Volunteer Project Manager

Project Manager Job Description – Orbit Village Project/Joshua Orbit International is a non-profit 501(c)(3), operating in Kenya since 1995 and will celebrate its 30th anniversary in 2025. The Project Manager's role is central to ensuring that the project continues transforming communities and changing Kenyan children's lives for many years. The project seeks a dynamic and experienced Project Manager who excels in multitasking and has extensive experience managing multiple projects simultaneously. The ideal candidate for this role should have a proven ability to lead teams, manage unexpected challenges, and deliver results promptly. Strong organizational skills, attention to detail, and the ability to prioritize tasks are essential. The manager will oversee all project processes and initiatives, stay proactive, and align with the Orbit Village Project's goals and mission. They must effectively manage their workload, ensure smooth progress of activities, and act as a strategic leader, coordinating with the Executive Director and the Board of Directors, often across different time zones.

To succeed in this role, you must have strong leadership and organizational skills, excellent communication skills, and critical abilities such as problem-solving, financial management, strategic thinking, and adaptability. You must also manage stakeholders effectively, pay attention to detail, and handle multiple projects simultaneously while having a passion for the organization’s mission.

We encourage foreign nationals who share our Christian values to apply. As a faith-based organization, a deep alignment with our Christian principles is essential to effectively leading and contributing to our projects.

PLEASE APPLY ON IDEALIST AND SUBMIT YOUR RESUME/CV AND COVER LETTER.

Manager Responsibilities:

Project Manangement & Administrative:

• Oversee multiple projects concurrently, ensuring timely and successful completion. i.e., special projects, construction, day-to-day operations, school events, etc.
• Prioritize tasks based on urgency and importance, adjusting plans as needed.
• Delegate responsibilities to team members effectively while maintaining accountability.
• Daily walk-through of grounds to ensure everyone is working and the grounds are in order
• Track staff attendance, sick leave, and performance of staff
• Develop management team to ensure they are continually performing well and improving in performance – lead mid and end-year performance reviews and weekly management meetings
• Ensure the guards are on task and the grounds are safe. Also, ensure that guards require staff and visitors to sign in.

Communication:

• Communicate clearly and effectively with the Executive Director, team members, stakeholders, and Board Members within a reasonable time frame.
• Prepare and present reports on project status, team performance, and operational metrics.
• Act as the primary point of contact for any operational issues or escalations.
• Along with the social worker, oversee the CCI registration & communicate effectively with stakeholders.
• Liaise with the DCO, other children's agencies, and the social worker.

Partnership with Senior Leadership and Board Members:

• Work with the Director and leadership team to develop short and long-term goals project-wide; monitor outcomes to ensure Orbit is meeting its performance goals
• Submit weekly reports to the Director – this can be done instead of the weekly management meeting notes
• Actively research grant opportunities and share with the Director monthly to decide on which opportunities to pursue
• Prepare grant proposals and incoming funding – share with the Director and Board Members for review and editing
• Manage grant budgets
• Actively host sponsors, potential donors, and unique visitors who are visiting
• Networking, following up, and attending meetings with different organizations, including but not limited to USAID, SHAMAS RUGBY, HAART Kenya, etc., and providing reports to the Director
• Inform the Director and Board regularly about the school, girls' and boys’ homes, grounds, and operational needs.

Finance:

• Ensure the accountant’s management of budgets related to all Orbit activities, including but not limited to the following: Kitchen food and supplies; The children's homes monthly requirements; End and mid-month home-based support, the schools, and college students; the two churches (Orbit & Mathare), and Kenyan Basket Weaver’s project; Greenhouse and garden, Construction projects.
• Ensure the accountant has submitted any required budgets to the Director and Board Members on time - preferably a week prior.
• Provide adequate support to the Director to clarify budgets.
• Obtain approvals from the Director on all large procurements, construction payments, and purchases for the organization.
• Oversee accounting officer’s collection of school fees and ensure organization of fee collections and receipt files.
• Liaise with the accountant to monitor and track construction expenses
• Monitor accountant’s disbursement of petty cash and ensure petty cash log is up to date
• Perform physical verification of assets at least twice per year to ensure that all assets are accurately recorded in various department
• Establish standard operating procedures for activities, as necessary, for the finance department
• Help to develop a plan to make the greenhouses profitable

School and Community Engagement:

• Onboarding new staff (in conjunction with the principal of the school personnel)
• Report to senior leadership on any concerns, issues, or challenges at the school
• Attend teacher meetings — every so often
• Be accessible and communicate effectively with all the school leadership
• Make your office a welcome place for the children to come and sit, talk to you as needed & handle emergencies and school crises
• Have regular conversations with the social worker about the children, especially the ones in need and the ones sponsored
• Ensure school clubs are consistent and contextually relevant
• Review and ensure the Principal is implementing school policies
• Interview and hire school personnel alongside the rest of the management
• Support system-wide integrity to the Orbit Village mission, including ensuring the establishment and maintaining a respectful and supportive high-quality learning environment, leading (the teaching staff) in upholding high standards of professional behavior.
• Clearly articulate the school’s mission to all constituencies.

Manager Requirements:

• Bachelor’s degree in Project Management, Non-Profit Management, Business Administration, or a related field.
• 5+ years of experience in a management role, focusing on multitasking and project management.
• Excellent verbal and written communication and interpersonal skills.
• Proven ability to manage multiple projects and teams simultaneously with excellent time management.
• Proactive, detail-oriented, and trustworthy
• Excellent presentation and practical communication skills
• Strong organizational, analytical, and problem-solving skills, including handling staff misconduct and enhancing performance.
• Proficiency in project management software and tools.
• Ability to work under pressure and meet tight deadlines.
• Ability to engage a diverse group of students, families, community members, and donors.