>
<li>Initiation and management of Partnerships and collaboration</li>
<li>Identification of program members (beneficiaries)</li>
<li>Members training and Evaluation process</li>
<li>Financial Inclusion – components and guidelines of actualization</li>
<li>Enterprise quality and sustainability</li>
<li>Procedures of Data Capture process</li>
<li>Report writing process</li>
<li>Project activity process flow and reporting</li>
<li>Group Asset management</li>
<li>Project Hand over /Exit/ process</li>
<li>Internal and External communication guidelines</li>
<li>Knowledge management guidelines</li>
<li>Resource management</li>
<li>Program Department Work Ethics</li>
<li>Safeguarding at program level</li>
<li>Information/Records Management</li>
<li>Purpose of the Program department policy</li>
<li>To promote uniform understanding and application of the Organization´s program department procedures by all without any discrimination at any level or location</li>
<li>To identify areas of responsibility for administering and monitoring program Procedures.</li>
<li>To provide a reference tool for use during the day-to-day performance of duty.</li>
<li>Objectives of the assignment</li>
</ul>
The main objective of this assignment is to facilitate development of the program department policy manual. The policy manual will detail the programs team working along design, development, implementation and review of program plans and commitments. The policy will also outline mechanisms that ensure all programs and projects are designed and implemented to the highest standards in line with the organization’s values.
Approach and Methodology
The assignment will facilitate a participatory approach with key stakeholders; the following tasks will be expected to be conducted:
<ul>
<li>Literature review - Review the available reference documents</li>
<li>Key Informants Interviews - The consultant will meet with HIHEA program management team. The purpose of this meeting is to discuss and clarify expectations on the expected outcome and deliverables of the assignment. The consultant will prepare a work plan at the beginning of the assignment, with clear timelines and milestones to ensure that the assignment will be completed on time.</li>
<li>Conduct a needs assessment/situational analysis</li>
<li>The consultant will facilitate a 3 day workshop with relevant staff from the programs department as shall be directed by HIHEA to validate the needs assessment and formulate the policy</li>
<li>The consultant will regularly, brief HIHEA management on the development of the assignment, including progress and challenges;</li>
<li>At the submission of the draft Policy Manual, there will be a debriefing meeting/workshop with HIHEA Team, to discuss the progress made and propose any revisions/amendments.</li>
<li>Feedback from the workshop will be provided to the consultant to revise and finalize the policy.</li>
<li>Deliverables</li>
</ul>
The Consultant is expected to deliver the following outputs:
<ul>
<li>Submit Inception report, prepared after an inception meeting; Including an elaborate work plan</li>
<li>Facilitate a situational analysis and submit the subsequent report thereof.</li>
<li>Facilitate key strategic workshops with HIHEA staff and document the relevant information for policy development</li>
<li>Prepare a draft policy for review and present to HiH EA program management, receive feedback and incorporate in the final draft.</li>
<li>Submit final policy to HiH EA team that will include inter alia; </li>
<ul>
<li>Clear program objectives</li>
</ul>
<li>Clear theory of change (TOC)</li>
<li>Policy Implementation Plan</li>
<li>Policy M&amp;E Framework</li>
<li>Ethical Considerations</li>
</ul>
The selected consultant will be responsible for safeguarding and ensuring ethics at all stages of the policy development process. The consultant will be responsible for managing any potential ethical risks and issues and must put in place processes and systems to identify, report and resolve any ethical issues that might arise during the development of the policy.
Consultants Requirements
An eligible firm should meet the following criteria:
<ul>
<li>Compliance with legal requirements of registration</li>
<li>At least 5 years of Strategy and policy formulation experience corporately</li>
<li>Present at least 3 references for similar tasks performed within the last three years</li>
<li>Provide Policy formulation methodology, proposed work-plan, and curriculum vitae for any key staff if any proposed to work directly on the assignment.</li>
<li>Not to have any conflict of interest or to highlight any potential conflict of interest in taking up this role.</li>
<li>Client Inputs</li>
</ul>
<h2 style="text-align:left;">Method of Application</h2>

The consultants are invited to submit proposals tailored to the outlined requirements, comprising of a technical proposal, financial proposal in Kenyan Shillings with clear costs, methodology plan, and work plan, evidence of previous similar work and CVs for the suggested team. Deadline for submission of proposals is Wednesday the 6th December 2023. These should be submitted via email to: procurement@handinhandea.org using the reference number as the email subject.&nbsp;

Terms of Reference for Development of Programs Department Policy Manual

<ul>
<li>The position is responsible for overseeing social enterprise growth, by exploring business growth lines, translating them into business, prospecting for new partners, develop winning proposals and pitch decks, negotiating contract terms and effective communication with stakeholders.</li>
</ul>
Duties and responsibilities
<ul>
<li>Develop in-depth knowledge of the business sector and systematically gather information about business lines that translate into profits.</li>
<li>Provide leadership and accountability in Business scoping, development and management.</li>
<li>Lead the development, implementation and periodic review of cash flows and profit margins targets.</li>
<li>Spearhead the development, implementation and periodic review of innovative and research based business plans.</li>
<li>Support the development of the Social enterprise function annual budgets, and manage its utilization and monitoring.</li>
<li>Ensure prudent use of resources entrusted to the unit.</li>
<li>Provide overall technical support and advice on social enterprise function to HiH EA organization.</li>
<li>Keep abreast with knowledge in business development practices, market development and industry trends locally and globally and advice management accordingly.</li>
<li>Identify and develop, nurture and maintain strong and profitable ventures with new and potential clients.</li>
<li>Build an active database of clientele and profitable partners.</li>
<li>Prepare and present pitch decks in relevant forums or to key clients.</li>
<li>Maintain a network of peers and professional contacts for exchange of ideas and information.</li>
<li>Maintain good public relations and promote voice and visibility on the Social enterprise.</li>
<li>Ensure effective supervision of staff including support in recruitment, coaching and mentoring, performance management, and timely handling of grievance and disciplinary issues.</li>
<li>Proactively employ practices that lead to staff motivation and retention, and provide for succession plans.</li>
<li>Proactively mentor and support team members as a way of building a pipeline of talent in the organization.</li>
<li>Conduct annual appraisal for professional staff in the unit.</li>
<li>Perform any other duties as may be assigned by the Supervisor from time to time.</li>
</ul>
Specifications
<ul>
<li>Master’s degree in any of the following disciplines: Commerce, Business Administration/Management, Economics, and Marketing, or any related areas.</li>
<li>Post graduate training in Project Management, Public Relations or Communications is an added advantage.</li>
<li>At least five (5) years demonstrated experience in active business management and or trade sector.</li>
<li>Ability to identify, build and maintain strong networks for business</li>
<li>Self-directed, dynamic, innovative, and highly motivated individual with strong leadership and management skills, and demonstrated ability to build, nurture and direct team.</li>
<li>Strong interpersonal skills with ability to work with people from diverse backgrounds, and develop and maintain constructive relationships and profitable networks.</li>
<li>Excellent analytical and detail-oriented individual with extensive experience in research, surveys and data management.</li>
<li>Strong communication skills (both written and spoken English and Kiswahili), and strong presentation and report writing skills.</li>
<li>Proficiency in use of MS Office Suite and relevant computer application packages</li>
<li>Strong performance drive, initiative and commitment to results.</li>
<li>Demonstrated ability to train and build capacity both at individual and team environment.</li>
</ul>

Business Development Manager

<ul>
<li>Reporting up to the Head of HR and Administration the Asst. HR &amp; Administration Manager will support the day-to-day operations of the Human Resource Department. The Asst. HR &amp; Administration Manager will be accountable for performing and managing a wide range of HR duties including, but not limited to, tasks in the following functional areas: recruitment, compliance, record keeping, compensation, benefits, payroll and administration.</li>
</ul>
Duties and responsibilities
<ul>
<li>Manage the all insured schemes and ensure computation of premiums for all insured benefits is accurate, and settled in a timely manager.</li>
<li>Ensure job descriptions are in the HiH EA format and dully signed and filled.</li>
<li>Manage employee benefits in compliance with labor law.</li>
<li>Work closely with management to coordinate the Performance Management process in compliance with policy; including distribution and collection of documents, scheduling meetings, tracking, and reviewing forms as they are received.</li>
<li>Manage employee leaves responding to requests for leave balances, advising staff on the procedures for taking leave, following up on required documentation for taking leave or returning from leave, maintaining an accurate record of all leave, ensuring the leave trackers are updated monthly and ensuring leave carry over balances are communicated at the end of each calendar year.</li>
<li>Prepare the monthly Payroll inputs for review by drafting a memo that documents all the employee changes in the month (new hires, terminations, change of bank details, suspensions etc) with appropriate documentation (contract amendments etc).</li>
<li>Ensure documentation for all actions are in the personnel files.</li>
<li>Prepare and submit to the payroll team final pay statement for exiting staff ensuring accuracy and compliance with policy.</li>
<li>Ensure compliance with Kenya labour laws and regulations, statutory requirements, and internal human resource policies and procedures.</li>
<li>Update and comply with statutory regulatory requirements as set out by HELB, NEA, DOSH etc just to name a few.</li>
<li>Conduct regular surveys to address knowledge and skill gaps and deficiencies through reasonable recommendations for training.</li>
<li>Perform exit interviews, off boarding and documentation with reference to the exit processes.</li>
<li>Respond to employee relations issues including issues of misconduct and performance issues.</li>
<li>Partner with management and escalate issues as necessary to the Head of HR &amp; Administration.</li>
<li>Prepare internal communications regarding HR issues such as amendments to the employee handbook, end/beginning year activities, performance review processes, internal job opportunities, benefits and new policies.</li>
<li>Develop and deliver training to staff on new policies and activities as needed.</li>
<li>Manage the force planning process maintain adequate staffing in accordance with approved establishment.</li>
<li>Coordinate the recruitment process, which includes management of the sourcing, interview and selection of candidates.</li>
<li>Ensure timely execution of staff contracts including probation, confirmation, renewal etc.</li>
<li>Maintain a robust and effective Human Resources database of potential talent for recruitment.</li>
<li>Ensure effective orientation/induction and on boarding process for new employees.</li>
<li>Maintain an updated and relevant database for potential candidates to be considered for recruitment for easy access and retrieval whenever positions fall vacant.</li>
<li>Proactively reach out to good and potential candidates and interest them in working for HiH EA within approved recruitment and selection policies.</li>
<li>Lead in workforce planning and maintain adequate staffing in accordance with approved establishment.</li>
<li>Develop appropriate orientation/induction and on boarding process for new employees.</li>
<li>Establish talent management strategies to ensure HIHEA has an updated for potential candidates to be considered for recruitment whenever positions fall vacant.</li>
<li>Ensure exit interviews are carried out and through this and other means, highlight staff issues and bring recommendations to help manage staff turnover.</li>
<li>Regularly collect HR data analyses and report as needed.</li>
<li>Maintain accurate and complete personnel files, updating checklist and HR data as necessary.</li>
<li>Track employee probation periods, advising managers of upcoming probation end dates, ensuring probation evaluation forms are complete and maintaining confidentiality of employee personal data.</li>
<li>Ensure HiH EA maintains adequate documentation for human resource processes.</li>
<li>Maintain a robust and effective Human Resources database.</li>
<li>Facilitate the development and implementation of an effective performance management system.</li>
<li>Coordinate the annual staff performance appraisal process.</li>
<li>Carry out periodic staff development and training needs assessment and arrange for appropriate intervention strategies.</li>
<li>Plan and direct employee development and training programmes including an annual training and development plan for all key staff.</li>
<li>Develop career development and succession plans for all supervised staff.</li>
<li>Ensure effective management of industrial relations matters including grievance handling, disciplinary procedures, and employee related legal issues, as well as conciliation/arbitration processes, and cases in the Labour Relations Court.</li>
<li>Ensure timely resolution of conflicts and disputes among staff and departments/units/teams.</li>
<li>Facilitate effective communication to employees on human resource issues.</li>
<li>Conduct regular field visits to site offices to monitor and review human resource and administration and use such opportunity to have appreciation of work environment and general staff issues.</li>
<li>Promote team building and camaraderie through staff meetings, workshops, and off-site team building activities.</li>
<li>Keep abreast with labour developments in Kenya and globally, and their implications on the organization.</li>
<li>Convene and coordinate general staff meetings as prescribed.</li>
<li>Ensure effective supervision of staff in the function including coaching and mentoring, development, performance management, and timely handling of grievance and disciplinary issues.</li>
<li>Proactively employ practices that lead to staff motivation and retention, and provide for succession plans.</li>
<li>Proactively mentor and support team members as a way of building a pipeline of talent in the organization.</li>
<li>Ensure annual appraisal for staff in the function.</li>
<li>Ensure that the organization maintains a safe, secure and healthy working environment to cater for employee’s wellbeing.</li>
<li>Coordinate all aspects of staff and general security, safety and health at all workplace environments.</li>
<li>Develop and implement appropriate staff welfare schemes that respond to employees’ wellbeing including team building, retreats, holiday celebrations, anniversaries etc.</li>
<li>Manage staff welfare programs including work related counseling, stress management, and promotion of staff work-life balance.</li>
<li>Perform any other duties as may be assigned by the Supervisor from time to time.</li>
</ul>
Specifications
<ul>
<li>Bachelor’s degree in any of the following disciplines: Human Resource Management, Business Administration, Social Sciences, Finance, Commerce, Economics, or any related fields.</li>
<li>At least 7 years’ experience in a similar position.</li>
<li>Certified Human Resources professional CHRP (K).</li>
<li>Registered and active member of IHRM.</li>
<li>Good understanding and application of employment legislation and practices in the Region (more specifically in Kenya and Tanzania).</li>
<li>Demonstrated people management skills including resolution of conflicts (grievance and disciplinary).</li>
<li>Strong interpersonal skills, ability to promote and manage diversity in the workplace, respectful and tolerant, and able to gain the trust and respect of staff at all levels.</li>
<li>Strong team player with very good planning and organizational skills, self-drive, and ability to take initiative in work area.</li>
<li>Basic counseling, negotiation and mediation skills, and ability to promote confidentiality and integrity.</li>
<li>Strong communication and report writing skills.</li>
<li>Proven experience in developing and implementing professional development, performance management and employee engagement initiatives.</li>
<li>Flexible, resilient, self-controlled, and able to work and deliver under pressure, while under minimum supervision.</li>
<li>Good ICT skills including good working knowledge with Ms Office suite and human resource and other management systems/proficiency in Microsoft Office Suite and HRMS.</li>
</ul>

Assistant Human Resource & Administration Manager

REF No: HEA FE-01/2023
Duties and responsibilities
Pre-Enumeration duties:
<ul>
<li>Attend enumerators’ training workshop.</li>
<li>Participate in field piloting &amp; testing of data collection tools.</li>
<li>Receive enumeration materials and equipment from the principal investigator.</li>
<li>Develop an enumeration schedule/itinerary.</li>
</ul>
Enumeration duties:
<ul>
<li>Locate (or select) sample members/respondents.</li>
<li>Conduct interviews with respondents.</li>
<li>Collect data and record responses as instructed using the appropriate tools. Review the collected data at the end of every day before uploading it to the server.</li>
<li>Comply with the requirements necessary as per the organization guidelines for data collection.</li>
<li>Participate in daily briefs to report on the previous day’s activities and get updates/instructions from the Field supervisor.</li>
<li>Undertake any other duties as may be assigned by the HIHEA MEL or designated Officer.</li>
</ul>
Post-Enumeration duties:
<ul>
<li>Ensure that enumerator checking is complete.</li>
<li>Ensure that all questionnaires/guides and equipment are accounted for.</li>
<li>Turn over all literature and materials used in the survey to the HIHEA Team.</li>
</ul>
Specifications
The ideal candidate should have the following qualities and qualifications:
<ul>
<li>Highly organized individual, capable of handling multiple priorities, meeting deadlines, and managing time effectively.</li>
<li>Experience in utilizing technology tools and possess the ability to master new technology tools, as required.</li>
<li>Familiarity with the use of Android-based tablets or Smartphones and mobile data collection applications such as KOBO collect, amongst others.</li>
<li>Ability to work independently as well as an effective team player.</li>
<li>Willingness to travel and use public transport, covering long distances for assignments.</li>
<li>Outstanding communication, writing, and research skills.</li>
<li>Confidence and a can-do attitude, with the ability to advance projects with minimal supervision.</li>
<li>Skills in qualitative data transcription are a plus, but not a must.</li>
<li>A commitment to the Vision, Mission, and Values of Hand in Hand Eastern Africa.</li>
</ul>