Project Administrator ICS-Migori

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 to a 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 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 through out 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 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 expected code of conduct, safeguarding policy and child protection policy. Manage disciplinary issues and ensure they are documented and 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.

Other duties as requested by the line manager.