Position Description: Hub Operations Lead

Area of operation: Kiambu (Thika Area), Machakos (Kangundo/Donholm), Kisumu, or Murang'a.

Department: Care Team

Reports to: Hub Manager

Position Overview:

Hubs are primary operational nodes that align with Shamiri’s strategic objectives to scale its interventions across Kenya and beyond. Hub operation leads will support hub managers in overseeing operations to ensure that all core functions and activities align with the Shamiri model and are executed with high fidelity and quality.

The hub operations lead will be responsible for all matters related to hub operations throughout the project implementation cycle. The core functions at the hub shall be oriented around procurement, operations, and project management.

Roles and responsibilities:

The Hub Operations lead's specific duties are detailed below:

Rapid learning and M&E:

• Print, organize, and pack the questionnaires designed to assess student mental health outcomes for quality assurance purposes. This preparation involves getting the pre-program assessment questionnaires ready before the first session of the program for the schools required to complete them.
• Ensure the clinical leads have unpacked the questionnaires from the packets and that they are stored safely in the hub after sessions.
• Scanning questionnaires and attendance sheets after each session.

Program Management:

• Ensure the availability of program-related materials (HW sheets, booklets, questionnaires, recorders, and incentives) for student awareness and engagement.
• Working with the Hub Manager to procure attendance sheets from the HQ and ensure all fellows sign the attendance forms daily. These forms will be submitted to the operations and program associates for filing and payment processing.

Operations Management:

• Coordinate with the Shamiri HQ to ensure timely payment of clinical leads, fellows, and service providers.
• Aid in logistical support (transportation, training venues, refreshments) during training and program implementation at the hub level.
• Oversee office administration, procurement, and asset management, ensuring transparency, efficiency, and compliance with policy.
• Support the clinical operations team in the supervision of fellows and clinical leads by ensuring the availability of all resources required for supervision.
• Manage relationships with external service providers.
• Submit complete weekly expense reports to the Operations team to support cash reconciliations and timely reporting.
• Upload, track, and maintain digital records of all receipts and supporting documents in the designated OneDrive folders in real time.
• Review expenses submitted through the Boya app to confirm the accuracy of categorization, tags, and supporting documentation to ensure clean reporting in our accounting system.
• Flag missing receipts, incorrect entries, or policy deviations and follow up to resolve discrepancies before HQ review.
• Support Clinical operation and Clinical leads with logistical planning for school follow-up, and provide a venue for case conferences with fellows.
• Working closely with the Hub Manager to prepare the training and supervision venues for the lay providers.
• In cases where the supervision venues are also the schools where the sessions will be conducted, you shall coordinate this with the school point person/teacher to ensure that the school administration is made aware of this fact and that a space is provided for this purpose.
• Where this is not possible, communicate in good time and work with the Hub Manger and HQ Operations team to procure a venue in advance.

Requirements:

Education & Experience

• Bachelor's degree in business administration, accounting, or a related field.
• 1 year of experience in administrative support, operations, finance support, or field-based program coordination.

Essential

• Basic understanding of accounting principles.
• Proficiency in MS Office Suite and cloud-based systems (OneDrive, Google Workspace).
• Ability to organize multiple tasks and prioritize appropriately.
• Ability to handle confidential information discreetly and professionally.
• Excellent written and verbal communication skills.

• Print, organize, and pack the questionnaires designed to assess student mental health outcomes for quality assurance purposes. This preparation involves getting the pre-program assessment questionnaires ready before the first session of the program for the schools required to complete them.
• Ensure the clinical leads have unpacked the questionnaires from the packets and that they are stored safely in the hub after sessions.
• Scanning questionnaires and attendance sheets after each session.
• Ensure the availability of program-related materials (HW sheets, booklets, questionnaires, recorders, and incentives) for student awareness and engagement.
• Working with the Hub Manager to procure attendance sheets from the HQ and ensure all fellows sign the attendance forms daily. These forms will be submitted to the operations and program associates for filing and payment processing.
• Coordinate with the Shamiri HQ to ensure timely payment of clinical leads, fellows, and service providers.
• Aid in logistical support (transportation, training venues, refreshments) during training and program implementation at the hub level.
• Oversee office administration, procurement, and asset management, ensuring transparency, efficiency, and compliance with policy.
• Support the clinical operations team in the supervision of fellows and clinical leads by ensuring the availability of all resources required for supervision.
• Manage relationships with external service providers.
• Submit complete weekly expense reports to the Operations team to support cash reconciliations and timely reporting.
• Upload, track, and maintain digital records of all receipts and supporting documents in the designated OneDrive folders in real time.
• Review expenses submitted through the Boya app to confirm the accuracy of categorization, tags, and supporting documentation to ensure clean reporting in our accounting system.
• Flag missing receipts, incorrect entries, or policy deviations and follow up to resolve discrepancies before HQ review.
• Support Clinical operation and Clinical leads with logistical planning for school follow-up, and provide a venue for case conferences with fellows.
• Working closely with the Hub Manager to prepare the training and supervision venues for the lay providers.
• In cases where the supervision venues are also the schools where the sessions will be conducted, you shall coordinate this with the school point person/teacher to ensure that the school administration is made aware of this fact and that a space is provided for this purpose.
• Where this is not possible, communicate in good time and work with the Hub Manger and HQ Operations team to procure a venue in advance.

• Basic understanding of accounting principles.
• Proficiency in MS Office Suite and cloud-based systems (OneDrive, Google Workspace).
• Ability to organize multiple tasks and prioritize appropriately.
• Ability to handle confidential information discreetly and professionally.
• Excellent written and verbal communication skills.

• Bachelor's degree in business administration, accounting, or a related field.
• 1 year of experience in administrative support, operations, finance support, or field-based program coordination.