Communications Officer, Procurement Officer at WWF Kenya

On Monday, November 18th, 2013
Why we are here: To stop the degradation of the planet’s natural environment and to build a future in which humans live in harmony with nature.
Position title: Communications Officer, WWF Kenya Country Office
Reports to: Country Director, WWF Kenya
 
Supervises: All WWF Kenya staff in Communications Department
 
Location: Nairobi, Kenya
Mission of the Department: To ensure relevant and accurate communications to Kenya society on conservation issues, and in places that are key for WWF Kenya conservation priorities, in support of the WWF Kenya Conservation Strategy.

Major Functions: Ensure that the WWF Kenya Country Office communicates impact of its Conservation Programme that are of the very highest quality and relevance to Kenya and to the implementation of its Conservation Strategy, in line with that of WWF-ESARPO and WWF International overall Communications Strategy.

Major Duties and Responsibilities
  • Develops and implements a Communications Strategy of the greatest relevance to and in support of the Conservation Strategy for WWF Kenya Country Office;
  • Provides leadership in communication that promotes conservation impact/outcome to inspire action by the identified target audiences.
  • Disseminates information in appropriate media, as appropriate for different target audiences, that clearly explain WWF Kenya’s role in conservation and its relevance to the Kenyan society;
  • Promotes and markets the WWF brand to improve its image and galvanize partnerships;
  • Establishes and maintains good working relations with the media (traditional and new);
  • Maintains an updated www.panda.org/kenya website;
  • Ensures effective knowledge and information management, and ensures that these are available to WWF Kenya staff and the WWF Network;
  • Establishes and maintains a library and a communications data base;
  • Organises events;
  • Works closely with, and seeks support from, the Country Director, Heads of Departments and their teams, WWF ESARPO, WWF International, and other WWF offices as appropriate to undertake the above tasks most effectively;
  • Performs other duties as requested by the Country Director.
Profile
 
Required Functional Skills:
  • University degree in Communications, Public Relations, Media Relations, or other related fields;
  • Proven track record, and at least 6 years years experience (preferably in Kenya, in communications or PR;
  • Understanding of the institutional and legal framework in Kenya, as it relates to PR, media and communications issues;
  • A good understanding of the realities of PR and communications for promoting conservation issues;
  • Hands-on multi-media skills (desktop publishing, film, photography); good knowledge of IT is an added advantage;
  • An understanding of, and vocational interest in, environmental conservation, international development, NGO sector and other related fields would be preferred;
  • Excellent English and Kenya with knowledge of other local languages an asset
Required Skills and Competencies
  • Excellent communication interpersonal, organisational, analytical and research skills;
  • Innovative, creative and willing to learn;
  • Passionate about biodiversity conservation;
  • Adherence to WWF’s values, which are: Passionate & Optimistic, Challenging & Inspiring, Credible & Accountable, Persevering & Delivering Results.
Supervisory Responsibilities
The Communications Manager is responsible for the day-to-day supervision and management of all WWF Kenya staff in the Communications Department. 
He/she will involve himself/herself as appropriate in the hiring, development, and evaluation of all WWF Kenya staff in the Communications Department.
Working Relationships
Internal – interacts with the WWF Kenya, Country Director, Heads of Department and staff on a daily basis, and as required coordinates and interacts with the Coastal East Africa (CEA) NI team, ecoregion teams, species teams, and WWF ESARPO, WWF International, and other WWF Network staff.
External – Interacts with national governmental institutions, non-governmental organisations, academic institutions, the media, donors, specialists / consultants, and other stakeholders, in collaboration with the WWF Kenya Country Director.
This job description covers the main tasks and conveys the spirit of the sort of tasks that are anticipated proactively from staff. 

Other tasks may be assigned as necessary according to organizational needs.

Position Title: Procurement Officer

Supervised by: Head of Finance
Supervises: N/A
Location: Nairobi
Mission of the Department: To ensure a high performing ESARPO and Kenya Country Office with efficient and strong operational resources as key components of WWF’s business.
Major Functions: Working closely with the Head of Finance takes the responsibility for the administration, procurement and logistics management functions of ESARPO.

Major Duties and Responsibilities:
 

Procurement
  • Coordinates and facilitates the procurement requirements of the program office on the basis of the procurement policy guidelines.
  • Pre-qualification of suppliers as provided in the procurement policy
  • Compliance with procurement procedures as per Field Operations Manual.
  • Procurement committee constitution and TORs
  • Creates purchase orders, ensuring relevant procurement procedures have been applied and all supporting documentation is attached
  • Ensuring that invoices received reconcile to purchase orders and created and matching receipts to purchase orders
  • Ensure three way matching of purchase order, Invoice and GRN and carry out monthly Oracle Purchase Module closing procedures, including month end reconciliations and adjustments
Logistics & Administration
  • Liaises with government authorities and NGO’s and provides logistical support in coordinating deliveries of program supplies and in obtaining customs clearance for imported goods
  • Prepared documentation and drafts correspondence for duty and tax exemption certificates and ensures timely submissions to the relevant government authorities.
  • Managers the process of applications and renewals of residence permits and Diplomatic ID Cards and airport cards for expatriates as authorised and granted by the government of Kenya.
  • Carries out periodic controls to ensure that the filing system are properly used and that documents being regularly filed and easily accessible
  • Carries out periodic controls to ensure that the filing system are properly used and that documents being regularly filed and easily accessible
  • Develops and maintains an archive policy for the regional office based on contractual and legal requirements; supports the country offices to develop and maintain archiving policy
Fixed Assets
  • Develop appropriate physical inventory count procedures, adapted to the local requirements of each site, with a strong accent on control and separation of duties.
  • Develop procedures for the disposal of fixed assets with a strong accent on appropriate approval levels and control over eventual sales values and resulting receipts.
  • Develop appropriate systems, policies and procedures for the management of the Programme’s assets, adapted to the specific needs of each site.
Motor Vehicle Management
  • Ensure appropriate policies are in place for management of motor vehicles
  • Ensure a policy is in place; areas to concentrate – records, use, acquisition, organizational needs, Fuel procedures, disposal procedures etc.
  • Takes responsibility for managing the vehicle fleet in the ESARPO hub office

Profile:
Required Qualifications and experience:
  • University degree in Business Administration or equivalent,
  • Diploma in procurement and supply from CIPS. A holder of CPA (1) will be an added advantage.
  • Computer applications in Excel, Word and in particular Oracle i-Procurement and Oracle Purchasing Module.
  • Work experience in a reputable International NGO in a similar or equivalent job for at least five years.
Required Skills and Competencies:
  • Adaptable, flexible, able to take initiative and prioritize among competing demands;
  • A good team player with strong interpersonal skills, outgoing personality, and ability to work independently and effectively under pressure and on strict deadlines and in a multicultural setting;
  • Excellent knowledge of computer applications;
  • Excellent oral and written communications skills in English and Swahili;
  • Adherence to WWF’s values, which are: Optimistic, Engaging, Determined and Knowledgeable.
Supervisory control: N/A
Working Relationships:
Internal: Interacts with the ESARPO staff and all KCO staff on a daily basis, and as required and interacts with the WWF Eastern and Southern Africa, WWF International, and other WWF Network staff.
External: Interacts with national governmental institutions, non-governmental organisations, academic institutions, the media, donors, specialists / consultants, and other stakeholders, in collaboration with the Head of Finance
This job description covers the main tasks and conveys the spirit of the sort of tasks that are anticipated proactively from staff. 
Other tasks may be assigned as necessary according to organizational needs.

How to Apply

Interested candidates who meet the above requirements should email a cover letter and CV with the Procurement Officer Application on the subject line to the Senior People Organisation Development Officer (Snr. POD), WWF-KCO, [email protected] not later than 30th November 2013.

Only shortlisted candidates will be contacted.

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