Program Quality & Reporting Officer – Nairobi, Kenya – Islamic Relief Kenya

Program Quality & Reporting Officer – Nairobi, Kenya – Islamic Relief Kenya

Position: Program Quality & Reporting Officer
Company: Islamic Relief Kenya
Location: Nairobi, Kenya
Type of Job: Full-Time
Reporting to: MEAL Coordinator
Application Deadline: November 15, 2024

Introduction

Islamic Relief Kenya (IRK) is a humanitarian organization dedicated to promoting sustainable development through local community partnerships. Established in 1984 in the UK, Islamic Relief has expanded globally, with IRK operating in Kenya since 1993, initially focusing on orphan sponsorships. Since 2004, IRK has expanded its outreach, establishing multiple offices across Kenya to support marginalized communities with key initiatives, including women and youth empowerment, inclusive education, livelihood projects, and peacebuilding. IRK is seeking a Program Quality & Reporting Officer to enhance program quality and compliance, ensuring that our projects achieve maximum impact and align with international standards.

This role is based in Nairobi with regular travel to field offices, offering an opportunity to work within a dedicated team committed to humanitarian development.

Key Responsibilities

Program Quality (50%)

• Ensure that IRK’s programs are implemented in line with IR program quality standards (IHSAN), donor guidelines, and industry best practices.
• Coordinate and implement Quality Assurance (QA) measures, working across field offices to integrate Sequencing, Layering, and Integration (SLI) strategies for sustainable program impacts.
• Conduct technical assistance and capacity-building activities to improve program quality and staff proficiency.
• Collaborate with the MEAL team to leverage data-driven decisions and enhance program quality.
• Conduct regular field visits to monitor progress, propose recommendations, and support program oversight.
• Work with MEAL, communication, and finance teams to standardize reporting templates, improving the consistency and clarity of donor reports.
• Manage program issues logs, ensuring all actions are documented, and pending issues are addressed effectively.
• Support cross-cutting areas like gender, age, and disability inclusion in line with IR SADD (Sex, Age, Disability Disaggregated Data) framework.

Program Reporting (30%)

• Lead timely project documentation and report preparation, ensuring all documents are compliant with IR and donor standards.
• Maintain an organized information management system for easy access to reports and key documents.
• Liaise with donors and respond to inquiries, maintaining strong communication channels between IRK and stakeholders.

Program Documentation and Communication Management (20%)

• Coordinate regular monitoring and evaluation of program activities to track progress and identify areas for improvement.
• Establish an efficient filing system for donor contracts, project documents, and key communications.
• Oversee project modifications, extensions, and budget realignments, ensuring all changes are well-documented.
• Participate in program meetings to share progress, challenges, and upcoming goals.

Qualifications and Skills

• Education: Bachelor’s degree in International Development, International Relations, Project Planning and Management, Monitoring & Evaluation, or related fields.
• Experience: Minimum of 3 years in project management within an NGO setting, ideally with experience in Education, Health, WASH, and Resilience sectors.
• Technical Skills: Proficiency in data management tools (SPSS, Stata), GIS software, MS Office suite, and mobile data collection tools (ODK, KoboCollect).
• Language: Strong written and verbal communication skills in English and Swahili.
• Interpersonal Skills: Developed skills in influencing, negotiation, and coaching.
• Judgment and Decision-Making: Ability to make decisions independently with a results-oriented approach.

Company Culture and Values

Islamic Relief Kenya values inclusivity, cultural diversity, and a commitment to humanitarian service. We support communities regardless of religion, race, or gender, focusing on sustainable development and disaster relief. Our work environment encourages professional growth, respect, and collaboration, aligning with Core Humanitarian Standards (CHS) and IHSAN quality standards to ensure accountability and transparency.

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Expert Tips to Be a Successful Applicant for the Program Quality & Reporting Officer Role

1. Customize Your Application with Keywords
   Integrate keywords from the job description directly into your application materials. For example, include specific phrases like “Quality Assurance (QA) measures,” “Sequencing, Layering, and Integration (SLI),” and “Core Humanitarian Standards (CHS).” When describing previous roles, highlight how you aligned with these standards. For instance, if you developed a new reporting structure to improve compliance with CHS guidelines, mention this explicitly to match the job’s requirements.
2. Quantify Your Achievements for Impact
   Numbers provide concrete evidence of your contributions. For example, if you managed a reporting process that reduced submission times by 30% or improved data accuracy by 25%, include these figures. Describe how these efficiencies impacted program success, such as ensuring timely donor submissions or providing clearer insights into program impact. Quantifiable results not only stand out but also demonstrate your focus on measurable improvements, a key expectation in this role.
3. Emphasize Proficiency with Analytical Tools
   The role requires familiarity with tools like SPSS, Stata, ODK, or KoboCollect. Instead of simply listing these skills, give examples. For instance: “Led a field data collection initiative using KoboCollect, which streamlined the data aggregation process, resulting in a 40% reduction in reporting errors and faster decision-making for field interventions.” Detailing how these tools enabled you to improve data accuracy or project reporting shows a direct link between your technical skills and the role’s responsibilities.
4. Demonstrate Familiarity with Cross-Cutting Issues
   Highlight specific instances where you addressed cross-cutting themes like gender, age, and disability inclusion in program design. For example, describe how you worked to ensure gender sensitivity in program evaluation frameworks, perhaps by incorporating gender-specific indicators. Another example might include modifying project plans to address accessibility needs, such as ensuring materials were available in multiple formats for diverse audiences. These examples convey your commitment to inclusivity, which is central to this role.
5. Showcase On-the-Ground Field Experience
   Field experience is invaluable in this role. Detail how you adapted strategies to unique field challenges. For instance, describe a time when you adjusted reporting metrics to suit the specific needs of a remote area with limited internet access, ensuring that all data was accurately documented offline and later consolidated for compliance. Such experiences demonstrate your adaptability and your ability to deliver results even in challenging circumstances.
6. Highlight Advanced Communication Skills
   Since this role involves coordinating with various departments and external stakeholders, give examples of your communication finesse. For instance: “Coordinated between the MEAL and Finance teams to refine reporting templates, resulting in clearer data summaries and improved financial compliance.” Another example might involve bridging cultural gaps—mention how you tailored communication styles when engaging with local teams, respecting cultural nuances to foster collaboration.
7. Illustrate Strong Analytical Abilities
   Analytical skills are essential, especially in reviewing data to inform program quality. Describe instances where your data analysis led to actionable insights, such as identifying a recurring gap in project implementation. For example: “Analyzed quarterly data on health intervention outcomes, revealing a trend in malnutrition that led to the introduction of targeted nutritional programs, improving health outcomes by 15%.” This demonstrates your proactive approach to using data for continuous program improvement.
8. Show Your Cultural Adaptability and Inclusivity
   Detail your experience working in diverse cultural settings, especially in humanitarian contexts. For example, describe how you tailored project timelines or modified engagement strategies based on cultural considerations, such as adapting a program schedule around local religious holidays or involving community leaders to gain buy-in. These experiences underscore your adaptability and respect for local contexts, qualities that align with IRK’s commitment to inclusive development.
9. Use Action Verbs to Communicate Achievements
   Convey your contributions with dynamic language. Phrases like “led the redesign,” “spearheaded a training program,” or “implemented new QA standards” make your achievements more engaging. Instead of “involved in monitoring programs,” try “implemented a comprehensive monitoring framework that enhanced accountability and data integrity.” This conveys your active role and commitment to driving results, which will make your application resonate.
10. Research Islamic Relief Kenya’s Values and Mission
    A deep understanding of IRK’s mission can set your application apart. Integrate references to their commitment to inclusivity, sustainability, and community empowerment. For instance, mention how your passion aligns with IRK’s focus on Women & Youth Empowerment or Disaster Risk Reduction. Including a line like, “I am particularly motivated by IRK’s focus on sustainable livelihoods and inclusivity, which I have worked toward in my previous roles,” shows you are invested in their goals and values.

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Apply Now for Program Quality & Reporting Officer

Interested applicants should submit their CV, cover letter, and three references to Recruitment.irk@islamic-relief.or.ke by November 15, 2024. The email subject line should clearly state “Program Quality & Reporting Officer Application”. Qualified female candidates are especially encouraged to apply.

Compliance Statement

Islamic Relief Kenya is an equal opportunity employer and is committed to attracting and retaining the best employees from all backgrounds. Only shortlisted applicants will be contacted.