Deputy Director for Administration

Salary: $48,840 /yr plus benefits
Education: Bachelor (BA, BS, etc.)
Location: Nairobi, Kenya, Kenya
Posted by: Church World Service
Job Category: Accounting & Finance, Administration, Communications, Direct social services, Management , Project management
Sector: Nonprofit
Last day to apply: December 3, 2010
Last updated: November 12, 2010
Type: Full time
Language(s): English
Job posted on: November 12, 2010
Area of Focus: Immigration, International Cooperation, International Relations, Network of Nonprofit Organizations
The Deputy Director for Administration is responsible for the oversight of all aspects of the administration of the Church World Service/Overseas Processing Entity (CWS/OPE) Nairobi office, including the management of financial resources, physical assets, human resources and information technology. The Deputy Director for Administration ensures compliance with CWS and DOS/PRM policies, including A-133 audit requirements and Kenyan law. This position reports directly to the CWS/OPE Nairobi Director, is part of the OPE Senior Management team and works closely with the Deputy Director for Operations, the Cultural Orientation Regional Coordinator and the staff at CWS headquarters in New York. This position directly supervises the Financial Controller, the Travel Officer, the Human Resources Manager, the Manager of Information Systems, the General Services Officer, and the Administrative Secretary, as well as indirectly supervising other administrative, human resource, and finance staff in the Nairobi office.

Core Functions:

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.
• Develop policies and standard operating procedures to ensure the accountability, transparency, and efficiency of CWS/OPE-Nairobi, and to ensure compliance with the Cooperative Agreement, relevant OMB Circulars, and PRM and CWS policies.
• Prepare the annual OPE budget and revisions, and monitor expenses in accordance with authorized budgets.
• Ensure cost-effective use of OPE human and financial resources, including a monthly review of expense reports and financial projections with OPE unit 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 CWS/OPE Nairobi accounting and banking services.

2. Physical Assets
• Supervise the requisition, maintenance, and inventory of expendable and non-expendable equipment.
• Review and sign all 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 Kenyan law.

3. Human Resources
• Oversee the human resource functions of CWS/OPE Nairobi including staff recruitment, training and performance management, interpretation and implementation of CWS/OPE Nairobi personnel policies, and administration of payroll and employee benefits.
• Ensure that staff training and staff care strategies are developed and implemented.
• Ensure that OPE human resources management draws on best practices from the international NGO community.
• Supervise the efficient and cost-effective planning and implementation of official travel.

4. Information Technology
• Ensure that CWS/OPE Nairobi 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 Manager Information Systems for effective communication of IT policies with OPE staff members and CWS headquarters.

5. Other Functions
• Serve on the CWS/OPE Nairobi Safety and Security Management Team.
• Ensure that standard operating procedures for the Administrative are supported and in line with CWS/OPE Nairobi 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 CWS/OPE Nairobi and CWS.

• U.S. Citizenship.
• Bachelor’s Degree in Finance, Accounting, Business Administration, Public Administration, or related field. A Masters Degree in a relevant field or certification as a Public Accountant is preferred.
• Minimum of 3 years management experience with an international NGO in a similar position.
• Experience of financial management on US federal government funded projects and knowledge of US federal government financial regulations.
• Knowledge of automated financial and accounting reporting systems.
• Demonstrated ability to analyze financial data and prepare budgets, financial reports and statements, and cash flow and expense projections.
• Demonstrated experience with human resource management. Experience in the areas of performance management, staff training and welfare is highly desirable.
• Demonstrated ability to administer a large and diverse operational program.
• Proven leadership and decision-making skills.
• Strong verbal and written communication skills.
• Demonstrated organizational skills, as well as strong analytical and problem solving skills.
• Excellent computer skills, including strong knowledge of Microsoft Office applications and accounting software. Experience managing the IT function of an organization is preferred.
• Ability to maintain confidential information.
• Ability to manage a large and diverse workload under pressure with competing priorities.
• Ability to maintain high performance standards and attention to detail.
• Demonstrated ability to work as a part of a team in a multi-cultural environment.
• Ability to conduct oneself in a professional and courteous manner to represent the best interests of OPE Nairobi and CWS.
Send Résumé to:
Church World Service
Attention: K. de Lopez
P.O. Box 968
Elkhart, IN 46515
or fax to 574/266-0087
or e-mail to cwshr@churchworldservice.org

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