Key Responsibilities

Financial and Fixed Assets Management

• Manage budgets, forecasting, and resource allocation to meet strategic goals.
• Working closely with the Finance team, and programs staff, to prepare monthly cash requests for approval by the Country Manager and subsequent processing
• Ensure timely and quality submission of all donor reports.
• Oversee financial reporting, accounting, and auditing processes.
• Manage the external audit process and ensure timely implementation of audit recommendations.
• Ensure all required audits are carried out on time, in line with RefuSHE internal regulations and donor compliance requirements, and that both external and internal audit recommendations are implemented in a timely manner.
• Manage the external audit process by liaising with the auditors to ensure that all documents and other requirements are in place.
• Oversee the management and tracking of all financial assets within the organization.
• Ensure accurate and up-to-date records of fixed assets and inventory items.
• Maintain systems for asset management and inventory control.

Grants & Budget Management:

• Oversee development and management of grant budgets across all departments
• Monitor and report on grant budget performance.
• Ensure compliance with donor requirements and organizational policies for grant expenditures.
• Prepare and manage the overall organizational annual budget.
• Conduct regular budget reviews and adjustments as necessary.
• Provide financial analysis and reporting to support strategic decision-making.

Bank Account Authority:

• Maintain signature authority for RefuSHE bank accounts.
• Approve financial transactions and ensure proper documentation.
• Ensure compliance with financial policies and procedures for all banking activities.

Operational Management:

• Enhance, develop, and implement operational policies and procedures to ensure efficient and effective operations.
• Improve systems, processes, and best practices.
• Develop and maintain good relationships with vendors and suppliers, and act as the focal person for contractual engagements
• Negotiate contracts to obtain the best pricing.
• Maintain good supply chain management processes, including inventory management and sourcing of suppliers.
• Oversee the Safety and Security of RefuSHE premises, ensuring all Standard Operating Procedures are followed.

Day-to-Day Management:

• Manage day-to-day operations and the finance team and operations department.
• Ensuring that RefuSHE processes remain legally compliant with regulations and standards, and internally implemented policies
• Maintain and enforce health and safety guidelines.

Performance and Productivity:

• Monitor the performance and productivity of employees and teams.
• Provide coaching, training, and feedback to improve performance.

ERP System Management:

• Manage the ERP system functionalities as a super user in Finance & Operations

Internal and External Relationships:

• Develop and manage strong working relationships internally and with external donors and partners.

Staff Recruitment and Development:

• Liaise with HR and the Country Manager in developing job descriptions for new finance department staff positions.
• Ensure approved finance staffing needs are met and capacity enhancement is actioned.
• Contribute to the recruitment process for finance staff and senior staff in other departments.

Qualifications & Skills

Education:

• Bachelor’s degree in finance, accounting, business, procurement or another relevant subject.
• Holder of CPA-K/ACCA/CIPS qualification.
• Member in good standing of the Institute of Certified Public Accountants of Kenya (ICPAK).

Experience:

• 5 years professional experience in finance and operations, including at least 2 years in a supervisory position.
• Experience in a nonprofit setting is preferred.

Position Summary

• The Fundraising Officer will play a critical role in developing and implementing the organization’s fundraising strategy, focusing on grant writing, donor management, and securing funds to support program and operational needs. This role involves identifying funding opportunities, building relationships with donors, managing grant applications, and ensuring compliance with donor requirements.

Key Responsibilities

• Grant Prospecting and Proposal Development:
• Research and identify prospective funders, including foundations, government agencies, and corporations.
• Develop and maintain a grant pipeline to monitor and prioritize funding opportunities.
• Write, review, and submit high-quality grant proposals tailored to funders’ requirements and aligned with organizational goals.
• Collaborate with program teams to gather data, stories, and project details to support compelling grant applications.
• Donor Relations and Stewardship:
• Cultivate and maintain relationships with current and prospective donors through regular updates, acknowledgments, and engagement activities.
• Manage donor communications, including grant reporting, thank-you letters, and project updates.
• Coordinate and implement donor recognition activities to ensure long-term engagement and satisfaction.
• Grant Management and Compliance:
• Monitor grant compliance requirements and ensure that funded projects meet reporting, documentation, and budget requirements.
• Track grant funding, spending, and timelines in coordination with the finance and program teams.
• Prepare progress and financial reports for funders in accordance with grant terms, ensuring accurate and timely submissions.
• Data Management and Reporting:
• Maintain an organized database of funders, prospects, proposals, and grants.
• Track and report fundraising metrics, success rates, and revenue from grants and donor contributions.
• Support impact measurement and donor reporting by collecting data and producing periodic reports.
• Strategic Fundraising Support:
• Assist in developing the organization’s fundraising strategy and annual fundraising goals.
• Identify new fundraising trends and innovations to enhance funding opportunities and income diversity.
• Contribute ideas for fundraising campaigns, events, and appeals to diversify revenue sources.
• Performance Expectations:
• Meet annual fundraising and grant revenue targets.
• Maintain a high level of accuracy in reporting and documentation.
• Enhance donor retention and satisfaction through effective stewardship and engagement.

Qualifications & Skills

• Education:
• Bachelor’s degree in Community Development, Communications, Business, or a related field.

Experience:

• Minimum 2–3 years of experience in fundraising, grant writing, and donor management, preferably within the nonprofit sector.
• Proven success in securing grants from institutional donors, foundations, and/or government sources.
• Effective corporate networking and proven establishment of valuable connections and partnerships to support organizational goals

Position Summary

• The purpose of the HR Assistant is to support the HR and Administration functions by managing recruitment and selection processes, overseeing staff induction, administering payroll and benefits, maintaining staff records, and ensuring compliance with relevant licenses. This role will also provide administrative support and ensure efficient office management. The HR Assistant will act as a liaison between staff, promoting a positive work environment and ensuring the effective use of resources to maintain organizational efficiency and compliance.

Key Responsibilities

• Recruitment & Selection: Assist in the recruitment and selection process to attract competent talent.
• Induction Program: Manage the induction program for new staff in collaboration with department heads and program managers.
• Compensation & Benefits: Administer monthly payroll and manage staff compensation and benefits in liaison with the Finance Department, ensuring timely salary payments and statutory deductions.
• Staff Records: Maintain proper records of all staff contracts and renewal dates, advising HR & Admin Officer in advance of renewals and non-renewals.
• Performance Management: Track staff objective setting, performance appraisals, and leave balances, ensuring supervisors manage these processes within deadlines.
• Personnel Files: Maintain confidential staff personnel files, both physical and online.
• Compliance: Ensure organizational compliance with relevant licenses such as food handling, public health, fire clearance, and OSHA certificates.
• Exit Processes: Review final dues and payments for exiting staff to ensure accuracy and compliance with labor laws and facilitate staff offboarding procedures.
• Staff Support: Serve as a link between supervisors and staff, providing guidance on HR related correspondence.
• Enquiries Management: Monitor the organizational enquiries email address and calls, referring issues to relevant staff.
• Office Management: Oversee reception work, office space allocation, general cleanliness, and ensure an engaging office environment.
• Visitor Management: Manage the flow of visitors, ensuring issuance of badges and security checks.
• Resource Management: Ensure efficient use of resources to keep costs low and ensure workplace safety.
• Utility Bills: Ensure timely submission and payment of utility bills and rent invoices.
• Lease Agreements: Maintain and track lease agreements and service level agreements.
• Asset Insurance: Liaise with the operations officer to keep track of asset insurance and renewal notices.
• Catering Management: Oversee the cooks’ duty roster to ensure timely meal service in RefuSHE Premises.
• Meeting Rooms: Ensure meeting rooms are always ready for use.
• Inventory Control: Create and maintain effective internal controls for equipment inventory and management.
• Administrative Supervision & Coordination: Monitor and supervise administration support staff, manage hygiene, compound cleanliness, and office supplies.

Qualifications & Skills

Education:

• Bachelor’s degree in HR / Diploma in HR, with CHRP I
• Must be a member of IHRM

Experience:

• 0-2 years professional experience in HR & Administration
• Experience in a nonprofit setting is preferred

Position Summary

• The purpose of the Programs Manager role is to ensure that RefuSHE meets the technical and quality objectives of all its programs and grants. This includes working closely with the Country Manager and other Executive team members to oversee grant management, identify areas for improvement, and create strategies to remedy shortcomings in program approaches, and leading a team of program heads. This role also plays a key role in fundraising, by contributing to donor proposals, and in monitoring and evaluation by ensuring that all program teams are actively engaged in continuous assessment of the outcomes and impacts of RefuSHE interventions.

Key Responsibilities

• Program design and implementation:
• Lead high-quality project design and implementation, incorporating project management standards and monitoring and evaluation methods.
• In liaison with the Country Manager and finance and operations coordinator ensure that annual work plans, procurement plans, and budgets for all individual RefuSHE projects/programs are prepared and submitted for approval by program managers/coordinators as per the organizational planning cycle.
• Ensure that project/program implementation is carried out effectively and complies with all relevant organizational and donor requirements.
• Oversee the identification, assessment and strengthening of appropriate program and referral partnerships, including the appropriate application of partnership concepts, tools and approaches.
• Provide oversight of all programs operations and escalate any emerging challenges to the Country Manager for appropriate action/decision making.
• Liaise with communication department in amplifying RefuSHE program activities and visibility.
• Contribute to the design of RefuSHE organizational strategic frameworks and plans, including resource mobilization strategies.Induction Program: Manage the induction program for new staff in collaboration with department heads and program managers.
• Program management and support:
• Ensure efficient and effective functioning of all program operations, including organizing and
• documenting program meetings, and ensuring timely management of performance management
• issues.
• Take the lead in coordinating program activities towards achieving the expected results in accordance
• with monthly, quarterly, and annual work plans.
•  Lead regular ‘burn rate’ monitoring of approved grant and overall project budgets to ensure efficient implementation and alert the senior management team of any areas requiring mitigation.
•  Ensure proper adherence to internal organizational controls and segregation of duties between the sub-functions within the programs department.
• Working closely with support departments (finance, operations, administration, and human resources), oversee the planning and delivery of all general services and logistical requirements of program work in line with established procedures e.g. procurement, storage, transportation and distribution of program items.
• In liaison with the finance and operations coordinator, contribute to the strategic development and management of RefuSHE Kenya Operations by participating in the development of policies, procedures and tools that ensure optimal practice in program operations.
• Report any deviations from agreed program plans and outputs, together with a proposal on the way forward to address these, to the Country Manager for agreement and approval.
• Make continuous assessment of emerging and critical needs and bring to the attention of the Country Manager any requirement for project modification to ensure the well-being of RefuSHE program participants.
• Monitoring and evaluation:
• Ensure all interventions are monitored regularly and timely evaluations are done
• Support the Monitoring and Evaluation assistant in developing and implementing effective program monitoring and evaluation systems and ensure proper management of data by all program teams.
• Together with the Monitoring and Evaluation assistant, draft Terms of Reference for program evaluation and research work to be undertaken by external consultants and submit to the Country Manager for approval.
• Risk Management:
• Provide oversight to coherence of and compliance with the RefuSHE Child Protection Policy and
• ensure that any child protection issues are handled effectively, in liaison with key staff; report any
• emergency cases to the Country Manager.
• Lead program coordinators and other functions in development and periodic review of disaster
• preparedness plans.
• Ensure systems and processes are put in place to identify and manage program risks, including
• updating and reviewing the program risk registers.
• With support from other departmental heads, and adhering to RefuSHE policies, ensure all operational
• risks are adequately identified, assessed, mitigated, and reported.
• Donor liaison and reporting:
• In liaison with fundraising staff, oversee the business development cycle to ensure the development and submission of quality concept notes and proposals as per organizational and donor standards.
• Ensure timely and quality preparation of monthly, quarterly, and annual program/project progress reports to donors and partners, and to the Country Manager for input to Board meetings.
• Participate in donor and partner meetings, and support donor outreach as designated by the Country Manager.
• Participate and coordinate participation by relevant program staff in all planned virtual meetings with donors and US office colleagues.
• Staff supervision and coordination:
• Supervise all program managers and support them in providing adequate supervision to their teams.
• Provide coaching and mentorship to program staff for effective and efficient delivery of program objectives.
• Ensure day-to-day resolution of conflicts between program staff and refer unresolved cases to the HRO and/or the Country Manager for necessary support and action.
• Set, approve, and monitor progress towards annual objectives with each program manager and guide them in doing the same for their teams.
• Undertake bi-annual and annual performance appraisals for program managers according to the set organizational procedures and timelines and guide them in doing the same for their teams.
• Liaise with the HRO and the Country Manager in developing Job Descriptions for new program department staff positions.
• Work with the HRO to ensure that approved program staffing needs are met, and capacity enhancement is actioned to ensure optimal performance within the department.
• Contribute to the recruitment process for program staff and senior staff in other departments as requested.
• Create conducive conditions for learning, including establishing a safe environment for sharing of ideas, solutions, and difficulties within and between projects and departments, and the capacity to detect, analyze and respond quickly to deficiencies to improve overall program impact.
• Additional Responsibilities/ Occasional duties:
• Support program managers and their supervisees to improve their performance by establishing Performance Improvement Plans, as required based on mid-year and annual appraisals.
• Sit in Procurement Committee meetings where the threshold exceeds the appointed committee ceiling defined in the policy.
• Support in financial approvals as a bank signatory and a document reviewer.

Qualifications & Skills

• Education:
• Bachelor’s degree in a relevant subject (e.g. development studies, sociology, Social sciences, monitoring and evaluation).
• Master’s degree preferred.

Experience:

• 5 years professional experience in the humanitarian or development sectors, including at least 3 years in a supervisory position.
• Experience of program strategy development, proposal writing and reporting, and fundraising from institutional donors.

Position Summary

• The Legal Officer will support in delivering essential legal services to refugee clients, especially girls and young women, who are survivors of displacement, violence, and trauma. The role involves assisting with case management, conducting legal research, and liaising with various stakeholders to advocate for the rights of refugees and other vulnerable individuals. The Legal Officer will also provide legal expertise and support for the organization’s functions, management, compliance, and board correspondence.

Key Responsibilities

• Legal Research and Documentation:
• Conduct research on relevant national and international laws, including refugee rights, immigration policies, and gender-based violence statutes.
• Facilitate legal referrals to partner organizations and assist in coordinating support services, such as documentation, psychosocial counselling or medical assistance.
• Assist in monitoring and analysing legal developments that affect refugees in Kenya.
• Prepare briefs, minutes, resolutions and reports, ensuring compliance with legal standards.
• Draft and review legal documents, correspondence, Memorandums of Understanding and contracts for the organization.
• Stakeholder Engagement and Advocacy:
• Liaise with government bodies, UN agencies, and other non-governmental organizations to support case advocacy and coordination.
• Participate in community outreach initiatives, raising awareness of legal rights among refugees and vulnerable populations.
• Represent RefuSHE in meetings, conferences, or legal aid networks, as required, to advance the organization’s advocacy goals.
• Training and Capacity Building for clients and community members:
• Assist in organizing and conducting legal rights workshops for clients, staff, and community members.
• Participate in organizing and facilitating legal awareness sessions for beneficiaries on topics such as their rights, legal processes, and available services
• Design the clinics to include both group sessions and one-on-one consultations
• Support the development of training materials on refugee rights, gender-based violence, and other relevant topics.
• Implement a system for follow-up consultations to ensure participants receive ongoing support for their legal issues.
• Maintain detailed records of consultations and outcomes to track progress and identify any recurring legal challenges.
• Conduct awareness campaigns to inform participants about the availability and benefits of the legal clinics.
• Periodic awareness creation and training staff on organization policies:
• Development of training materials
• Conducting regular training sessions for all staff members, including new hires and existing employees.
• Regularly update staff on any changes or new policies through emails, newsletters, and internal communication platforms
• Implement assessments to evaluate staff understanding of the policies.
•  Contribute to identification of legal and advocacy gaps and corresponding mitigation measures:
• Conduct needs assessments to understand the legal and advocacy needs of program participants and analyse data from needs assessments to pinpoint specific gaps in legal protection, representation, and advocacy effort, where participants’ needs are not being met.
• Formulate strategies to address identified gaps, ensuring they are practical, sustainable, and aligned with organizational goals.
• Propose new initiatives, programs, or policy changes to enhance legal support and advocacy efforts.
• Work with relevant departments and partners to implement the proposed mitigation strategies.
• Ensure that new initiatives are integrated into existing programs and that staff are trained to support these efforts.
• Establish metrics and indicators to monitor the effectiveness of implemented mitigation measures.
• Prepare detailed reports on identified gaps, proposed mitigation measures, and their outcomes, and share findings and recommendations with Interim Country Manager and other stakeholders to inform decision-making and policy development.
• Administrative Support:
• Manage scheduling, correspondence, and record-keeping, ensuring that Interim Country Manager’s calendars are organized and that all communications are handled efficiently.
• Assist in preparing, filing, and organizing Interim Country Manager’s Office documents, ensuring that all they are easily accessible and properly stored.
• Additional Responsibilities:
• Other duties as assigned to support the mission and goals of RefuSHE.

Qualifications & Skills

Education:

• Bachelor’s degree in law, paralegal studies, or a related field; relevant certifications in refugee law or human rights are advantageous.

Experience:

• Minimum 2-3 years of experience in legal assistance, or similar role; experience working with refugees or vulnerable populations preferred.

Knowledge:

• Familiarity with Kenyan legal and judicial systems, international human rights, and refugee law; knowledge of protection frameworks and gender-based violence policies