Vacancies at MOMBASA COUNTY GOVERNMENT

VACANCY

The Mombasa County Public Service Board is looking for suitable qualified and competent persons for the following positions in the Sub County Administration.

1. Sub County Administration Coordinator (1 Post) –JG ‘S’
2. Deputy Director Administration/Logistics (1 Post) – JG ‘Q’
3. Civic Education Assistant (2 Posts) – JG ‘N’
4. Monitoring and Evaluation Assistant (2 Posts) – JG ‘N’
5. Assistant Director Operations (1 Post) – JG ‘P’
6. Coordination Assistant (2 Posts) – JG ‘N’
7. Assistant Director Communication (1 Post) – JG ‘P’
8. Senior Information Officer (1 Post) – JG ‘N’
9. Information Officer (1 Post) – JG ‘M’
10. Sub County Administrator (3 Posts)- JG ‘Q’
11. Procurement Assistant (1 Post) -JG ‘N’

Mandatory documents required for the application

The application letter should clearly state the position applied for and ensure the listed clearance certificates below are upto date.

Hand delivery applications can be delivered to the Mombasa County Public Service Board office, Betting Control Building, 1st Floor, opp. Swahili Culture near Mombasa Hospital on or before 27^th July, 2016. All applications should clearly indicate the position applied for on the envelope and cover letter.

1. C.V.
2. Copies of relevant academic and professional qualifications.
3. KRA Compliance certificate
4. HELB clearance Certificate
5. Certificate of Good of Conduct from the Kenya Police department.
6. EACC clearance certificate.
7. Confirmation of Kenyan citizenship. (National ID / Passport).

1. SUB COUNTY ADMINISTRATION COORDINATOR-ONE (1) POST –

   JOB GROUP ‘S’

Serve as the Executive administrative assistant to the County Governor. Relieve the executive of routine administrative tasks and ensure smooth and effective administrative operation of the department. Set daily priorities based on knowledge of the overall functions of the department.

DUTIES AND RESPONSIBILITIES

• Plan, initiate, and manage administrative activities and processes for the assistant directors in the various departments of the Sub county Administrators office.
• Maintains administrative workflow by studying methods; implementing and developing reporting procedures.
• Creates and revises systems and procedures by analyzing operating practices; studying utilization of resources; evaluating personnel and requirements; implementing changes.
• Develops administrative staff by providing information, educational opportunities, and coaching.
• Resolves administrative problems by analyzing information; identifying and communication solutions.
• Maintains rapport with departmental staff, the community, and sub county/ward administrators by arranging continuing contacts; researching and developing new services and methods; setting priorities; resolving problem situations.
• Maintains suggestion system by directing and controlling administrative aspects in accordance with County directives.
• Provides information by answering questions and requests.
• Maintains continuity of work operations by documenting and communicating needed actions to management; discovering irregularities; determining continuing needs.
• Respond to non-technical inquires and administrative issues.
• Serve in a project supervisory role as assigned by the County or official body.
• Prepare and/or review correspondence, reports, charts, spreadsheets and other related materials.
• Attend meetings and conferences in your capacity as the Sub County Administrative Coordinator relaying pertinent information where needed.
• Coordinate meetings and conferences relating to departmental matters.
• Oversee and ensure Sub County/ Ward Administrations adhere to policies and guidelines set by the county government.
• Respond in person, via telephone or in writing to inquiries directed to Sub County level that may not require the attention of the governor.
• Follow up on the behalf of the Governor on Sub County level issues to ensure timely response or action.
• Perform related work as required.
• Completes administrative projects by identifying and implementing new technology/measures and resources; redesigning systems; recommending re-deployment of designated resources /staff.
• Accomplishes department and County mission and vision by completing related results as needed.
• Interacts with the public and others outside the work unit to obtain and provide information and
• Assistance in a variety of circumstances. Screens and Responds to inquiries and complaints; provides Information on policies and procedures.

   REQUIREMENTS FOR APPOINTMENT

• Bachelors Degree in Business Administration or management or a full professional qualification Procurement
• A Masters Degree will be an added advantage
• Demonstratable ability to lead and manage staff
• Excellent analytical, problem solving and organizational skills
• 5-7 years of related administrative support experience or an equivalent preferably in a Government office.

2. DEPUTY DIRECTOR ADMINISTRATION /LOGISTICS – ONE (1) POST -JOB GROUP ‘Q’

DUTIES AND RESPONSIBILITIES

• Develop and implement effective administration policies and procedures. Review and update the procedures as required.
• Oversee the annual budget preparation for the department and present for management approval; monitor and control the administration budget;
• Oversee the management of all property (excluding energy Plants and networks) management services including the building cleaning and security, maintenance and repair and furniture and fittings.
• Responsible for the allocation and furnishing of office space.
• Supervise and review the performance of outsourced property managers and suppliers.
• Manage planning and implementation of logistics, including coordination with Project Managers and Project Developers.
• Participate in the development of logistics policies and procedures in line with the procurement policies and strategic objectives of the organization.
• Coordinate the logistics of material and equipment
• Oversee general administration services, and ensure the provision of a conducive working environment.
• Oversee the management of the registry.
• Supervise and manage the performance and development of staff in the department in line with the county government’s goals, objectives, policies and regulations.

REQUIREMENTS FOR APPOINTMENT

• Bachelor’s Degree in Business Administration or management or a full professional qualification Procurement
• At least 6 years of experience in an Administration role, 2 of which should be at management level.
• Demonstratable ability to lead and manage staff
• Proficient in standard logistics software
• Excellent analytical, problem solving and organizational skills
• Ability to work independently and handle multiple projects
• BS in Business Administration, Logistics or Supply Chain
• Good leadership, communication and teamwork skills.
• Good computer skills including Microsoft Word and Excel
• Must be a proactive self-starter and have ability to work with a minimum of supervision.
• Must be able to analyze problems encountered during work activity and recommend solutions.
• Must be able to manage time effectively to complete daily assignments

3. CIVIC EDUCATION ASSISTANT – TWO (2) POSTS – JOB GROUP ‘N’

DUTIES AND RESPONSIBILITIES

• Planning civic educational programmes
• Establishing new community initiatives
• Liaising with relevant community groups and organizations
• Maintaining records and writing plans and reports
• Preparing and submitting funding applications
• Undertaking outreach work
• Facilitating self-help community groups

REQUIREMENTS FOR APPOINTMENT

• Good interpersonal, teamwork, problem-solving and communication skills are essential, as is a mature, confident, patient and resilient disposition.
• Ability to work with people in disadvantaged situations and limited funding and resources
• Be a holder of a Bachelors degree in sociology, social work/policy, community studies, communications, public administration or social science or equivalent qualification from a recognized institution in Kenya with at least three (3) years working experience in administration/management in a public or private sector;

OR

• Be a holder of at least a relevant Diploma i.e sociology, social work/policy, community studies, communications, public administration or social science or equivalent qualification from a recognized institution in Kenya;
• Working experience of not less than five (5) years at middle level management/administration;

OR

• Post secondary education/certificate with at least seven (7) years experience in administration/management in a public or private sector.
• Teaching and adult education qualifications can be an added advantage.

4. MONITORING & EVALUATION ASSISTANT – TWO (2) POSTS – JOB GROUP ‘N’

DUTIES AND RESPONSIBILITIES

• Providing technical guidance and direction for, and review of M&E activities and the resulting deliverables, including reports.
• Serve on evaluation assignments as Team Leader or technical expert.
• Inform and develop M&E approaches and strategies as required, and work being implemented.
• Develop methodology, tools/protocols, and implement key informant interviews and focus groups.
• Contribute to developing tools for managing evaluation data for visualizing the data.
• Write evaluation reports in accordance with the sub county evaluation policies and standards.
• Oversee and provide guidance to evaluation teams.
• Manage and oversee all contractual reporting requirements for assigned projects.
• Conduct research and intelligence gathering to obtain information on priority areas.
• Develop and strengthen monitoring, inspection and evaluation procedures.
• Monitor all project activities, expenditures and progress towards achieving the project output.
• Recommend further improvement of the logical frame work
• Monitor the sustainability of the project’s results.
• Suggest strategies to the Project Management for improving the efficiency and effectiveness of the project by identifying bottlenecks in completing project activities and developing plans to minimize or eliminate such bottlenecks.
• Participate in annual project reviews and planning workshops and assist the Project Manager in preparing relevant reports.
• Support monitoring and evaluation of the effects and impact of the project.
• Assist the project personnel with M&E tools and in supporting them in their use.
• Organize and conduct training on M&E.
• Preparing monthly and quarterly reports on project progress based on MIS reports on project activities.
• Develop M&E system for the Project and for the government counterpart/stakeholders.

REQUIREMENTS FOR APPOINTMENT

• Undergraduate degree is required from a recognized institution in Kenya with at least three (3) years working experience in administration/management in a public or private sector;

OR

• Be a holder of at least a Diploma from recognized institution in Kenya with working experience of not less than five (5) years at middle level management/administration;

OR

• Post secondary education/certificate with at least seven (7) years experience in administration/management in a public or private sector.
• Experience with research, including data collection and data management.
• Strong computer skills required. Successful candidates will have an excellent working knowledge of Excel, and have experience using database and data analysis software.
• Familiarity with Monitoring & Evaluation software.
• Excellent oral and writing skills in English and Swahili.

5. ASSISTANT DIRECTOR OPERATIONS– ONE (1) POST – JOB GROUP ‘P’

DUTIES AND RESPONSIBILITIES

• The operations director plays a key role in chalking out the overall operational policy.
• Manage and develop strategic partnerships with third party suppliers and other internal stakeholders.
• Ensure quality, up-to-date documentation exists for all service arrangements.
• Provide input into the divisional strategy with particular focus into opportunities to grow and/or enhance the Service offered.
• Provide leadership and direction to the service management function ensuring appropriate and robust service management in the sub counties and review frameworks are in place.
• Contribute to short and long-term planning and strategy.
• Assist in establishing goals, policies, procedures, budgets and personnel needs.

REQUIREMENTS FOR APPOINTMENT

• A BSc/BA in business administration or management operations.
• Proven experience as an assistant director or other similar positions.
• Experience in performance and operations management.
• Knowledge of relevant regulations.

6. COORDINATION ASSISTANT – TWO (2) POSTS – JOB GROUP ‘N’

DUTIES AND RESPONSIBILITIES

• Provide follow-up support in determining outcomes from individual projects.
• Conducts market research and analyzes data for appropriate outcome and implementation (e.g., surveys, literature reviews, focus groups and questionnaires).
• Responsible for database management for projects related to the department, including but not limited to committee/task force listing, production schedules, research/assessment reports, tracking reports, computer database relationship links and other related project databases.
• Assists Senior Manager in proofing content and routing materials to all related departments project leaders regarding changes to product copy made prior to printing of marketing piece.
• Assist to evaluate program effectiveness to develop improved methods.
• Recruit and select program participants, members, and volunteers using appropriate promotional or marketing methods.
• Develop and schedule program activities in accordance with specifications and funding limitations.

REQUIREMENTS FOR APPOINTMENT

• Be a holder of a Bachelor’s degree in International Relations, management and/or science and technology or equivalent qualification from a recognized institution in Kenya with at least three (3) years working experience in administration/management in a public or private sector;

OR

• Be a holder of at least a relevant Diploma i.e International Relations, management and/or science and technology or equivalent qualification from a recognized institution in Kenya;
• Working experience of not less than five (5) years at middle level management/administration;

OR

• Post secondary education/certificate with at least seven (7) years experience in administration/management in a public or private sector.
• Excellent communication skills in order to network and deal with all levels of government and development partners.
• Demonstrated abilities in leadership and initiative.
• Proficiency in English and Swahili.
• Capability to work interactively with computer systems.

7. ASSISTANT DIRECTOR COMMUNICATION – ONE (1) POST – JOB GROUP ‘P’

DUTIES AND RESPONSIBILITIES

• Develop and implement an integrated, organization ­wide strategic communications plan.
• Oversee, or execute as needed, all copy intended for public consumption to ensure its alignment with the strategic communications plan.
• Curate content and increase audience engagement on social media channels.
• Exercise judgment to prioritize media opportunities, and prepare talking points, speeches, presentations and other supporting material as needed.
• Serve as lead point person on media interactions that help promote and/or impact the sub county office.
• Manage relationships with any communications­ related vendors or consultants.
• Develop internal publications such as newsletters, releases, email announcements, planned publications, on-line, intranet, video, special projects and assignments.
• Create and launch press releases and marketing campaigns.
• Build relationships with professional counterparts in other professional organizations, advocacy organizations and other community organizations through organizational initiatives and jointly-sponsored communication campaigns and programs.
• Respond to public requests for information from members, government agencies, businesses, advocacy groups and other associations.
• Serve as editor for communications materials including news releases, news materials, online content, program announcements and the annual report.

  

REQUIREMENTS FOR APPOINTMENT

• Bachelor’s degree in journalism, communications, public relations or a related field.
• A minimum of 5 years of professional experience in communications and public relations.
• Excellent written and verbal communication skills.
• Demonstrated leadership skills with experience managing individuals, large projects and external vendors.
• Editing, interpersonal, management and organizational skills are essential.
• A proven ability to develop, manage and market a successful communications program utilizing writing, graphic design, event production, web content development and electronic communications.
• An ability to generate creative, original ideas and to independently manage competing priorities in a complex and dynamic environment.
• Competence in software packages such as Microsoft Office Suite and the Adobe Design Suite. Social media experience is also highly desired. Previous experience with web content management, particularly in the open-source environment is valued, but not required.

8.   SENIOR INFORMATION OFFICER – ONE (1) POST- JOB GROUP ‘N’

DUTIES AND RESPONSIBILITIES

• Selecting, managing and acquiring resources – both hard copy and electronic – to meet an organization’s current and anticipated needs;
• Creating and searching databases, cataloguing and indexing materials, scanning and abstracting materials and conducting information audits.
• Developing and managing internal information resources and networks via intranet sites.
• Responding to enquirers’ requests using electronic and printed resources.
• Providing user education via leaflets, websites.
• Publicizing and marketing services, internally and externally, through publicity material, demonstrations, presentations and/or social media.
• Providing training and advice to colleagues and sometimes community on the use of electronic information services managing a range of projects.
• Developing and exploiting multimedia information and presentations.

        

REQUIREMENTS FOR APPOINTMENT

• Bachelor’s Degree in Journalism, Communications, Public Information, or a field related to the work.
• Five (5) years of full-time experience in developing and implementing public information programs, as a writer or editor in the print or broadcast media, or closely related field which provided the knowledge, skill and ability to successfully function in the position OR an equivalent combination of related education and experience.
• Be a holder of a Bachelor’s degree in Journalism, Communications, Public Information or equivalent qualification from a recognized institution in Kenya with at least three (3) years working experience in administration/management in a public or private sector;

OR

• Be a holder of at least a relevant Diploma i.e. Journalism, Communications, Public Information or equivalent qualification from a recognized institution in Kenya;
• Working experience of not less than five (5) years at middle level management/administration;

OR

• Post secondary education/certificate with at least seven (7) years’ experience in administration/management in a public or private sector.
• Strong writing skills required.
• Experience in the public sector or related field desired.
• Experience in website content management and the use of social media for public purposes desired.
• Experience in photojournalism necessary.

9.   INFORMATION OFFICER – ONE (1) POST – JOB GROUP ‘M’

       DUTIES AND RESPONSIBILITIES

• Classifying, collating and storing information for easy access and retrieval.
• Creating and searching databases, cataloguing and indexing materials, scanning and abstracting materials and conducting information audits.
• Writing and editing reports, publications and website content.
• Developing and managing internal information resources and networks via intranet sites.
• Responding to enquirers’ requests using electronic and printed resources.
• Providing user education websites and tours of the library/information room.
• Publicizing services, internally, through presentations.
• Providing training on information platforms managing a range of projects.
• developing and exploiting multimedia information and presentations

REQUIREMENTS FOR APPOINTMENT

• Bachelor’s Degree in Journalism, Communications, Public Information, or a field related to the work.
• Five (5) years of full-time experience in developing and implementing public information programs, as a writer or editor in the print or broadcast media, or closely related field which provided the knowledge, skill and ability to successfully function in the position OR an equivalent combination of related education and experience.
• Strong writing skills required.
• Experience in the public sector or related field desired.
• Experience in website content management and the use of social media for public purposes desired.
• Experience in photojournalism is necessary.

10. SUB COUNTY ADMINISTRATORS THREE (3) POSTS – JOB GROUP ‘Q’

DUTIES AND RESPONSIBILITIES

The Sub County Administrator shall be responsible to the respective Chief Officer for the following:

• Coordinating the management and supervision of general administrative functions
• Developing policies and plans
• Ensuring effective service delivery
• Coordinating developmental activities to empower the community
• Providing and maintaining infrastructure and facilities of public services
• Facilitating and coordinating citizen participation in the development of policies and

plans and delivery of service

• Exercising any functions and powers delegated by the County Public Service Board

REQUIREMENTS FOR APPOINTMENT

• Should be a Kenyan citizen
• Be a holder of at least a Bachelor’s degree in social sciences or Business Administration/Management or comparable qualification form a recognized institution in Kenya
• Working experience of not less than five (5) years in a middle level management/administration in public service or private sector

         OR

• A diploma in Social Sciences or Business Administration/ Management form a recognized institution in Kenya
• Working experience of not less than ten (10) years in management/ administration with public or private sector
• Must demonstrate understanding and commitment to the values and principles as outlined in Article 10 and Article 232 of the Constitution of Kenya 2010
• Demonstrate understanding and knowledge of the national goals, policies and development objectives of Vision 2030
• Proficiency in computer applications
• Good communication and interpersonal skills with strong organizational skills
• Must satisfy the requirements of Chapter Six of the Constitution of Kenya 2010

11. PROCUREMENT ASSISTANT– ONE (1) POST – JOB GROUP ‘N’

DUTIES AND RESPONSIBILITIES

• Planning, managing and coordination of supplies management services for the Office of the Sub County Coordinator
• Ensure implementation of procurement regulations, systems and procedures
• Manage stores and assets
• Monitor and evaluate Supply Chain management processes
• Ensure compliance to procurement Laws and Regulations
• Processing of agenda for the tender committees and assist in the implementation of resulting decisions
• Prepare supplies estimates of expenditure and control of vote book

REQUIREMENTS FOR APPOINTMENT

• A degree in Procurement and Supplies Management or equivalent qualifications from a recognized institution with at least three (3) years working experience in procurement.
• Knowledge and experience of working with ICT equipment in processing procurement transactions.
• A member of KISM and/or CIPS in good and regular standing.