Key Responsibilities

Strategic and programme communications – 40%

• Leads on the development, review and implementation of the country communications strategy.
• Develops, in consultation with staff, annual communications plans including story gathering and dissemination plans to profile the work of Oxfam Kenya (OKE) Affiliate. Act as a specialist advisor to the team on all communication matters.
• Identifies and communicates with key internal audiences and manage information flows that meet the organization’s strategic needs.
• Commissions and manages communication consultancies (print, audio and video), ensuring that consultants are properly briefed and work to meet Oxfam Kenya’s minimum standards for publication.
• Develops and supports staff to use communication tools at all stages of the programme cycle.
• Supports programme staff in the design, delivery and documentation of public events in support of programmatic, advocacy and campaigns goals.
• Encourages innovation in the communication space, working towards a cost effective and efficient approach to media and publicity for the work of the Oxfam programme in Kenya. This will include a strong focus on the strategic use of community radio, social media, etc.

External media – 40%

• Network with national, regional and international media organizations and influential individuals to develop positive working relationships towards achieving the country strategy and goals.
• In collaboration with the team, identifies, trains and supports effective external representation of OKE programmes.
• Work with staff to identify opportunities for profiling stories, including the identification of and providing support to the people profiled in these media actions.
• Act as the focal point for communications work for the OKE programme, working in tandem with regional and global colleagues to manage proactive and reactive work with the Kenyan media.
• In collaboration with regional and global colleagues, support emergency responses as these arise through fast, accurate media work that has a strategic impact.

Learning, reporting and fundraising support – 20%

• Manage the development and production of OKE  publications including situation reports, information summaries, annual reports, policy briefs, etc.
• Lead on the development and submission of OKE information for regional, global and donor publications e.g. reports, pamphlets, brochures, case studies, updates, etc.
• Manage the production of clear, analytical, comprehensive case studies and human interest stories emerging from OKE and partners work.

Person specification

Most importantly, every individual at Oxfam Kenya needs to be able to:

• Live our values of INCLUSION, ACCOUNTABILITY, EMPOWERMENT, COURAGE, SOLIDARITY and EQUALITY.
• Ensure you commit to our ORGANIZATIONAL ATTRIBUTES (including adhering to the Code of Conduct).
• Be committed to our feminist principles, and to applying them in your day-to-day behaviour and your work. Be ready to keep learning, with accountability to those who experience oppression as a result of their identities, such as their gender, race/ethnicity, disability, class, or LGBTQIA identity.”
• Be committed to undertaking Oxfam’s safeguarding training and adhering to relevant policies, to ensure all people who come into Oxfam are as safe as possible.

Affiliation and Transition Implementation

• Support the development and maintenance of key institutional documents.
• Maintain clear records of the stages of the transition process and monitor implementation progress.
• Manage various consultancies/commissioned work as part of the overall transition plan.
• Proactively identify and escalate potential risks that could impact the affiliation process.
• Monitor the transition budget and provide regular updates and reports as required.

Executive Support

• Serve as the OKE Board Chair’s administrative liaison to the Oxfam International ecosystem.
• Manage the Oxfam Kenya strategic calendar including planning and coordinating.
• Prepare deliverables such as drafting letters, talking notes, and other tasks to facilitate effective steering of the organization.
• Prioritize conflicting needs, handle matters expeditiously, and follow through on projects with deadline pressures.
• Maintain discretion, confidentiality, and compliance with applicable rules and regulations regarding board and committee matters.
• Provide logistical and administrative support to the Oxfam Kenya Board of Directors and to the Oxfam Kenya Executive Director.
• Support the Executive Directors weekly, bi-weekly and monthly calls including the development of the agenda and facilitating the meetings on the relevant meeting platforms.
• Serve as the primary liaison with the Finance department and support oversight of the Executive office and Board budgets.
• In collaboration with the OKE/OIS legal team, coordinate the legalisation and authorisation of all necessary documents as is required by the relevant governing bodies in Kenya and other related statutory requirements.

Board Meeting Coordination

• Schedule and coordinate all aspects of board meetings, including securing meeting venues, sending out invitations, and preparing meeting materials.
• Ensure timely distribution of necessary documentation, reports, and presentations to board members.
• Assist in the preparation of meeting agendas and take accurate minutes during board meetings.
• Manage effective contacts and relationships with Board Members, including arranging travel, expense reimbursements, and meeting logistics.
• Develop strong relations with the board members and efficiently coordinate different board committee meetings.

Communication Liaison

• Act as the primary point of contact for board members, facilitating communication between board members and the executive leadership.
• Coordinate correspondence, emails, and other pieces of communication on behalf of the board and the Executive Director.
• Maintain confidentiality of sensitive information related to the board and the Executive Directors office.
• Provide liaison services to donors, government officials, and other relevant partners on behalf of Oxfam Kenya and the Executive Director.

Record-Keeping and Documentation

• Maintain accurate records of board meetings, resolutions, senior management meetings and related official documents.
• Organize and manage electronic and physical filing systems for board-related materials and the senior management team.
• Support the preparation and distribution of board-related reports and presentations.

Support Strategic Initiatives

• Collaborate with executive leadership and board committees to support the implementation of strategic initiatives and projects.
• Conduct research and compile data to support decision-making processes and strategic planning efforts.
• Assist in the preparation of reports and presentations for board meetings and strategic planning meetings.

Administrative and Logistics Support

• Provide general administrative support to the executive leadership and other members of the organization as needed.
• Assist in the coordination of special events, retreats, and other board-related activities.
• Perform other duties and responsibilities as assigned by Executive Director.
• Coordinate logistics for key meetings related to the affiliation process, ensuring effective communication and documentation.
• Liaise with key stakeholders involved in the affiliation process to ensure alignment and collaboration.

Knowledge and Information Management

• Provide regular progress reports and project updates to the Executive Director and key stakeholders.
• Manage all information effectively to support decision-making and information sharing.
• Contribute to the continuous improvement of affiliation-relevant processes and tools.
• Capture, document, and share best practices and learnings from the affiliation process with relevant stakeholders.

Person specification

Most importantly, every individual at Oxfam needs to be able to:

• Live our values of INCLUSION, ACCOUNTABILITY, EMPOWERMENT, COURAGE, SOLIDARITY and EQUALITY
• Ensure you commit to our ORGANIZATIONAL ATTRIBUTES (including adhering to the Code of Conduct).
• Be committed to our feminist principles, and to applying them in your day-to-day behaviour and your work. Be ready to keep learning, with accountability to those who experience oppression as a result of their identities, such as their gender, race/ethnicity, disability, class, or LGBTQIA identity.”
• Be committed to undertaking Oxfam’s safeguarding training and adhering to relevant policies, to ensure all people who come into Oxfam are as safe as possible.

Technical skills, experience and knowledge

• Bachelor’s degree in a relevant field (e.g., International Development, Business Administration, Project Management etc) and a minimum of 7 years of related experience providing direct executive support to a senior manager preferably in a non-profit environment, supporting governance and executive structures.
• Sound working knowledge of managing a senior executive’s calendar, scheduling, and preparing for meetings.
• Good knowledge of acting as an executive’s gatekeeper and able to work under pressure.
• Impressive relational skill – able to support the management of an executive’s direct reports, donors, and related stakeholders both internal and external.
• Excellent oral and written skills – able to learn quickly.
• Previous experience in project coordination, preferably within the development sector.
• Strong organizational and coordination skills, with the ability to manage multiple tasks simultaneously.
• Proactive problem-solving ability and a high level of attention to detail.
• Excellent communication and interpersonal skills, with the ability to work effectively with diverse stakeholders.
• Proficiency in information management and use of relevant software tools.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
• Ability to work effectively in a fast-paced and changing environment.
• Ability to work without close supervision and to follow verbal and written instructions.
• Discretion and confidentiality in handling sensitive information.
• Professional demeanour and the ability to interact professionally with board members, executives, and staff at all levels.

The Partnerships Coordinator is responsible for strategically coordinating local partners. The Partnership Coordinator has the overall responsibility to oversee the tools and process flow for partnership management within Oxfam ’s partnership portfolio by ensuring that partners conform to and are in alignment with the national and global tools and processes.

Capacity Assessment

• Support and conduct a partnership mapping while supporting other projects in other Oxfam operational locations.
• Lead on the development of project partnership assessments for the new partners (as well as others) as per the OGB approved minimum requirements, and development of partner contracts.
• Lead on the development of the partner contracts (and related annexes), ensuring a shared change goal for the joint and a broader and evolving partnership.
• Support with partners assessment reports where new partners shall be identified.
• Collaborate with the program quality team to undertake review of the current partnership work. – appreciating the context, the successes, challenges and areas that requires improvement.

• Draft and update project Partnership Development Plans projects within Oxfam’s portfolio which includes organizational and technical capacity building according to the needs of each partners.
• Ensure all partners benefit from capacity development on safeguarding and gender minimum standards in emergencies.

Project Management and capacity support

• Lead on the organisation of inception-kick off meetings and the development of workplans, spending plans, and procurement plans for partners. Oversee all due diligence, assessments and compliance issues in coordination with the field teams and Finance Manager.
• Support partners in assessing risks and opportunities of collaboration, assessing capacities in terms of strengths and gaps to meet objectives.
• Develop and elaborate a plan for partnership monitoring (including budgets) and carry out regular monitoring visits to partners (thematic, organizational, financial areas).
• Ensure that the partnership complaint mechanism is integrated in the country office’s existing mechanism, including a Safeguarding reporting mechanism to allow for full accountability.
• Support strengthening of Oxfam’s partners’ internal controls, the capability to utilise grants and maintain an adequate management and information system in order to increase accountability and the timeliness, quality and reliability of reporting.
• Work closely with the MEAL department to ensure that partners are supported to build effective monitoring systems for the programme and staff and carry out regular monitoring visits to partners (thematic, organizational, financial areas).
• The PC will have access to internal tools related to partnerships and capacity building, including; capacity assessment, OXFAM’s capacity building toolkit; OXFAM’s operational capacity building assessment tools; OXFAM’s partnership strategy;
• Conduct consultations with technical program staff involved in the technical capacity building process whenever related support is required.

Partnership Management

• Work closely with the Oxfam program teams to ensure that they have the knowledge and skills to work with partners –sharing tools and guides to help standardise the way that we work.
• Coordinate the involvement of all staff in ongoing support to partners and in reporting obligations.
• Support and coordinate efforts of Oxfam Kenya with regard to the management of partnerships.
• Lead on the day-to-day communication and follow up with all project partners to ensure quality and timely implementation.
• Ensure that Oxfam Kenya has an updated and responsive strategy and plan for addressing key opportunities and challenges of the partners.
• Advise senior management teas on areas of high risk to Oxfam Kenya or partners, particularly concerning security.
• Ensure the quality of partnerships through effective coordination, relationship management and sustaining the delivery of quality capacity building support.
• Use ongoing checks to ensure that all Oxfam Kenya and partner staff are pleased with the partnership and that mechanisms exist to address emerging challenges.
• Regularly consult with Oxfam Kenya and Partner staff in producing comprehensive and informative reports that inform the country programme.
• To inspire and energise the programme team, and to champion positive and innovative ways of working to promote a learning environment on working with partners.

Person specification

Most importantly, every individual at Oxfam Kenya needs to be able to:

• Live our values of INCLUSION, ACCOUNTABILITY, EMPOWERMENT, COURAGE, SOLIDARITY and EQUALITY.
• Ensure you commit to our ORGANIZATIONAL ATTRIBUTES (including adhering to the Code of Conduct).
• Be committed to our feminist principles, and to applying them in your day-to-day behaviour and your work. Be ready to keep learning, with accountability to those who experience oppression as a result of their identities, such as their gender, race/ethnicity, disability, class, or LGBTQIA identity.”
• Be committed to undertaking Oxfam’s safeguarding training and adhering to relevant policies, to ensure all people who come into Oxfam are as safe as possible.

Professional/Technical qualifications

• Postgraduate degree in Social Sciences, Project Management, Development Studies, or related field.
• At least 5 years’ experience in a similar role.
• Excellent coordination skills.
• Excellent communication and interpersonal skills.
• The ability to work under pressure and prioritise work to meet tight deadlines.
• The ability to design and facilitate training processes for different partner skills levels.

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KEY HUMAN RESOURCE RESPONSIBILITIES

HR Systems

• Manage, maintain and update the staff leave database.
• Support the HRBP on eArcu system administration.
• Oversee the maintenance of the virtual and manual staff human resources filing which includes human resources documents.
• Ensure that all HR documentation (paper and electronic) is consistently maintained and archived in line with Oxfam’s data protection policy. Follow up and inform relevant stakeholders on missing information and/or incomplete staff files.
• Manage the HR Folder in the ‘O’ Drive, by conducting regular reviews of the HR folder to ensure that all information and forms are up to date and shared information is accurate and stored in a proper manner, e.g. contracts, leave balance report, sickness and medical reports.
• Manage the updating of staff details with the WIBA insurance cover providers in terms of leavers and joiners.
• Give alerts on end of probation reviews when they are due and also the termination or renewal of staff contracts.

 Recruitment and Selection

• Ensure that all recruitment documents are filled and filed appropriately.
• Support the recruitment processes by ensuring applications and interview pack documents are placed in the right folders, preparing interview packs, contacting candidates and sending regrets.
• Change candidate status in eArcu after recruitment is complete and ensure that all applicants are given feedback either online or offline and job vacancies are closed on eArcu after recruitment is finalised.

 Leave Management

• Focal point person for leave management and will coordinate the collation of absence, leave statistics and sickness reports.
• Manages staff holidays, sickness absences, TOIL and any other attendance related issues.
• Promptly retrieves and files leave forms.
• Compile leave status report per business unit every 3 months to share with HRBP for management decisions.
• Understand and explain absence policy to staff as and when required.

Payroll

• Provides the People and Culture Manager with payroll information on new starters, leavers and changes/amendments to terms and conditions of employment.
• Supports with payroll in HRBP’s absence.

Safety

• Collate monthly health and safety report by the 1st of every month and share with HRBP.
• Share health and safety materials as advised and support HRBP in the implementation of the health and safety policy.
• Enforce Safety Policies by ensuring that safety procedures and requirements are upheld.
• Conduct Audits and Inspections through routine workplace safety inspections to identify potential hazards, along with observing workers to ensure they’re following safety procedures while on the job.
• Perform safety audits as per organization policy and compliance requirements to keep the safety program on track and avoid potential fines.
• Investigate Accidents by figuring out why an accident occurred and what needs to happen to prevent similar accidents in the future.
• Ensure Compliance standards set forth by OSHA and any changes to these standards over time.
• Ensure that all required OSHA (Occupational Health and Safety Act) posters are visible in the organization and up to date with the latest information.
• Train Employees on OSHA standards.

 Medical

• Responsible for timely and regular reconciliation of medical invoices and ensuring that invoices are promptly collected from the reception and medical providers are paid in time by sharing the medical invoices payment schedule with finance by the 15th of every month.
• Ensure employee medical records are up to date and that arrangements are made for any medical treatment that is required.
• In charge of facilitating payment of staff medical claims by inputting claims into GOLD, following up on relevant signatures and submitting to finance for reimbursement.
• Facilitate pre-employment medical assessment for new staff.
• Ensure all new staff and their dependants are added to the staff list and shared with all medical service providers.
• Regularly update the medical service providers list on O: drive

 Staff on boarding and exit

• Ensure that all relevant departments are notified in advance re email account set up, access card activation and inclusion in the security communication tree.
• Follow up with new employee for passport size photos and give to Logs & Admin Assistant to prepare necessary cards (access card and dependents medical cards).
• Receive the applicable cards (MSH and dependents cards) for all leavers.
• Support staff exit process by sharing leave balance with applicable persons for inclusion in Leavers Financial Checklist.
• Regularly update organogram.
• Undertaking any other task at the direction of the HRBP.
•  Focal person in the absence of the People and Culture Manager.

Person specification

Most importantly, every individual at Oxfam Kenya needs to be able to:

• Live our values of INCLUSION, ACCOUNTABILITY, EMPOWERMENT, COURAGE, SOLIDARITY and EQUALITY.
• Ensure you commit to our ORGANIZATIONAL ATTRIBUTES (including adhering to the Code of Conduct).
• Be committed to our feminist principles, and to applying them in your day-to-day behaviour and your work. Be ready to keep learning, with accountability to those who experience oppression as a result of their identities, such as their gender, race/ethnicity, disability, class, or LGBTQIA identity.”
•  Be committed to undertaking Oxfam’s safeguarding training and adhering to relevant policies, to ensure all people who come into Oxfam are as safe as possible.