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Project Assistant -Subject to Confirmation of funds , Comprehensive Education Project
Plan International Kenya Strategy statement
Plan International Kenya’s strategic goal in the next five years is to end teenage pregnancies and end gender-based violence against adolescent girls and young women. We aim to help create an enabling environment where girls and young women are safe, valued, equally cared for, and have equal opportunities. PIK will contribute to the global strategy by aiming to reach approximately 3 million (tbc) girls and Young Women directly over the period of the strategy 2022-2026 and to reach additional beneficiaries through its interventions.
Kilifi County/GANA Community Comprehensive Education Project is an integrated project working across the pillars of Education, Health Care, Food & Nutrition, Clean Water & Sanitation and Income training & generation (promoting the culture of local savings groups).
The Project Assistant is responsible for the conceptualization, development and execution of the project activities in line with the approved grant within Migodomani and Kimbule areas of Ganze Sub-county and Mikuluni in Kauma sub-county in Kilifi county. The role will ensure that all the project activities and outcomes are aligned to realizing Plan International Country Strategy. The responsibilities also include the implementation of the project design, and monitoring and reporting on the progress of the project activities. The incumbent will be accountable for monitoring and management of the project budget. Additionally, the role will require strengthening the safeguarding of children’s procedures in project areas and will require liaising with other project teams to ensure synergy and integration of project interventions. The job holder will manage a multi-million-shillings Project and must be abreast with donor regulations, environment and reporting.
To realize and sustain the quality and impact of the Kilifi County/GANA Community Comprehensive Education Project within Migodomani, Kimbule and Mikuluni areas of Kilifi County, in relation to enhancing household resilience, improved nutrition, good health and provision of a safe and engaging school environment where children can learn, play and receive a healthy balanced meal. The role will take the lead in strengthening community-based child protection systems to ensure children, especially girls are protected from the impacts of climate change and any form of abuse. It ensures inclusive and gender-responsive plans for strengthening the primary school environments and surrounding communities, which includes Household Economic Strengthening (HES) while forming/working with predominantly women-led Village Savings and Loan Association (VSLA) groups.
The Project Assistant will therefore provide key inputs into plans, proposals, program designs, activity implementation and monitoring and evaluation. He/she will build the capability in their field of expertise of Plan’s staff, BoMs, communities, women-led groups and partners.
Management scope, Reporting lines, Key relationships
Reports to Project Coordinator
Direct reports – None
- Project Coordinator
- Country Management Team members
- Director of Program Strategy, Development, and Innovation
- Technical Advisors
- Functional departments Heads at KCO
- National Offices
- Line Ministries e.g. Agriculture, Gender, Education, Youth, Health etc.
- County Government
- Partners organizations including public and private institutions
- Civil society organizations
- Youth organizations
- Migodomani, Mikuluni and Kimbule Primary schools
Level of contact with children
High level: Frequent interaction with children.
- Typical office environment with (80%) travel to communities, project sites and partners.
- The incumbent will be required to use a motorbike for frequent visits to the field sites for project visit, meetings and implementation.
Accountabilities and Main Work Activities
Planning, strategy and policy (10%)
- Ensure the project work directly contributes to the outcomes for girls and young women are realized and that girls take lead in advocating for their rights
- Ensure compliance with relevant donor policies, contracts, and agreements.
- Influencing stakeholders and duty bearers to enactment and enforcement of policies relevant to Plan work.
- Ensure correct and appropriate branding and media coverage at all times during project implementation while working in contact with the Communications Manager and Country Director.
Programme and project design and influence (20%)
- Enhance realization of children and girls’ rights through design and implementation of gender-transformative project interventions.
- Mobilize and organize start-up meetings for the new project to guarantee a joint understanding among stakeholders on project objectives and expectations.
- Promote the realization of set targets and quality outcomes.
- Enhance gender mainstreaming in the project cycle
- Enhance community participation in the project planning, implementation and monitoring
- Mobilization and inclusion of children and vulnerable groups in the project
- Develop monthly activities and budget plans to be implemented as per the approved work plan and ensure that all activities are on track with appropriate scheduling, quality and timelines
- Build relationships with relevant staff to ensure all logistics and procurement processes are in conformity with Plan policies, procedures and standards
Working in Partnership and resource mobilization (15%)
- Lead relationships and represent the organization in project strategic network technical meetings and establish and maintain strong networks and partnerships at sub-county and county levels
- Promote active engagement and participation of communities, teachers and children in Project activities.
- Maintain a high level of external communication/contact with the community, County, and Project Stakeholders (Education, Agriculture, Health, BoM). This is to facilitate the implementation of the project activities effectively.
- Promote sensitization of stakeholders and partners on Plan’s policies, strategies, procedures, values and behaviors.
- Coordinate with other NGOs, and local and private sector players working within the operational areas to expand opportunities for partnerships.
- Engage and influence key duty bearers towards the realization of children’s rights in project communities.
- Facilitate access to relevant and accurate information on the project to stakeholders including the government officers, schools, parents, and children.
- Coordinate closely with colleagues at Plan International USA, keeping them abreast of project implementation and management as well as liaising with them on activity planning, reporting, budgeting, etc.
Quality improvement and standards (20%)
- Ensure timely and effective implementation of programs according to approved project outlines and approved monthly activity and budget plans.
- Monitor the progress of project implementation and propose to PC corrective actions.
- Promote evidence-based programming through data gathering and dissemination with wide consultation of target beneficiaries and other stakeholders.
- With the support of PC and M&E, enhance learning and knowledge management through documentation and profiling of Plan’s work.
- Ensure community, teachers and children participated in the project planning, implementation and monitoring
- With the support of M&E and PC, maintain a beneficiary tracking system in line with monthly and quarterly reporting tools.
- Develop quality and timely reports in accordance with donor guidelines and procedures. This includes (activity reports, monthly, quarterly and annual) in line with the laid down requirements and Plan standards.
- Contribute to documentation and sharing of best practices with all stakeholders for learning and sustainability beyond the project phase.
- Work with relevant staff to ensure all logistics and procurement processes are in conformity with Plan policies, procedures and standards.
- Mobilize for and organize joint reflection sessions at Sub County and/or County level
Financial Responsibility (15%)
- Develop and regularly update annual, quarterly and monthly project implementation plans and budgets.
- Monitor expenditures to promote prudent budget management and adherence to the approved budget.
- Promote compliance with relevant donor policies, contracts, and agreements.
- Preparation and submission of accurate and timely financial reports according to donor regulations.
- Review expenditure reports on a monthly basis and submits report to PC.
- Ensure a successful closure of the project once it has been completed.
Capability building and People Management (10%)
- Identification, engagement and capacity development of partners to support project implementation.
- Promote a good team working environment in accordance to Plan’s purpose and values.
- Support performance management of the Project Assistant and create an environment for personal development.
- A support project team including partners at both institutional and Community level and continuously identify opportunities for learning and change.
Risk Management (5%)
- Identify and manage project risks
- Promote compliance with Plan Kenya and donor requirements and regulations in project implementation
- Report possible project risks to Plan International USA colleagues in a timely and transparent manner.
Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI) 5%
- Understands and puts into practice the responsibilities under Safeguarding and GEI policies and Plan International’s Code of Conduct (CoC), ensuring that concerns are reported and managed in accordance with the appropriate procedures.
- Leads the orientation of programme staff to ensure that they are properly inducted on and understand their role in upholding Plan International’s safeguarding and GEI policies;
- Ensures that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in project design, during implementation and as principles applied in the day-to-day work of Programme team;
- Ensures that Plan Kenya contributes to Plan International’s global efforts to ensure safeguarding and GEI, including making sure that relevant reporting and data are submitted.
- Courageous in taking a lead, focussed on Plan International’s purpose and making the most effective contribution within my own work context.
- Behaves in line with our values and safeguarding practices, inside and outside work.
- Challenges own attitudes, unconscious bias and behavior and speak up when they see wrongdoing, especially by those who use their power over others to create fear or abuse.
- Understand and adhere to the policies, processes, practices and standards relevant to own work and keeps their knowledge and skills up to date.
- Honest and efficient in the use of resources, including own time.
- Takes responsibility for own performance and development: reflecting; seeking and listening to feedback; learning from mistakes; finding people or resources to help them learn.
- Constructive and optimistic in facing setbacks, challenges and change, using own initiative to analyze issues and improve things.
- Good team player, communicating effectively and being open and supportive towards those around them.
Business Management competencies
Are aware of the values and the global strategy and understand why Plan International’s purpose is so important in advancing children’s rights and equality for girls globally. Understands and applies the principles of safeguarding and protection of the vulnerable populations with which Plan International works.
- Child and Youth Safeguarding and Protection: Understands their safeguarding responsibilities in accordance with the global policy. Work actively to safeguard the rights of children and young people
- Gender, equality and inclusion: Understands and can identify the causes of gender discrimination, exclusion and inequality.
- Works in accordance to the policies and procedures relevant to their role and responsibilities.
- Understands relevant sectoral context including how the sector operates in terms of funding and governance and awareness of Plan’s purpose, values, and global strategy
- Manages legal and reputational risk including risk assessment, communication, risk management and reporting in full compliance with risk-related standards, including in areas such as Child and Youth Safeguarding and Protection, Gender equality and inclusion, Counter Fraud, Safety and Security
- Managing activities and resources including skills in strategic thinking, planning and organizing, financial planning and monitoring, negotiation and programme and project management
- Managing people and information including skills in assessment and coaching, evidence-based management, communication skills, both speaking and writing and digital working, including personal digital skills. Uses the personal development tools available.
- Programme and project management: Aware of the programmes that Plan International delivers directly and through partner organisations.
Technical competencies for Technical Professional roles in Plan International to be applied in relation to the geographical scope and context of the role and its field(s) and specialism(s):
Understands fundamental issues and root causes: Using rigorous evidence and analysis to make choices and drive change over different time scales, short term and long term
Understands key programme and influence principles: Understands the rationale for and practical implications of being rights-based, gender transformative, participatory, working in partnership; evidence-based and working to strengthen civil society.
Understands a range of strategies and approaches: The linkages between resilience and climate change adaptation and potential response options such as social protection and safety nets; protection; education; health and livelihoods
Strategies, methodologies and approaches to effectively mitigate the effects of risk to disaster
Analyses issues and evidence in context – Builds the evidence base by analysing issues in their context, using appropriate methods and relevant data sources
Designs effective programmes and projects Designing and using and contingency planning methodologies.
Supports partnering and resource mobilisation by developing mutually beneficial partnership relationships and making a significant contribution to writing proposals relevant to disaster resilience.
Builds capability in disaster resilience, understanding the roles and responsibilities of national governments and actors, NGOs/CSOs, diaspora and private sector in strengthening resilience and reducing the risk of crises, and how to engage with such actors
Adapts work to context: Understanding coping mechanisms of local populations, particularly children, adolescents and youth, and how gender dynamics influence them
Shapes strategy, policy, standards and plans clearly aligned with relevant priorities and stakeholder interests and based on rigorous internal and external evidence
Designs effective programmes and projects with clear and measurable objectives contributing to overall outcomes, appropriately resourced, mainstreaming gender and inclusion and participatory approaches, and engaging with and influencing relevant actors and stakeholders.