Latest Recruitment at Marie Stopes

Key Responsibilities

• Assist with day-to-day operations of the HR functions and duties.
• Provide clerical and administrative support to P&D executives.
• Compile and update employee records (hard and soft copies)
• Assist process documentation and prepare reports relating to personnel activities (staffing, recruitment,
• training, grievances, performance evaluations etc)
• Coordinate HR projects (meetings, training, surveys etc) and take minutes.
• Act as a point of contact for employee inquiries and concerns, fostering positive employee relations Assist
• with recruitment processes like coordinate communication with candidates and schedule interviews.
• Assist in the administration of employee benefits, including health insurance, leave management, and other related programs
• Assist in preparation of orientation for newly hired employees
• Assist and maintain updated staff records in filing all staff HR records.
• Assist staff exit processes including exit interviews and hand over of MSK property
• Any other duties delegated by the P&D team members.

Qualifications:

• Diploma or Degree in Human Resource Management or any other related Business Management studies
• At least one year of experience of progressive generalist HR experience or in administrative position
• Fast computer typing skills (MS Office, in particular)
• Excellent organizational skills
• Strong communications skills

Deadline: 10 th May 2024

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Key Responsibilities
Ensure efficient and effective stock management for Channel Teams

•  Verify and track orders for stock and other supplies ensuring that the correct quantities are ordered, distributed and recorded as per agreed forecasts
•  Ensure appropriate Channel reconciliations of all stock delivered to Channel Teams, including reviewing appropriate management of stock cards, triangulation of data with service delivery and other records, and agreed implementation plans
•  Provide the Channel Lead with accurate, relevant and comprehendible data and analyses to inform work plans/budgets

Effective Management of all financial documents

•  Provide support to the Channel in efficient management of all cash and financial transactions, ensuring full compliance with the organization policies
•  Ensure all appropriate documentation for Channel team expenses, advances and reconciliations (including per diems) are submitted correctly, in time and in full compliance with the SOPs
•  Provide feedback on financial expenditures, and proactively identify areas for improvement
•  Ensure Channel receives training on appropriate financial and administrative documentation of all activities; ensure that all individuals have appropriate tools needed for documentation

Lead in provision of accurate and timely reports and improved coordination

•  Coordinate with Channel Team Leaders to produce and analyse monthly performance dashboards and circulate to Head of Channel, SMT and the of Director Programmes & Operations.
•  Develop tools and generate regular reports to track progress against recommendations for quality and operations improvement identified through dashboards, reviews, QTAs and other supervision reports
•  Ensure activity work plans and reports are effectively circulated to all Channel teams as appropriate for effective coordination of activities
•  Support Channel Leads in organizing review meetings, including appropriate documentation of all meetings proceedings, action points, and progress against action points from previous meetings.
•  Maintain a repository of the various Centres staffing plans, leave plans and pre-approved lists of locum personnel

Lead in planning Logistics and processing requests; in terms of locum engagement, travel, hotel booking, vehicle maintenance, supplier’s invoices for Channel teams and Channel Lead.

•  Review locum requests and verify licenses before processing the centre request
•  Review accommodation, travel and conference requests against work plans to ensure all the details are captured correctly
•  Review and raise per diem requests against work plans and ensure timely submission
•  Track hotel bookings and air tickets to ensure they are approved on time and sent out to the suppliers
•  Raise requisitions for hotels, conferences, air tickets, vehicle repairs and maintenance on Tradogram
•  Review and process suppliers’ invoices correctly and on time and forward to relevant parties for approval and payment

Storage of data and information on share drive and support requests for information.

•  Archiving of all centres services’ data and information.
•  Update the share point database
•  Ensure an efficient archiving system that is easily accessible by all team members

Knowledge, skills and attitudes
Qualifications:

•  Degree in Business Management /Administration or related discipline
•  Conversant with latest technologies in procurement system & electronic health records & financial reporting

Skills:

•  Proven experience providing excellent administrative support in a fast-paced business environment/Non-governmental organization.
•  Sound knowledge of Microsoft Office applications including MS Excel, Word and PowerPoint required.
•  Strong verbal and written communication skills.
•  Attention to details; ability to spot inconsistencies in reports and data.
•  Experience editing written communication.
•  Ability to work well with others in team environments, build consensus and drive change.
•  Ability to work in deadline driven environment with competing priorities. 
• Ability to effectively present information and respond appropriately to questions from team members.
• Highly organized and able to multi-task.

Deadline: 2nd May 2024

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Key Responsibilities
Support MSK’s Strategic Communications 80%

•  Develop and implement communication strategies for projects, ensuring alignment with organizational goals and objectives.
•  Develop and maintain communications plan and calendar.
•  Coordinate with project teams to gather information, stories, and updates for communication materials.
•  Create compelling content, including articles, blog posts, and social media posts, to highlight project impact and achievements.
•  Monitor and evaluate the effectiveness of project communications activities and adjust strategies as needed.
•  Identify and document success stories from projects, clinics, and beneficiaries.
•  Work with channel leads and project team to create multimedia materials, including videos, infographics, and case studies, to showcase success stories.
•  Share success stories internally and externally to promote the work of Marie Stopes Kenya.
•  Manage and update the Marie Stopes Kenya website, ensuring content is accurate, up-to-date, and engaging.
•  Work with the Marketing team to implement website improvements and new features.
•  Monitor website traffic and user engagement metrics to inform content and design decisions.
•  Create donor-specific communication materials, including reports, newsletters, and presentations.
•  Coordinate internal communication efforts, including staff newsletters, announcements, and meetings.
•  Manage external communication channels, including social media, press releases, and media relations.
•  Ensure all communication materials adhere to Marie Stopes Kenya's branding and messaging guidelines.
•  Develop and implement strategies to increase brand visibility and awareness.
•  Create and maintain brand assets, including logos, style guides, and templates.
• Missiondriven Client-centred Accountable Courageous Resilience Inclusive
•  Monitor and respond to brand mentions and feedback on social media and other channels. Support MSK’s Advocacy Work 20%
•  Support the development and implementation of advocacy strategies to promote SRHR in Kenya.
•  Engage with key stakeholders, including government officials, civil society organizations, and the media, to promote SRHR.
•  Organize and participate in advocacy events, such as workshops, meetings, and campaigns.
•  Prepare advocacy materials, including briefs, reports, and presentations.
•  Represent Marie Stopes Kenya at external meetings and events related to SRHR advocacy.

Qualifications:

•  Bachelor’s degree in communications, Public Relations, Journalism or related field.
•  At least 3 years of experience in strategic communications, preferably in the non-profit or healthcare sector.
•  Proven experience in project communications, success stories documentation, website management, donor communication, and brand management.
•  Strong writing, editing, and storytelling skills.
•  Proficiency in graphic design software, such as Adobe Creative Suite.
•  Experience with website content management systems (CMS) and analytics tools.
•  Excellent interpersonal and communication skills.
•  Ability to work independently and manage multiple projects simultaneously.
•  Knowledge of sexual and reproductive health issues is an asset.

Skills:

•  High regard for confidentiality
•  Proficient communicator – verbal and written, with exemplary negotiation and presentation skills.
•  Demonstrate creativity & initiative and require minimal supervision.
•  Must be able to assess and prioritize workload in a strict deadline-driven environment.
•  Excellent communicator – both written and spoken
•  High level of attention to detail
•  Skills in preparing and maintaining records, writing reports, and responding to both oral and written enquiries.
•  The ability to interpret, adapt and apply guidelines and procedures.
•  Excellent computer skills
•  Photography and videography skills
•  Graphic design knowledge
•  Team player who accepts constructive criticism and is comfortable with giving constructive criticism.
•  Ability to work flexibly to meet service needs