Deputy Director for Administration

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Church World Service Africa
Published
June 19, 2019
Location
Nairobi, Kenya
Category
Post Type
Experience (minimum)
10+ Years
Education (minimum)
Bachelor's
Travel Required?
Frequently
Base Salary
Not specified

Description

Job Title:          Deputy Director for Administration

Job Level:        Level 2 Director

Grade:              12

Division:          Administration

CWS RSC Africa

The Resettlement Support Center (CWS RSC Africa) operates a US refugee resettlement program in sub-Saharan Africa through a Cooperative Agreement with the Department of State/Bureau of Population, Refugees and Migration. CWS RSC Africa is responsible for the preparation of refugee case files for adjudication by US Citizenship and Immigration Services (USCIS) officers, as well as the out-processing and cultural orientation of all approved cases. CWS RSC Africa is administered by the Church World Service Immigration Refugee Program (CWS/IRP) and is based in Nairobi, Kenya, with a sub-office in Pretoria, South Africa.

Benefits

CWS Global and RSC Africa offer a total compensation package. The total compensation package includes a housing stipend, company life insurance, comprehensive health insurance, vision coverage, a non-participatory 5% retirement contribution, 22 vacation days a year, 3 personal days per calendar year, 1 day of sick leave per month, AD&D insurance, Bereavement leave, Employee Assistance Program (EAP), and optional dental coverage.

EEOC
Church World Service does not discriminate on the basis of race, color, national origin, sex, sexual orientation, religion, age, disability, or veteran status in employment or the provision of services.

Due to the volume of applications that we receive, only those individuals shortlisted will be contacted.

To Apply:

Please click the below link to apply directly online to this position.

https://rscafrica.applicantstack.com/x/detail/a2d9enfim5kw?preview=1

This position is open to international candidates only.

Please note CWS RSC Africa does not accept resumes for positions that are not posted. All applicants are required to submit their resume using the on-line applicant tracking system.

Eligibility List

The eligibility list established as a result of this job posting will be used for a minimum of six months or until the list is exhausted. This list will be used to fill any current and immediate future vacancies. Individuals who are interested in this position should submit their application materials now.

Communication
Please note CWS RSC Africa uses e-mail for all recruitment contacts. Please be sure to check your e-mail regularly.

Application Materials

Your application materials should clearly indicate how you meet the requirements of the position. Be sure your resume is in an easy to read format. Dates of employment on your resume should be in mm/yy format.

Primary Purpose

The Deputy Director for Administration is responsible for the oversight of all aspects of the administration of the CWS Africa offices, primarily in support of the RSC Africa program, and including the management of financial resources, physical assets, human resources and information technology. The Deputy Director for Administration ensures compliance with CWS, DOS/PRM and other donor and grants policies, including 8 Code of Federal Regulations (CFR) 200 and audit requirements as well as US, other donor countries and local laws.  This position is part of and collaborates with the CWS Africa Senior Management team and works closely with the Regional Representative for CWS Africa, the RSC Director, the Deputy Director for Programs, and the staff at CWS headquarters in New York and Elkhart, Indiana.

Supervision

This position supervises the Finance Manager, General Service Manager, Human Resources Manager and the IT Manager.

Essential Duties

  1. Financial Management:
  • Ensure accurate preparation and timely submission of all financial records, reports and statements as required under the terms of the Cooperative Agreement with the U.S. Government and other funding agreements and contracts, including timely submissions of accurate reports and responses to CWS Headquarters’ requests.
  • Develop policies and standard operating procedures to ensure the accountability, transparency, and efficiency of CWS Africa, and to ensure compliance with the Cooperative Agreements, grants, sub- grants, relevant OMB Circulars, 8 CFR 200, and donor and CWS policies.
  • Prepare the annual RSC Africa budget and revisions, and monitor expenses in accordance with authorized budgets. Assist in preparation and management of other program budgets as necessary.
  • Ensure cost-effective use of CWS Africa human and financial resources, including a monthly review of expense reports and financial projections with relevant supervisors.
  • Supervise the transparent disbursement of program funds in accordance with GAAP, relevant OMB circulars, the Cooperative Agreement and CWS/IRP policies and procedures.
  • Supervise the annual external audit and implement recommendations in a timely manner.
  • Supervise the authorization of accounting and banking services.
  1. Physical Assets:
  • Supervise the requisition, maintenance, and inventory of expendable and non-expendable equipment.
  • Review and sign Purchase Orders to ensure correct budget line allocation and that all information and supporting documents are adequate and correct.
  • Review all contractual agreements for goods and services, equipment and insurance, and maintain copies of all relevant contracts.
  • Ensure that all adequate insurance is arranged for all property and personnel and other liabilities in accordance with US and Kenyan laws.
  • Supervise the efficient and cost-effective planning and implementation of official travel ensuring compliance with donor and CWS travel policies and procedures.
  1. Human Resources:
  • Oversee the human resource functions of CWS Africa including staff recruitment, training and performance management, interpretation and implementation of CWS Africa personnel policies, and administration of payroll and employee benefits.
  • Ensure that CWS Africa human resources management draws on best practices from the international NGO community.
  • Develop, implement and support staff training and staff care strategies
  • Ensure all CWS Africa policies are complementary and in line with general CWS HR policies and procedures, as well as with the applicable donor guidelines.
  1. Information Technology:
  • Ensure that CWS Africa has a robust strategy for using information technology to increase the efficiency and effectiveness of its work across the organization.
  • Ensure that mission critical IT systems and electronic data are effectively managed, protected and backed up.
  • Coordinate with the IT Manager for effective communication of IT policies with CWS Africa staff members and CWS headquarters.
  1. Other Functions:
  • Serve on the CWS Africa Safety and Security Management Team.
  • Ensure that standard operating procedures for the Administrative departments are supported and in line with CWS Africa security policy and that the administrative staff receives relevant security training.
  • Other duties that may be assigned to enhance the quality and efficiency of the administration of operational programs to attain program objectives and maintains the high professional standards of RSC Africa and CWS.

Qualifications:

Education

Bachelor’s Degree in Finance, Accounting, Business Administration, Public Administration, Organizational Behavior, or related field required.

Master’s Degree in a related field preferred.

Experience:

  • Twelve (12) years of paid work experience is required.
  • Eight (8) years of supervision including 4 years supervising managers with direct reports is required.
  • At least two (2) years of supervisory experience with an international humanitarian or development organization overseas is required.
  • Minimum of two (2) years upper management experience with an international development or humanitarian organization in a similar position required.
  • Minimum of two (2) years overseeing human resource services required.
  • Proven experience with financial management on US federal government funded projects and knowledge of US federal government financial regulations required.
  • Previous experience living and/or working in a developing country required.
  • Knowledge of Kenya, South Africa and Tanzania laws and customs preferred.
  • Experience with overseas processing or US refugee resettlement preferred.

Knowledge/Skills:

  • Thorough knowledge of the US Refugee Admissions Program preferred.
  • Strong computer skills, in particular Microsoft Excel, Word, and Outlook required.
  • Excellent organizational and time management skills.
  • Strong verbal and written English language skills.

Abilities

The Deputy Director of Administration must have the ability to:

  • serve as a coach/mentor to staff;
  • supervise staff to ensure policies and procedures are implemented and executed in accordance with guidelines and standard operating procedures;
  • exercise good judgment and seek guidance as appropriate when confronted with unanticipated problems;
  • travel in sub-Saharan Africa on short notice and often under sometimes difficult conditions to meet demands of a dynamic program;
  • travel to the US on short notice;
  • communicate effectively both verbally and in writing;
  • follow instructions with a positive and receptive attitude;
  • deal effectively and courteously with a large number of associates, outside agencies, refugees and members of the general public;
  • conduct oneself in a professional and courteous manner to represent the best interests of CWS Africa;
  • maintain a high performance standard with attention to detail;
  • carry out all of the duties of the position efficiently and effectively with minimal supervision;
  • work independently and contribute to overall operations of CWS Africa;
  • take initiative in the development and completion of projects within the specified timeframe;
  • maintain strict confidentiality with CWS Africa administrative and operational information;
  • manage a large and diverse workload under pressure with competing priorities;
  • work well as a team in a multi-cultural environment while maintaining a high level of motivation.
  • effectively manage CWS Africa’s resources; and
  • actively contribute to the successful implementation of the U.S. Refugee Admissions Program (USRAP).

Working Conditions

 

Physical: This position requires bending, squatting, crawling, climbing, kneeling, sitting, standing, walking, pushing/pulling, handling objects (manual dexterity), reaching above shoulder level, using fine finger movements and lifting/carrying heavy loads.

Environmental: Incumbents in this position may be exposed to excessive noise, marked changes in temperature and/or humidity, dust and infectious diseases, harsh weather climates, long work hours, bumpy roads, extended travel, excessive sun exposure, and non-ventilated spaces.

The US Embassy rates Kenya as both HIGH in crime and HIGH in terrorism. Incumbents should fully understand the insecurities present within Kenya and the region.

Special Requirements:

A background check which includes references and an educational and criminal check are required before the start of employment. Written approval of the appointment by the Bureau of Population, Refugees and Migration (PRM), US Department of State will be required. A valid passport and the ability to maintain a valid passport throughout the entire appointment is required, which includes having enough passport pages for travel. The candidate may be required to travel to the US on short notice. The candidate should be of good health, willing and able to travel extensively in often difficult conditions, and have a high degree of flexibility. Must be legally eligible to work and obtain a work permit in Kenya. Must have proof of Yellow Fever vaccination before traveling for CWS Africa. Employee will be entrusted with the receipt, custody and payment of money. This position is open to international candidates.

Licensing/Certification: N/A

Competencies:

Communication

Ensure effective exchanges of information with others. Examples of skills and behaviors include speaking to others respectfully; expressing ideas in a logical, organized way; sharing information appropriately; and clarity and conciseness in written communication.

Relationships
Ensure constructive and supportive interactions with others. Examples of skills and behaviors include being positive and supportive when working with others; sharing information and resources freely; resolving conflict constructively; and proactively working to remove obstacles to success for others.

Job Knowledge

Utilize and apply job related knowledge to complete job tasks at a level that meets or exceeds expectations. Examples of skills and behaviors include utilizing job knowledge to solve problems or develop new approaches; maintaining or enhancing skills through continuing education; and taking on projects that will develop or enhance skills.

Teamwork

Work effectively and contribute as a member of a team. Examples of skills and behaviors include supporting other team members by sharing information; covering the work of others during absences, vacations etc.; and actively participating in developing ideas for ways to increase team effectiveness.

Problem Solving
Analyze information and develop solutions to challenges that arise during the course of performing a job. Examples of skills and behaviors include researching and collecting facts; defining the issues and the parties affected; formulating options/solutions for addressing the problem; and engendering support for and implementing the solution.

Operational Leadership

Successfully lead a group to achieve operational goals. Examples of skills and behaviors include priority setting; timely decision making; planning and organizing; delegation; and managing and measuring work.

Building and Leading Effective Teams

Earn the respect of team members, create strong morale and spirit on the team and utilize the unique skills of all team members. Examples of skills and behaviors include managing diverse relationships; flexibility; being open and receptive; running effective team meetings; and exhibiting integrity and trustworthiness.

Strategic Leadership

Accurately anticipate future consequences and trends and translate them into the fulfillment of workable strategies and plans. Examples of skills and behaviors include problem solving; dealing with ambiguity, creativity; innovation management and business acumen.

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