Project Administrator ICS - Migori

Overview

The Project Administrator will be responsible for Managing the ICS project at the community level, supervising and supporting a pair of volunteer Team Leaders to provide adequate pastoral support to a team of the UK and Kenyan volunteers, and facilitating learning for Team Leaders and Volunteers during placement and post-placement period in Migori.

Responsibilities

Responsibilities:

Project development in the host community

• Develop new/review existing project plans based on evidence generated and in Line with VSO thematic areas of focus.
• Assess and identify partners with co-shared objectives and as guided by ICS and VSO standards.
• Support partners to develop appropriate and relevant project descriptions and activities.

Partners Capacity Building

• Identify support and capacity gaps amongst partners including host homes.
• Provide capacity building for partners including Volunteer Management System (VMS) Training, Host-Homes orientation, Social Inclusion etc.

Volunteer and Team Leaders Management and Support

• Provide adequate support and supervision of volunteers and Team Leader (TLs)throughout the programme.
• Promote and encourage appropriate behaviour and ensure safety and security standards procedures are understood and met.
• Support TLs and volunteers to build effective and enabling relationships with host-country counterparts and adapt effectively toa different culture and working environment.
• Prepare references for alumni and volunteers based on their performance and support volunteers who have to travel home and medical cases.

Facilitation and Training

• Promote learning amongst volunteers on global, cross-cultural and intercultural issues through the delivery of training and learning tools and support youth-led and on-placement training throughout the programme.
• Deliver training using participatory approaches and skills to volunteers, which adequately equip them for their placements.
• Oversee Team Leaders and volunteers ‘induction training including In Country Orientations, In Community Orientations and support to deliver youth-led training and learning activities throughout the programme.

Relationship management and partnership working

• Establish and strengthen partnerships relevant to the realization of project/programme objectives.
• Work effectively with ICS PO and act as a representative of VSO Kenya and partners. Support Host Homes and Placements organizations in promoting learning, cross-cultural engagement and relationship building.
• Ensure that all programme partners and stakeholders are kept regularly informed about the progress of the in-country programmes.

Monitoring and Evaluation and Reporting

• Provide continuous monitoring of planned activities, lead in evaluation activities in the county, compile project reporting, and disseminate reports as appropriate. The monitoring and evaluation role entails.
• Capturing learnings from all volunteers, stakeholders and outcomes in accordance with the overall purpose and objectives of the programme.
• Develop quality team plans, debrief reports, cumulative monitoring tools and project updates. Support volunteers is documenting their learning journeys and case studies.
• Report on any medical, safety and security incidents.

Budget Management

• Ensure proper budgeting, timely budget tracking and check compliance to financial management policies and donor requirements throughout the project period.
• Source and use cost-effective means and measures in the community to ensure value for donor money and quality project.
• Develop monthly work plans with budget projections for the community. Manage the community budget and submit weekly reports to the country office.
• Promote active citizenship amongst the youth
• Provide post-placement support through regular follow-ups, linkages to opportunities as well as engagement in ICS activities, advocacy and leadership elements.
• Provide post-placement support for the Return Volunteers (Action At and Home).
• Support youth in developing and refining social action project proposals.
• Support alumni in implementing social action projects.

Security and safety of volunteers and primary actors and disciplinary management

• Conduct community, partners, host homes and activity risk assessments.
• Review the risk assessments on a quarterly basis and share updated reports with the County People Manager.
• Ensure that medical facilities are assessed and approved prior to use of services.
• Ensure that safety, security, safeguarding and medical incidents are documented and reported to the Country People Manager as stipulated in VSO and ICS incident reporting protocols.
• Ensure volunteers sign the ICS volunteer agreement and are aware of the expected code of conduct, safeguarding policy and child protection policy.
• Manage disciplinary issues and ensure they are documented and the disciplinary process followed as guided by ICS disciplinary procedures.
• Ensure that volunteers, TLs and partners grievances are managed in a professional manner and documented.

Project Administration and Logistics

• Organize project logistics within the community; prepare requisitions for materials; equipment; training venues; and accommodation etc. as required.
• Liaise with Programme Assistant and Logistics Officer for support required outside the community.
• Develop Service Terms of Reference and contracts as needed e.g. for Consultants.

Education

• Bachelor of Education

Additional education

• A bachelor's degree preferably in Education, social sciences and or business development.

• Knowledge and experience on disability rights and inclusion practices.

Experience

Additional experience

• At least 2 years’ experience in project development and management in youth Education/ and livelihood interventions with evidenced participation and impact on the key actors.
• Proven experience working with and providing support to youth from a wide range of backgrounds including People with Disabilities.
• Proven ability to facilitate learning in a non-formal environment.
• Experience in designing and evaluating youth development projects.
• Experience working with youth and their families in education or livelihood initiatives.
• Experience in developing and using monitoring and evaluation tools and participatory methodologies in research and M&E.
• Sufficient experience of working with volunteers to understand the key factors which make volunteer placements viable, effective and rewarding.
• Experience in managing budgets and undertaking accounting procedures.
• Able to develop clear and realistic plans to deliver agreed objectives within deadlines, involving key individuals in the planning process.
• Knowledge of issues which are common to communities in developing countries.
• Experience of promoting learning about development issues.
• Direct and substantial experience of working cross-culturally and able to communicate to a range of audiences and promote sharing and learning between cultures.
• Possession of strong written and communication skills needed for writing reports, publicity materials and corresponding with a wide-range of community members.
• Significant experience of working in a supervisory role. Proven ability to promote self-awareness, learning and development among individuals.
• Experience working with international NGOs.
• Experience working with youth with disabilities.
• Experience in developing and implementing advocacy and campaign strategies.
• Experience working with formal and informal learning institutions on education inclusion programmes.
• Experience in Girls Education programming.

Skills

• Monitoring
• Evaluation

Additional skills

• Team player.
• Flexibility to adapt to new situations, with a positive attitude to working in an international organization with progressive work standards.
• Ability to work effectively as a team member and with minimal supervision.
• Commitment to VSO’s values.
• Willingness and ability to develop an understanding of basic programmatic work within VSO.
• Evidence of openness to learning to improve own performance.

Terms and conditions

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