Regional operations Manager, Vitamin A Supplementation program
(Flexible Location; best if in Kenya, where our vitamin A work is led or in another country where Helen Keller provides vitamin A)
Established in 1915 with Helen Keller as a founding trustee, Helen Keller International works to save the sight and lives of the most vulnerable and disadvantaged. Helen Keller Intl has its headquarters in New York City and currently offers programs in 21 countries in Africa, Asia and United States. The organization works to combat the causes and consequences of blindness and malnutrition by establishing programs based on evidence and research.
Scope of the Position
Helen Keller Intl Vitamin A Supplementation (VAS) portfolio consists of programs in 13 countries of sub-Saharan Africa: Burkina Faso, Cameroon, Cote d’Ivoire, DRC, Guinea, Kenya, Mali, Mozambique, Niger, Nigeria, Tanzania, Senegal, and Sierra Leone. The portfolio is managed by a team consisting of a Program Director and technical experts based in Helen Keller Africa offices across Africa and its headquarters in New York City. Helen Keller Intl’s VAS program team supports national governments to ensure distribution of Vitamin A Supplements every 6 months to children under the age of five. In 2022, Helen Keller Intl supported the distribution of more than 60 million supplements.
The Regional operations Manager (ROM) will be responsible for coordinating all grant and operations processes within the VAS portfolio. He/she will work under the supervision of the VAS Program Director and collaboratively with all relevant teams across Helen Keller Intl, including country office staff, the Nutrition Technical Unit, Business Development, and the Finance and Grants & Contracts Departments.
Key Responsibilities
Administration and Procurement
- Provide support to VAS regional and country teams on goods and services and procurement to ensure respect of Helen Keller policies and procedures, including procurement for coverage surveys in countries.
- Provide support to the VAS regional team for coordinating international travel and preparation of necessary documentation for travel.
- Provide support and coordination for all VAS related regional personnel recruitment.
- Provide support for the management of all regional level consultancies for the VAS regional portfolio, including procurement process, contracting, invoicing and payments.
Coordination
- As a new position, the Regional operations Manager will establish coordination processes between country offices and the VAS regional team and with relevant regional and central units in relation to the administration of the VAS portfolio, including proposal development and donor reporting.
- Coordinate the production of monthly presentations and the organization of monthly meetings that include the VAS regional team and relevant regional and central colleagues.
- Lead the logistic coordination and organization of VAS-related events around the world in regards to venue booking, temporary staff recruitment, travel arrangements, event budgeting, etc., and support all on-site requirements and event-related requests.
Program management
- Work closely with the Global Grants & Contracts Unit to provide oversight on the preparation and management of subawards in countries and provide capacity building to country teams on management of subawards
- Develop and update a donations tracker for every donation received for VASCoordinate with global and regional teams for the timely preparation and validation of all donor agreements for the VAS portfolio.
- Coordinate the allocation of every donation received with the rest of the VAS regional team within one month of reception.
- Coordinate the development of budgets for every donation received and update the organizations Netsuite system for each donation.
- Coordinate the preparation and submission of reports for all donations and donors.
- For every donation received, coordinate with country and regional teams to maintain timely and quality follow up of expenditures and activities.
- Coordinate with the central teams, regional and country teams for the production of communication materials for donors reporting.
- Support the development and maintain a concrete strategy and systems for VAS programs management, providing specific approaches (including tracking, reporting, implementation monitoring and filing) for each type of donor: public, private, individual, etc.
- Keep the VAS Program Director and senior management informed of any projected inabilities to meet contractual obligations, such as not meeting program deliverables, underspending or significant budget variances. Proactively mitigate such risks by working with technical team to regularly tracking and analyze all VAS awards, and proposing solutions.
- Ensure quality information management related to VAS grants by overseeing award files, reporting calendars, and updating as necessary. Maintain proper documentation of all VAS projects.
- Coordinate with VAS teams at the regional and global level for production of timely and quality technical and financial reports that adhere to donor requirements.
- Provide support in the organization and management of the VAS portfolio Shared drive folders.
Media and Communication
- Ensure that any ad hoc communication requests from donors and/or HQ are developed (case studies, success stories, blogs, etc.) by VAS program staff, as appropriate. - Coordinate the production of quarterly internal newsletters to provide updates to country and management teams on the VAS portfolio. - Coordinate with the External Relations team and VAS regional team for the production and transmission of multimedia contents to donors, other stakeholders and partners as per their needs and requirements. - Assist the VAS Regional Director and other senior management in donor engagement, as requested. - Coordinate with External Relations for the production of annual communication reports on VAS for dissemination to individual VAS donors.
Qualifications
- At least a Master's degree in human resources management, business administration, logistics or other relevant field
- Minimum of 10 years of experience with steady progress in responsibilities and 3 years of experience in a leadership position, preferably for an international NGO, in human resources, administration and operations
- Knowledge of USAID procurement regulations
- Demonstrated experience in managing and supervising human resources administrative and operational staff
- Highly computer literate, including knowledge of Microsoft Office Suite (Word; PowerPoint; Outlook) and strong Excel skills, including pivot tables.
- Good knowledge of local laws and procedures for HR administration and operations
- Ability to:
- Perform tasks that require attention to detail.
- Prioritize workload, take responsibility for work and follow through to completion.
- Maintain balance under stress.
- Work in a decentralized organizational structure with a highly collaborative approach.
How to apply
To Apply
Qualified candidates should submit a cover letter and resume to kenya.recruitment@hki.org noting the job title in the subject line. Deadline for applications will be 5 May 2023 at 5 pm East African time.
In the spirit of our namesake, Helen Keller is dedicated to building an inclusive workforce where diversity of all types is fully valued.
All qualified applicants will receive consideration for employment without regard to ethnicity, race, caste, color, religion, sex, national origin, age, disability, or any other characteristic that has no bearing on the ability to perform the required job duties.
We are committed to providing reasonable accommodation to individuals with disabilities.
If you are a qualified individual with a disability and need to request an accommodation during the application or interview process, please contact us at the email above or Tel: 0732804486
HELEN KELLER INTL
- DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, TEST, INTERVIEW MEETING, PROCESSING, OR TRAINING).
- DOES NOT ASK FOR INFORMATION ON APPLICANTS’ BANK ACCOUNTS.
- DOES NOT RECRUIT THROUGH ANY RECRUITMENT AGENCY.