Kenya Society for Protection and care of Animals Executive Officer Jobs in Kenya

Kenya Society for Protection and care of Animals Executive Officer Jobs in Kenya

The Kenya Society for the Protection and Care of Animals’ (KSPCA) mandate is to promote, foster and advocate for humane treatment of all Animals in all situations.

The Society is run entirely on donations from the public and runs a number of social media campaigns and events and runs a team of inspectors and animal care staff in three locations; Nairobi, Naivasha and Mombasa.

Each location has a shelter where a number of cats, dogs, donkeys and other animals are cared for as KSPCA staff work to rehome them with members of the general public.

The KSPCA is currently recruiting for the position of Executive Officer (EO).

The EO will have overall responsibility for all KSPCA administrative operations including, but
not limited to, logistics (assets, fleet, and facilities) security coordination, human
resources, fundraising, procurement, budgeting, finance, and property.

The EO will also ensure that KSPCA operations conform to KSPCA’s best practices and regulations.

The position reports to the Executive Committee of the KSPCA.

Duties:

  • Oversee the management of KSPCA, including but not limited to, logistics and administration, development of annual work plans, financial record keeping, staff/consultant recruitment, staff training and supervision, monitoring and
    evaluation, and periodic reporting.
  • Coordinate and communicate with the various stakeholders and partners involved in KSCPA activities.
  • Ensure that the operations are implemented in
    accordance with KSPCA policies and procedures.
  • Develop Scopes of Work (SOW) for long and short-term program employees as needed.
  • Implement local hire employee contracts in accordance with established KSPCA
    hiring and dismissal practices and the Kenyan Labor Code.
  • Communicate regularly and report monthly to Executive Committee on technical,
    administrative and financial aspects of KSPCA

    The Executive Officer is:

  • Responsible for the overall administrative running of the office, including routine support functions i.e. HR and administration, finance & logistics, ensuring compliance with KSPCA policies and procedures.
  • To ensure that there are systems in place which monitor the use of drugs, food stuff and merchandise, ensure that drugs are properly controlled and stored in secure locations
  • To manage all HR functions for the KSPCA, including recruitment, orientation of any new staff hired, supervision, staff evaluation and organization of trainings for staff to ensure they are properly trained to complete KSPCA
    objectives.
  • To work with volunteers, consultants, and KSPCA staff to ensure that all KSPCA staff are equipped to do their jobs including understanding
    procedures
  • To verify that the current membership list is as up to date as possible in the excel sheet, to work with the communication officer to establish a protocol on who may access the sheet, reach out to members who may have slipped through the net to reestablish contact, to ensure as current membership periods run out members are contacted and reminded to extend their membership.
  • Working with the inspectors, vets to liaise with government agencies and other NGO’s serve as alternative contact for KSCPA communications when
    required.
  • If required manage/supervise monitoring and tracking systems for budget and contracts/grants, LOE, and inventory. Monitor daily operations expenses against budget projections.
  • Assist Finance Manager with relevant office administration
  • To ensure that procurement is completed, documented, and delivered to the end-user in a timely manner, ensuring that items procured meet the specifications
    of the end-user while adhering to donor and KSPCA procurement guidelines.
  • Ensure that the most reasonable, fair, expeditious, and appropriate procurement choices are made pursuant to procurement policy
  • To manage leases & contracts and other local consultants and service
    providers.
  • To manage the logistics of moving about Nairobi to carry out operations.
  • Ensure the transportation fleet is in suitable condition and fully capable of meeting the demands for transport. Set up a system to monitor kms driven, and maintenance costs per vehicle.
  • Taking into account the age of the
    transport, assess whether any staff have higher than normal repair demands on their vehicle.
  • To maintain or establish if required a filing system in electronic and hard copy
    format for technical, financial, logistics/procurement and administrative
    documents;
  • To assist in fundraising activities and writing proposals
  • To manage social media platforms and ensure all posts are in line with KSPCA’s standards
  • Work with KSPCA staff to ensure electronic filing system / paper filing system is in proper order and fully populated for efficient administration of the project.
  • To communicate as necessary with administrative and support staff in Naivasha and Mombasa satellite offices, providing resources or backstopping as necessary.
  • Contribute to activity reporting and monitoring
  • Identify issues and risks related to KSPCA implementation in a timely manner
    and suggest appropriate adjustments to the EC.
  • Perform any other task assigned by the Executive Committee

    Person Specification
    Professional Qualifications
  • Undergraduate degree in Business Administration or similar
  • Right to live and work in Kenya

    Work Experience
  • At least 2 years experience in a similar role
  • Experience in developing, planning and implementing sustainable strategies
  • In depth knowledge of relevant government, financial, HR and policies relevant
    to the KSPCA
  • Experience working for a not for profit organisation
  • Experience fundraising for charities
  • Experience managing large teams with diverse skill sets

    Skills & Attributes
  • Excellent organizational and time management skills
  • Analytical mind set and problem-solving orientation
  • Excellent communication and public speaking skills
  • Excellent interpersonal and leadership skills
  • Good knowledge/understanding of animal welfare issues/law
  • Excellent verbal and written English
  • Able to read and write in Swahili
  • Public speaking experience
  • Ability to work well in a pressured and emotive environment
  • Ability to quickly and effectively assess an animal welfare situation
  • Good IT skills, intermediate Microsoft Word, Excel and PowerPoint
  • Strong interpersonal skills
  • Professional, caring and non-judgmental
  • Trustworthy and reliable
  • Ability to meet deadlines and work independently on projects
  • Proactive, conscientious, enthusiastic and diligent
  • Team player with other internal departments
  • Respectful of all KSPCA staff

    How to Apply
  • Interested candidates should send their application including CV, cover letter,
    including the desired salary, and contacts of three referees to
    kspca.recruitment@gmail.com by 20th August 2019 with the subject line “Executive Officer”.
  • For more information and job application details, see; Kenya Society for Protection and care of Animals Executive Officer Jobs in Kenya

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