Organization: HIAS
Location: Nairobi
Grade: Mid level – Mid level
Occupational Groups:
Managerial positions
Closing Date:
TITLE: SUB-OFFICE COORDINATOR
TYPE: JOB
DEPARTMENT: PROGRAMS
SUPERVISOR: PROGRAM DIRECTOR
LOCATION: NAIROBI
START DATE: 26TH AUGUST 2024
END DATE: 14TH SEPTEMBER 2024 (Renewable contract subject to availability of funds and performance)
GRADE: 8
POSITION SUMMARY:
The Sub-Office Coordinator will spearhead the implementation of all project activities in the field office to ensure the interventions to vulnerable and at-risk refugee clients are provided to beneficiaries respectfully, while upholding their dignity. The sub office coordinator will be working under the direct supervision of Program Director in liaison with Program Managers for Gender and Gender Based Violence, Legal Protection, Economic Inclusion and MHPSS, and other managers e.g HR, Finance Director and Operations Manager, Health, Safety and Security Coordinator.
ESSENTIAL FUNCTIONS:
1. Managerial Functions
Supervising HIAS Kenyas sub office staff in the day-to-day work, smooth functioning of operations and administration of the Field office
Monitoring field office program budget and the efficient use of the organizations resources
Providing consistent leadership to field staff through regular meetings, effective goal setting, delegation, and communication.
Providing oversight of staff in adherence to HIAS policies, procedures, ethics, professional standards, and best practices that bring in operational efficiencies, improve service delivery and client satisfaction
Monitoring of all referral cases and ensuring timely turnaround of assessment reports and other interventions.
Responsible for the general maintenance of HIAS managed facilities in the office.
Developing and maintaining partnership and network with external organizations and the government and keeping a proper database
Attending internal meetings, sector related forums/ coordination meetings as required
Supervising Office Assistants and ensuring the general cleanliness of the office and its compound
Custodian of assets and inventory allocated to the sub-office and responsible for signing gate passes.
Ensuring maintenance of office equipment including computers, printers, vehicles, generators, and telephones for the office.
Ensuring that all incidents within the premises are documented and shared with the HSS Coordinator and the Country Director.
Ensuring that any damage requiring repair is identified in good time and any necessary remedial action promptly taken.
Ensuring that the office necessary permits are obtained including Single permit, fire compliance, signpost, wall branding, etc.
Ensuring that all the office premises are maintained, and all the systems are working efficiently eg: plumbing, electrical etc
Acting as the office’s security focal point and working closely with the HSS Coordinator on all safety and security matters.
2. Program Functions
Overseeing the implementation of HIAS Program interventions in community-based activities that target specific beneficiaries and that build their resilience.
Participating in designing, implementation, monitoring and evaluation of HIAS projects.
Monitoring the provision of individual and group interventions across all programs at the sub office.
Ensuring appropriate protection l assessment and diagnosis of all the protection concerns were in line with HIAS SOPs and policies.
Overseeing HIAS programs implementation and ensuring provision of technical assistance and training for staff to establish and maintain appropriate standard operating procedures and protocols
Reviewing all protection assessment reports, including psychosocial assessments, disability assessments and vulnerability assessments, generated by field staff and ensuring they are forwarded to the relevant Program managers for further review and submission to UNHCR or other partners.
Maintaining trackers for all program activities conducted at the field level.
Coordinating resolution of any crisis in the office that may arise in relation to clients in distress
Responsible for timely, quality and comprehensive field reports; reviewing and analyzing of all psychosocial assessments, ie: GBV reports, Economic Inclusion and Legal protection and drawing out of emerging trends and issues to inform in program planning and decision making.
Providing weekly, monthly, and quarterly reports and data to the Program Director highlighting office performance, progress against targets and client needs.
Providing monthly success stories for purposes of web updates and fundraising.
Ensuring up to date record keeping and maintain an impeccable physical filing system of clients files
Ensuring proper and timely accounting of all project activities expenses advanced to Field Office staff.
Ensuring field office staff have updated their assessment and counselling cases in the HIAS Case Management system and regularly update any actions taken to support clients.
Providing regular reports on program progress, financial spending, and new developments that impact field office operation
Supporting in fundraising, including proposal writing and budget preparation processes.
QUALIFICATIONS & REQUIREMENTS:
A minimum of bachelors degree in Business Administration, Business Management, Project Management, Social Sciences or closely related field from a recognized university.
A minimum of 5 years working experience, preferably in humanitarian context
Ideal candidate should have keen awareness and a good knowledge of psychosocial issues and the complexities of working on these issues with a refugee population
Experience in management and supervision of teams.
Good team player with excellent cross-cultural interpersonal skills; proactive and able to work under minimal supervision while exercising diplomacy, flexibility, and assertiveness.
Ability to confront and discuss sensitive issues with respect and able to uphold high standards of confidentiality.
Strong analytical and report writing skills and proven ability to conduct assessments
Knowledge in Accountability to Affected Populations
Knowledge in PSEA
DISCLAIMER:
This job description is intended to describe the general nature and level of work being performed. It is not an exhaustive list of all responsibilities, duties, skills required or permanent location. Location is subject to change based on programmatic needs. Flexibility is essential as we grow and develop. The successful candidate must be comfortable in a fast-paced, changing work environment with many crucial deadlines. All team members may be required to perform duties outside of their normal work hours of responsibilities as needed.
SAMPLE HIRING PROCESS:
We are committed to a fair and respectful hiring process, and we do our absolute best to respond to every applicant. We prioritize communication and transparency with all candidates, even those who are not moving forward. Heres a snapshot of our hiring process:
Step 1: Submit your application!
Step 2: Phone screen with a Human Resources staff person.
Step 3: Interview with the hiring manager.
Step 4: Interview with a panel of HIAS employees.
Step 5: Reference check.
Step 6: Offer and background check.
Step 7: Start your professional journey with HIAS!
Note: Some of our hiring processes may vary, and not all candidates will advance to each step.
ABOUT US:
Over one hundred years ago, the Jewish community founded HIAS (originally the Hebrew Immigrant Aid Society) in New York City, the immigrant gateway to America. Supporting Jews fleeing persecution and poverty in Eastern Europe, our founders were guided by the traditions, texts and history of the Jewish peoplea history of oppression, displacement and diaspora. HIAS has since helped generations of Jews facing violence because of who they were, and HIAS remains committed to helping Jewish refugees anywhere in the world. Today, our clients at HIAS come from diverse faiths, ethnicities and backgrounds, as do our staff. We bring our experience, history and values to our work across five continents, ensuring that refugees today receive the vital services and opportunities they need to thrive.
HIAS is a learning community, committed to diversity and inclusion. We do our work with integrity, accountability, transparency and a commitment to the highest ethical standards. We seek employees from diverse backgrounds and life experiences to join our teams located in the United States and across the globe. People who identify as BIPOC, people with disabilities, people from the LGBTQ+ community and people with lived experiences of forced displacement or immigration are all encouraged to apply. We are committed to building a diverse workforce that reflects our vision, mission and values.
VISION:
HIAS stands for a world in which refugees find welcome, safety and opportunity.
MISSION:
Drawing on our Jewish values and history, HIAS provides vital services to refugees and asylum seekers around the world and advocates for their fundamental rights so they can rebuild their lives.
VALUES:
Welcome
We Welcome the Stranger
Justice
We Pursue Justice
Empathy
We Approach our Clients with Empathy
Partnership
We Believe in Changing the World through Partnership
Courage
We Act with Courage to Build a Better World
Resilience
We Adapt and Thrive, Continuously Demonstrating our Resilience
DIVERSITY:
HIAS is committed to a diverse and inclusive workplace. All qualified applicants will be considered for employment without regard to race, color, national origin, ethnic background, ancestry, citizenship status, religious creed, age, sex, gender, sexual orientation, physical disability, mental disability, medical condition, genetic information, marital status, registered domestic partner or civil union status, familial status, pregnancy, childbirth, military status, protected veteran status, political orientation or other legally protected status.
SAFEGUARDING:
HIAS is committed to the protection of children, vulnerable adults and any other person from any harm caused directly or indirectly due to their coming into contact with HIAS. We will not tolerate sexual exploitation, abuse or any form of child abuse or neglect by our staff or associated personnel. Any candidate offered a job with HIAS will be expected to sign and adhere to HIAS Code of Conduct and Safeguarding policies. All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records. HIAS also participates in the Inter-Agency Misconduct Disclosure Scheme. In line with this Scheme, we will request information from job applicants previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. Likewise, HIAS will share this information when other organizations inquire about current and former HIAS staff as part of their recruitment process. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.