The required capabilities for this position are a strong commitment to the program and organization by being able to work with minimal supervision, being a team player with interpersonal skills, the ability to build communities and coordinate projects.

Key Duties and Responsibilities

Program Development, Management and Training


Design and drive the AWF Alumni Community.
Coordinate... the AWF GIS fellowship, we are Nature: Youth Biodiversity Challenge, Training, innovation and growth opportunities for socially and environmentally impact oriented start-ups and other emerging initiatives.
Coordinate the recruitment and supervision of experts/contract institutions as required to undertake tasks of the implementation of the AWG GIS fellowship.
Coordinate the recruitment of trainee candidates for the AWF GIS fellowship and participants for the We Are Nature: Youth Biodiversity Challenge.
Develop workplans and deliver on the activities as scheduled.
Maintain records on technical and financial aspects of program operation, including monitoring of project activities and their outcomes, as well as minutes, decisions and recommendations of meetings and workshops.


Partnership and Communications


Support the establishment and maintenance of partnerships that can support the AWF Leadership Community, AWF GIS fellowship and other emerging initiatives.
Ensure effective liaison and maintain good communication with relevant stakeholders.
Support to generating ideas for products and initiatives that tell and communicate the powerful stories of young people.


Measuring, Evaluation, Accountability and Learning (MEAL)


Work with the AWF M&E global team to ensure that MEAL tools are developed, rolled out and analyzed according to institutional metrics; indicators are tracked; and findings inform the Youth Programming.
Coordinate with communications and the Knowledge management department teams so that most significant change stories are documented, filed, and disseminated.


Other


Support other administrative and other services as required.


Rights-based Conservation

Human rights are a guiding principle in the AWF Strategic Vision 2020-2030, embedded in our core principles and core values. AWF’s mission is to ensure that wildlife and wildlands thrive in modern Africa. AWF understands a modern Africa to be an Africa in which human rights are fulfilled and commits to respect, protect, and always promote human rights, irrespective of ethnic group, gender, race, sexual orientation, age, or class by adopting a rights-based conservation approach.  The role holder will come into contact with a wide range of stakeholders and will be required to demonstrate commitment to and a good understanding of AWF’s Rights Based Conservation approaches, values, and principles.

Requirements and skills


At least 3 years’ working experience in coordinating alumni programs and coordinating projects.
Experience in facilitating in person and online discussions.
A bachelor’s in environmental sciences, conservation, business, or social sciences. Experience in related disciplines (or) significant international experience can be substituted for degree relevance.
Extensive experience in engaging youth via social media platforms, namely: LinkedIn, Facebook, Instagram, X and tiktok.
Strong coordination and time management skills including ability to develop workplans and oversee their timely implementation.
Good multi-cultural and interpersonal skills and experience in networking with partners at all levels (ministry, donors, private sector, NGOs, and local community-based organizations).
Experience working with or in international organizations.
Keen interest in Conservation and AWF’s mission.
Proven written, analytical, presentation and reporting skills and computing skills.
Fluency in spoken and written English and French. more

The Operations and Systems Assistant, People and Culture will assist with the administration of the day-to-day operations and HR Systems support of the People and Culture department functions and duties. This includes filing, contract management, recruitment, leave administration, support the onboarding process and manage the HR systems. This position is based in Nairobi, Kenya but supports... functions across all of AWF’s Africa based offices. This position will report to the Senior Manager, People and Culture.

The position will be for 6 months.

Responsibilities:


Support in the management of employee records and contracts.
Assist to coordinate various HR and people-related processes, such as: interviews, onboarding, exits, probation support/reviews, staff development and annual appraisals.
Keep track of Africa and Europe recruitments and share the recruitment reports with the People and Culture Team on a weekly basis.
Assist in drafting employment offer letters and contracts, including new contracts, amendments, and renewals. Facilitate all signatures and electronically files for fully executed documents.
Analyze data and statistics for trends and patterns with attention to HR systems, recruitment, hiring practices, motivation, turnover, and compliance with employment laws and regulations in collaboration with the supervisor.
Maintain HR information, generate reports to help management decisions and utilize automated practices wherever possible to maximize efficiency and minimize administrative duplication.
Prepare reports of data results explaining findings.
Minute taking in HR related meetings.
Ensure compliance with data privacy regulations and best practices.
Track probation reviews for new hires and send final review reminders to manager one month before the end of the probation period.
Update the HRIS and other systems in real time.
Ensure all statutory payments (NSSF, NHIF and HELB etc) are submitted by or before deadlines.
Provide administrative support to the People and Culture department on a daily basis.
Respond to employee queries in a timely manner.
Support the maintenance of service level agreements and monitor performance against these, taking improvement actions where necessary.
Support in processing HR invoices in liaison with the Finance team.
Other relevant projects and duties as assigned.


Requirements and Skills


Bachelor’s degree in Human Resources Management or related field.
Member of IHRM.
At least 2 years progressive experience in Human Resources.
Experience working with HRIS systems. Familiarity with UKGPro (formerly Ultipro) is an added advantage.
Proven experience in an international context.
Experience of managing People Data and Metrics.
Strong administrative ability, managing a complex and varied workload.
Excellent organizational skills: able to multitask in a fast paced environment.
Ability to provide good customer service with patience and a sense of urgency.
Professional, diplomatic and thoughtful communication skills.
French fluency will be an added advantage.
Ability to manage sensitive and confidential matters with the highest level of professional.
Good writing skills with strong organizational skills.
Attentive to detail with good competence with Excel. more

Key Responsibilities

Monitoring, Evaluation and Learning:

Under the direction of the Chief of Staff, and in close collaboration with the executive team, lead the operationalization of an updated monitoring, evaluation, and learning (MEL) approach that sets clear annual, medium- and long-term institutional targets and drives an organization wide focus on metrics, adaptive management and... accountability. As a core team leader, the SDMI will:


Lead a cross functional MEL team that will collaborate to define metrics, analyze performance, and lead institutional conversations about impact and adaptive management.
Integrate metrics into the performance management system and project level monitoring institution wide and maintain regular and frequent reporting to AWF leadership and external stakeholders.
Ensure M&E process meets international best-practices standards, fulfills donor requirements, and adequately monitors and evaluates the organization in the context of AWF’s strategic vision.
Drive AWF learning agenda to foster development and use of best practices and improve outcomes. Help create a culture of sharing this knowledge among staff and grantees.


Strategic Planning:

Working closely with the Chief of Staff, the SDMI will facilitate strategic planning meetings of the executive and senior leadership teams, project manage and track implementation as well as work across all parts of the organization to develop alignment around strategy and delivery on institutional metrics. Specifically, the SDMI will:


Plan and lead cross functional meetings, collaborating closely with the CoS on executive and senior leadership meetings, working with a great deal of independence with department leads;
Prepare reports and present analysis for the Board of Trustees, working closely with the executive team.
Collaborate with the Brand team to develop high quality materials that reflect the strategy, including impact against AWF’s Theory of Change.
Represent AWF to external audiences.
Ensure that the budget process and fundraising priorities are aligned with strategy by engaging directly in both.


Institutional Initiatives:

The CEO’s office is accountable for strategic and institutional level priorities envisioned to drive the organizational vision. The SDMI will often serve as lead to these initiatives, requiring a high degree of leadership, expert project management and collaborative workstyle. Current priorities that may be led by the SDI include:


Implementation of an Account Management Framework designed to ensure effective delivery of donor funded projects that execute strategy and lead to solid financial management, including proper stewardship of donors.
Definition of and internal alignment around Priority Unfunded Needs to guide fundraising action.
Strategic partnerships with external institutions designed to scale AWF’s vision.
Pilot projects intended to explore new areas of implementation that are key to AWF’s growth.
Given the strategic insight the SDMI will have on the organization’s priorities and future vision, this position will be highly visible, serving as a thought leader for the organization and a key partner to every division. The position will require extensive international travel throughout Africa and in donor/partner countries.


Requirements and skills


Bachelor’s degree in business administration, Strategy, Project Management and Monitoring and Evaluation
At least 10 years’ experience consistent with the responsibilities outlined above.
Excellent knowledge of impact measurement 
Strong report writing and presentation skills.
Strong facilitation and organization skills
Strong interpersonal skills
Demonstrated ability to work in a multidisciplinary and cultural environment.
Outstanding interpersonal skills including the ability to build coalitions, negotiate, and manage conflict situations.
Outstanding communication skills with ability to clarify strategy.
Willingness and ability to travel.
Knowledge of AWF and strong interest in Conservation more

Key Responsibilities

Organize and disseminate key budget and grant information.


Receive from PD and Development teams all documentation relating to new Awards and Modifications, summarize key donor conditions on a Grant Data Sheet and distribute appropriate key information to the Finance staff, the Program team, Management Systems team, and the Program Design team in a timely... manner.
Update the Grants folders with the awards information e.g. agreement, financial reports, budget, invoices, evidence of payment etc.
Provide capacity building to Program staff, Field Finance staff and Partners on key donor contractual requirements and AWF policies.
Proactively disseminate information about up-coming grant milestones (grants coming to an end, reports due, grants closed, etc.) to respective staff to ensure compliance with the grant conditions.
Support PD team in cost proposal development.
Support in budget amendment and cost modifications assigned by supervisor.


Budget Management and Analysis





Review and perform real-time maintenance of the Grants and Budget Ledgers by ensuring the two ledgers are reconciled to harmonize Donor approved budget vis a vis AWF internal work plan budgets.
Reconcile sub-grant General ledger ensuring the balances are current, accurate and match the Partners’ received financial reports
Post budget adjustments in the Budget ledger on a timely basis.
Administer Unanet timesheet system, ensuring timesheet updates and adjustments are in accordance with the most updated organizational approved operating budget and maximizing on available restricted award budgets.
Tracking and posting monthly in-kind/matching contribution documentation for grants with matching requirements.
Ensure that spending that does not align with approved budgets is reclassified in the accounting system promptly.
Assist in performing cost-benefits analyses to compare operating programs and review financial requests. participate in quarterly monitoring meetings with program teams to review staffing, budgets, and program implementation with a view to track potential risks, constraints, or impediments to grant implementation.
Provide expert recommendations to Management to mitigate risks.
Assist with maintenance of system budget controls (Budget rules) and workflow (approval rules).


Grant financial management and Compliance





Run and share monthly grant spending reports and analyze for correct spending pattern and compliance to donor budgets; flag them to the Senior Manager, Cost Proposal & Grants, and respective Program Implementors or donor point of contact on any key highlights requiring action.
Run monthly grants receivables and advances to ensure accurate and timely donor invoicing, drawdowns and reconciliation is done.
Ensure all grants` spending is on track and provide reports on any budget risks promptly.
Support the Grants’ close-out processes to ensure that grants are closed out within budget and the established timeframes.
Assist in completing accurate and timely monthly grants close out checklist.
Assist in the preparation of donor reports for final review and sign off by relevant staff.
Carry out monthly grant transactional review for compliance with donor regulations.
Conduct continuous grant/sub grant field compliance reviews and capacity building of AWF field staff and sub grantee staff on compliance requirements.
Assist with grant audits by preparing the required schedules, providing documents as requested by auditors and reports for review.
Updating the Grants Folders in Box monthly.
Maintain a schedule of grant invoicing and ensure grants are invoiced timely, invoicing documentation are shared with the Finance team and filed in the Box, Grants Folders.
Perform reconciliation on award budget in Netsuite/Pyango as per award agreement for public awards and reconciliation of private awards as per Net asset report.
Prepare monthly Grants receivable schedule and tracking timing of cash receipts and proactively advise Senior Manager Cost Proposal and Grants where delays in payments are anticipated.


Financial Reporting


Run, analyze, and disseminate monthly budget management reports to all Budget Managers
Develop and maintain a Grants Milestone of financial reporting requirements and other performance requirements with related deadlines for each grant and contract agreement and dissemination of such milestones to teams for forward planning.
Post grants budget and expenses especially on sub-grant in the NetSuite general ledger.
Communicate significant budget variances and trends to relevant budget managers, prompting additional action by the project management team where warranted.
Prepare monthly cost match reports.


Other Duties


Assist in Grants and compliance with donor rules and regulations.
Prepare and assist in developing ad hoc reports or cost analysis.
Any other relevant duties as assigned by supervisor.


Requirements and skills


Bachelor’s degree in accounting, Finance, Business Administration, or related field.
Be a holder of CPA (K) certificate.
At least 5 years of relevant working experience, at least within a donor funded nonprofit organization.
Solid knowledge of grant management principles, including U.S. government funding, European Union, and German donors.
Experience communicating financial information to a non-financial audience.
Ability to organize and present issues in a clear, concise, and logical manner.
Ability to manage competing priorities, exercise good judgment, and quickly identify and resolve problems with minimum supervision.
Excellent organizational skills, attention to detail and ability to multitask in a fast-paced environment.
Ability to manage sensitive and confidential matters with the highest level of professionalism.
Ability to provide good customer service with patience and a sense of urgency.
Must have excellent interpersonal skills with the ability to interact professionally with staff, partners, and donors.
Willingness to travel, sometimes to remote areas.
Interest in learning and understanding conservation programs.
Financial management system experience.
Ability to speak, read and write in French is an added advantage
Experience in using Netsuite accounting package is an added advantage
Strong technical skills, including MS Excel, and ability to navigate within accounting systems and other databases. more

Job Summary

The Budget and Grants Officer (BGO) will support in cost proposal development and Grants Management. The jobholder will initiate the set-up of a broad range of federal, non-federal government and privately funded grants, including proper maintenance of documentation thereof. The BGO will maintain AWF’s multi-year budget ledger by ensuring the same reflects AWF internal approved work... plans and agrees with the donor approved budget. She/he will coordinate monthly budget phasing from both Program and Support teams and will ensure all budget projections are updated in the respective budget ledgers. The BGO will support pre- and post-award management, grant audits, grants receivables, internal monthly life of the grant reports, budget compliance and financial reporting to donors. The BGO will also assist in developing and maintaining the organizational and donor budget.
BGO will report to the Senior Manager, Cost Proposal and Grants and will be based in Nairobi, Kenya with occasional trips to other AWF offices for training and support.

Responsibilities

Organize and disseminate key budget and grant information.

Receive from PD and Development teams all documentation relating to new Awards and Modifications, summarize key donor conditions on a Grant Data Sheet and distribute appropriate key information to the Finance staff, the Program team, Management Systems team, and the Program Design team in a timely manner.
Provide capacity building to Program, Support and Field Finance staff on key donor contractual requirements and AWF best practices in Budgets.
Proactively disseminate information about up-coming grant milestones (grants coming to an end, reports due, grants closed, etc.) to respective staff to ensure compliance with the grant conditions.
Support PD team in cost proposal development.
Support in budget amendment and cost modifications as assigned by supervisor.

Budget Management and Analysis

Review and perform real-time maintenance of the Grants and Budget Ledgers by ensuring the two ledgers are reconciled to harmonize Donor approved budget vis a vis AWF internal work plan budgets.
Post budget adjustments in the Budget ledger on a timely basis.
Administer Unanet timesheet system, ensuring timesheet updates and adjustments are in accordance with the most updated organizational approved operating budget and maximizing on available restricted award budgets.
Tracking and posting monthly in-kind/matching contribution documentation for grants with matching requirements.
Ensure that spending that does not align with approved budgets is adequately approved and reclassified in the accounting system.
Assist the Senior Manager, Cost Proposal & Grants, and the Director planning & Financial analysis in the development of the annual operating budget.
Assist in the development of tools for budget preparation and monitoring.
Assist in performing cost-benefits analyses to compare operating programs and review financial requests. participate in quarterly monitoring meetings with program teams to review staffing, budgets, and program implementation with a view to track potential risks, constraints, or impediments to grant implementation.
Provide expert recommendations to Management to mitigate risks.
Assist with maintenance of system budget controls (Budget rules) and workflow (approval rules).

Grant financial management and compliance

Run and share monthly grant spending reports and analyze for correct spending pattern and compliance to donor budgets; flag them to the Senior Manager, Cost Proposal & Grants, and respective Program Implementors or donor point of contact on any key highlights requiring action.
Run monthly grants receivables and advances to ensure accurate and timely donor invoicing, drawdowns and reconciliation is done.
Ensure all grants` spending are on track and provide reports on any budget risks promptly.
Support the Grants close-out processes to ensure that grants are closed out within budget and the established timeframes.
Assist in completing accurate and timely monthly grants close out checklist.
Assist in preparation of donor reports for final review and sign off by relevant staff.
Carry out monthly grant transactional review for compliance with donor regulations.
Conduct continuous grant/sub grant field compliance reviews and capacity building of AWF field staff and sub grantee staff on compliance requirements.
Assist with grant audits by preparing the required schedules, providing documents as requested by auditors and reports for review.
Updating the Grants Folders in Box monthly.
Maintain a schedule of grant invoicing and ensure grants are invoiced timely, invoicing documentation are shared with Finance team and filed in the Box, Grants Folders.
Update and reconcile sub-grant tally sheet against the general ledger quarterly.
Perform the reconciliation on award budget in NetSuite/Pyango as per award agreement of latest modifications for public awards and reconciliation of private awards as per Net asset report.
Maintain all awards tracker and active awards and fill in respective Grant folder for ease of access of users.
Prepare monthly Grants receivable schedule and tracking timing of cash receipts and proactively advise Senior Manager Cost Proposal and Grants where delays in payments are anticipated.

Financial Reporting

Run, analyze, and disseminate monthly budget management reports to all Budget Managers
Develop and maintain a Grants Milestone of financial reporting requirements and other performance requirements with related deadlines for each grant and contract agreement and dissemination of such milestones to teams for forward planning.
Post grants budget and expenses especially on sub-grant in NetSuite general ledger.
Communicate significant budget variances and trends to relevant budget managers, prompting additional action by the project management team where warranted.

Other Duties

Assist in Grants and compliance with donor rules and regulations.
Prepare and assist in developing ad hoc reports or cost analysis.
Support in completion of accurate and timely monthly grants close out checklists.
Any other relevant duties as assigned by supervisor.

Requirements And Skills

Bachelor’s degree in accounting, finance, business administration, or related field
At least 3 years of relevant working experience, at least within a donor funded nonprofit organization.
Certification such as CGMA, CPA or other related certifications.
Solid knowledge of grant management principles, including U.S. government funding, European Union, and German donors.
Experience communicating financial information to a non-financial audience.
Ability to organize and present issues in a clear, concise, and logical manner.
Ability to manage competing priorities, exercise good judgment, and quickly identify and resolve problems with minimum supervision.
Excellent organizational skills, attention to detail and ability to multitask in a fast-paced environment.
Ability to manage sensitive and confidential matters with the highest level of professionalism.
Ability to provide good customer service with patience and a sense of urgency.
Ability to work as part of a team in a multicultural environment.
Must have excellent interpersonal skills with the ability to interact professionally with staff, partners, and donors.
Willingness to travel, sometimes to remote areas
Interest in learning and understanding conservation programs.
Financial management system experience.
Regional/international experience is an added advantage.
Ability to speak, read and write in French is an added advantage ed.
Strong technical skills, including MS Excel, and ability to navigate within accounting systems and other databases. more

Position Summary

The Senior Officer, Content Strategy will play a pivotal role in shaping and delivering compelling and engaging content that communicates AWF’s mission and impact to a global audience. The jobholder will be a creative and a detail-oriented individual responsible for overseeing the development, execution, and management of the organization-wide content strategy. This role is... essential in driving AWF's messaging and engagement strategies across various digital and offline platforms.
The ideal candidate will be an excellent writer, proficient in creating diverse content ranging from blogs, promotional materials to video scripts and should possess strong editing skills.

Responsibilities

Content Strategy: Support the Manager, Strategic Communications develop and implement an integrated content strategy aligned with AWF's mission, objectives, and target audience.
Content Calendar Management: Lead the development and management of the content calendar, ensuring timely and consistent content delivery across multiple channels. Collaborate with internal teams, partners and stakeholders to gather input, stories and updates for content development.
Content Creation: Produce high-quality written content, including but not limited to blogs, articles, press releases, social media posts and promotional materials. In addition, establishing guidelines for writers and editors to follow when creating content.
Video Scriptwriting: Support the Manager, Field Communications, Storytelling and Production in crafting engaging and informative video scripts that convey AWF's conservation initiatives, impact stories and campaigns.
Editing and Proofreading: Edit and proofread field communications content to ensure accuracy, clarity and adherence to AWF's tone, style and branding guidelines.
Campaign Support: Collaborate with development teams to create and enhance campaign materials, ensuring they are compelling and aligned with AWF's messaging.
Annual Reports: Play a key role in collating and developing content for AWF's annual reports, highlighting accomplishments, challenges and future goals.
Research and Interviews: Conduct research and interviews to gather accurate information for content creation, ensuring that AWF's work is accurately represented.
Publish content on web: Ensure approved content is published on the website and the homepage is regularly updated as per the content strategy. Evaluate new technologies to improve the publishing process and enhance the customer experience.
SEO and Analytics: Incorporate search engine optimization (SEO) best practices into content creation and monitor content performance through analytics tools.

Requirements and skills

Bachelor's degree in Communications, Journalism, Marketing, or a related field. A Master's degree is an added advantage.
Needs to have knowledge in Adobe Creative Cloud Tools and Content Management Tools.
Detail-oriented with exceptional editing and proofreading skills.
Proven experience (5+ years) in content creation, writing, editing, and content calendar management.
Excellent writing skills with the ability to adapt tone and style to different audiences and formats.
Strong interest and/or understanding of conservation, wildlife, and environmental issues in Africa.
Proficiency in crafting engaging video scripts and storytelling through multimedia.
Familiarity with SEO best practices and content analytics tools.
Ability to manage multiple projects, prioritize tasks, and meet deadlines in a fast-paced environment.
Ability to work collaboratively in a highly matrixed team.
Proficiency in Microsoft Office Suite, Google Workspace and content management systems.
Strong interpersonal skills and ability to collaborate effectively with cross-functional teams.
Has the ability to think and act strategically to ensure AWF’s content is responsive to the audience needs.
Experience in conservation is preferred but not required. more

This project aims to promote the recognition and contribution of APAD to Africa’s implementation of the Kunming-Montreal Global Biodiversity Framework which sets out goals and targets to be achieved by 2030 to halt biodiversity loss. To this end, APAD and AWF are seeking a consultant to support the realization of the following objectives: (1) Develop knowledge products for policy influencing... including but not limited to 2 workshops, 2 policy briefs, 2 position papers, 1 factsheet, and 1 toolkit; (2) Develop case studies on Africa’s implementation of conservation priorities by a minimum of 8 APAD member countries; (3) Host an APAD conference and carry out a behavioural change and communications outreach campaign.

Scope of Work

Lead in consolidating / developing a toolkit around an issue of keen and practical interest and use for the APADs.
Coordinate APAD member countries in developing case studies on their role in the implementation of the Kunming-Montreal Global Biodiversity Framework. This will entail:

Desk and primary research and analysis of how members contribute to the development and implementation of National Biodiversity and Strategy Action Plans.
Designing and administering a case study template for member completion.
Reviewing submitted case studies.
Facilitating the development of recommendations for enhancing member roles in their national conservation agenda.
Leading the documentation of these case studies in relevant formats.


Lead in coordinating the development of an in-person conference of APADs that serves as a culmination of the learning and sharing processes.
Provide advisory input to 2 workshops, 2 policy briefs, 2 position papers, and 1 factsheet, 1 communications outreach campaign guided by the project’s objectives and themes and key stakeholders.

Deliverables

Support in consolidating / developing a 1 toolkit for APADs on a key issue of common interest.
Case study template and report analyzing case studies, with recommendations on enhancement of the role of Protected and Conserved Areas in the implementation of conservation policy.
The Program schedule for planned APAD in person conference Advisory input to:

Knowledge products (2 policy briefs, 2 position papers, and 1 factsheet).
Op-eds, interviews, web articles and other outputs of the communications outreach campaign.



Methodology
The consultant will develop a work plan and conclude a schedule, which will be finalized with the APAD project steering committee and in undertaking the contract assignment will:

Determine an appropriate methodology.
Work in close collaboration with the APAD project steering committee and the Secretariat. This will include attending project steering committee meetings and any other relevant discussions.
Undertake the collection of all required data/information from various sources. This may include conducting phone interviews and other forms of primary data collection.
Work with the Secretariat to facilitate the collection of the data/information with required official letters and contacts with focal person(s) wherever required.
Undertake a review, assessment, and judgment of the data/information in close consultation with the APAD project steering committee.

Qualifications

At least 5 years of consulting experience, with demonstrated project management expertise.
Advanced university degree in conservation or any related field or demonstrated equivalent work experience.
Familiarity with Africa’s Protected Areas, with academic or work experience preferred.
Proven experience in developing strategies and engagement plans.
Demonstrated ability to work independently and to coordinate input from a variety of actors.
Strong Communication and ICT skills.
Excellent analytical writing skills in English, with a strong preference for the development of policy engagement materials. French will be an added advantage.

Confidentiality:

The Consultant will be bound by an absolute duty, both during and after the contractual period, to maintain and safeguard the confidentiality of information that the Consultant will be entrusted with or exposed to during the assignment under this Agreement.

Submission of Application
Please submit proposals via email to procurement@awf.org with a copy to SAndersen@awf.org  by 5.00 pm EAT on October 12, 2023. more

Position Summary

This position will oversee and ensure administrative, logistical, procurement and operational excellence across the organization. The Director of Administration will support operations of project sites and other country offices and develop, implement, and improve processes aimed at enhancing program performance as well as ensure implementation of and adherence to operational,... administrative, and logistical policies and procedures. The Director of Administration will partner with key departments, program teams, and country leaders to ensure appropriate preparedness on security and safety matters . This position will be based at AWF’s Headquarter office and will supervise the Administration, Procurement and Facilities’ teams.

Administration

Provide oversight in the development and implementation of guidelines and requirements for efficient office operations across the organization.
Work closely with People and Culture team and other department heads, to develop/revise staff security protocol across the organization, to support safety and well-being of all staff, and to enable a rapid and coordinated organizational response in emergency situations.
Work with other department heads to oversee country registrations and required statutory reporting and compliance. Monitor changes and ensure AWF remains compliant with all country statutory regulations and annual fillings.
Oversee the procurement department, provide the necessary administrative support for the shipment of assets to AWF offices, facilitate exemptions including tax, where viable. Further, provide support and oversight for large equipment purchase and disposal.
Ensure all inventory of AWF assets are up to date in liaison with relevant managers. Work with finance team to ensure fixed asset register is up to date and accurate.
Develop and manage AWF Headquarters’ administrative budget. Oversee the day-to-day administration of AWF’s Nairobi headquarters, including providing logistical and facilitation support for all events held at the Headquarter.
Oversee the administrative function across the organization, including support for travel i.e. visas application, flights and accommodation, as well as on ground transportation. This also includes addressing immigration and diplomatic affairs. securing appropriate liability, vehicle and other insurances, security management, addressing immigration and diplomatic affairs.
Develop and enforce policies and procedures for all administrative functions.   
Monitor in-country changes and ensure AWF compliance with all in-country statutory regulations and annual filings.
In collaboration with Country Directors and other department oversee country registrations, registration renewals and required statutory compliance.
Work with finance and project teams to facilitate project closure, including proper disposal or relocation of assets, closure and exit of office space.

Facilities Management

Develop/review appropriate guidelines and requirements for all AWF offices, ensure that all the necessary facilities are in place and adequate. This includes appropriate and suitable furnishings, office supplies replenishment system, safety, and security for the staff.
Ensure AWF offices meet the needs of staff (both moveable and immoveable assets, and outdoor areas where applicable). 
Collaborate with the Country Directors / leads to ensure proper maintenance of AWF offices and facilities.
Collaborate with relevant country leads, project and landscape managers and cross functional teams to develop annual budget requirements for both ongoing maintenance and any capital investment requirements related to facility improvements/upgrades.
Review and secure appropriate liability insurance for all AWF offices and facilities, including commercial insurance.
Work with the marketing and creative team to ensure the correct and proper signage for all facilities.
Ensure the provision of other basic office services, including water, sewage, cleaning, and grounds-keeping in all AWF-occupied offices (where required)
Oversee and as needed facilitative project office set-up, including office space procurement and establishment, lease negotiation, identification and procurement of furniture and fittings, branding, etc.
Work with finance and project teams to facilitate project closure, including proper disposal or relocation of assets, shut down and exit of office space.
Provide input into proposal budget developments to ensure that costs of in-country administrative needs are appropriately incorporated
Ensure that all facilities adhere to safety and security requirements as stipulated by local laws and as outlined in the requirements for all AWF occupied facilities.

 Procurement & Contracts Management

Oversee the procurement department; provide strategic leadership and support for efficient and effective procurement; ensure tax exemptions are applied where available.
 Provide timely and appropriate guidance on procurement policy, strategy, and implementation across the organization.
Increase efficiency by developing processes, procedures, and best practices to effectively support the programs and operations across all offices; create performance metrics and accountability.
Support creation of procurement function within AWF country programs in Africa. Oversee the review and implementation of existing procurement policies at AWF to reflect industry best practices.
Align the AWF Procurement structures and processes to support the requirements of AWF’s various institutional donors (UN, USAID, EU, Dutch, German, etc.). Ensure that appropriate rules are applied in appropriate circumstances (i.e., USAID rules for USAID awards, EU rules for EU awards, AWF rules for unrestricted purchases).
Ensure that third party service contracts include “flow down” requirements per government grantor requirements and AWF procurement policies.
Periodically check in with the AWF teams to review consultancy, contract budgets, and program progress and identify delays or potential challenges that might impact compliance of the agreements.
Ensure that close-out schedules for all agreements are duly executed in a timely manner and all relevant documents are submitted and filed.
Serve as the focal point in development of all contractual agreements, working with the Program Design, Philanthropy, and Program teams to ensure that the submitted agreements meet all guidelines and are reviewed by appropriate parties prior to submission.
Coordinate collection of annual procurement plans from Budget Managers and consolidate into an organizational plan. Ensure all approved donor procurement needs are executed/implemented in a timely manner.
Ensure thorough review and understanding of the contract terms to capture relevant obligations that safeguard AWF’s interests.
Ensure contractual agreements are complete and logically filed, and disseminated to relevant staff within AWF, this includes both hard and soft copies.
Develop and maintain strong relationships with internal and external stakeholders to ensure optimal performance.
Work collaboratively, negotiate and engage with major suppliers and contractors for timely delivery of goods and services.
 Participate in due diligence for new partnerships, grants, and collaborations.

 Risk Management

Support the CFO in providing leadership, innovation, governance, and management necessary to identify, evaluate, mitigate, and monitor the organization’s operational risks.
Develop AWF Risk Management tools, practices, and policies to analyze and report organization’s risks, and to manage risks according to AWF risk management framework.
Ensure risk mitigation controls are implemented and operating effectively in landscapes and throughout the organization.
Chair and provide key inputs to the organization’s Risk Management Committee
Oversee the reviews and assess risk management policies and protocols; make recommendations and implement modifications and improvements.
Ensure the organization's risk management policies and strategies are compliant with applicable regulations, AWF set standards, and strategic imperatives of the organization. Establishes the Enterprise Risk Management architecture for the organization.
Ensure adequate insurance policy covers are in place, implement health and safety measures, and making business continuity plans to limit risks and prepare mitigation measures.
Provide support and organize trainings to staff to build risk awareness within the organization (sensitizing the staff about the most significant risks to the organization; ensuring departmental heads and country teams understand the risks that might affect their departments; ensuring individuals understand their own accountability for individual risks).
Support with the review of major contracts, proposed facilities, and/or new program landscapes for risk implications.

Qualifications

Bachelors degree in business administration, or related field
10+ years leadership role in the appropriate field.
High level of business acumen with the ability to balance the delivery of programs against the realities of a budget.
Construction, engineering, building and facilities management training or experience an advantage.
High capacity for managing and leading people with demonstrated success in maintaining accountability, building effective teams, connecting with staff (both at the individual and group level), and developing leaders from the bottom up.
Analytical thinker with the ability to identify opportunities and create processes and systems that promote accountability.
Demonstrated knowledge consistent with role scope outlined above.
Proven ability to plan and manage operational processes for maximum efficiency and productivity .
Ability to streamline and implement new structures and roles that create speed, efficiency, and support rapidly shifting demands.
Strong working knowledge of regulations and legislative guidelines.
Superior negotiation skills in both internal and external settings.
Solid organizational, communication, and leadership skills, demonstrated by previous professional success
Knowledge of French is an advantage.
Ability to work under pressure.
Ability and willingness to travel at least 40% time to remote and sometimes physically challenging conditions . more

Responsibilities
Proposal Development and Budgeting

As a part of the proposal development team within Program Design and Development teams in very close collaboration with the finance and program/field teams, prepare detailed cost proposals that supports the required range of program activities, core operations and human resources for the funding proposal or modifications of the existing... awards.

Working under the leadership of the Supervisor and “account managers” and “proposal process managers” on the PD team and Development team, supports responding to Request for Proposals:

Support cost related matters on proposals and budget modifications;
Working with team leads from PD, Development, Finance and Programs, developing professional and competitive cost proposals and budget narratives;
Support various elements of costs, template and budget notes to support cost proposals;


Support partners during cost proposal development of sub-award/grantee budgets for inclusion in AWF led bids; and provide high quality review and feedback on their proposal budgets;

Putting together designated sections of proposal packages, such as organizational background, certifications and representations, qualifications summaries and past performance; 


Maintaining a resource base (historical/current cost data bank) of program activity costs, including common equipment, supplies, operation of offices and salaries etc. to be used in coast proposal development;

Participate in proposal development team meetings, and support meeting documentation, and follow-up items;


Liaise with account managers and PD team members to support proposal development and cultivation activities as needed;
 Support program staff with developing cost-related responses to post submission questions.

 Project Grant Management and Compliance
Working closely with the Supervisor and AWF’s grants management team, to support program team’s understanding of grant agreement and contract requirements and that any required changes to donor funded projects are escalated to PD and Development team account managers as needed. Also support recording PD and Development activity in Salesforce, Raisers edge, Box etc.. These functions include, but are not limited to:

Support the processing of grants in coordination with PD and Development “account managers”, Finance and Program/Country teams.
Collaborate with Grant Management, Finance, Administration, and Program teams in the following areas:

Kick-off/inception and project review/evaluation meetings;
Regular grants management meetings occur for all large publicly funded projects;
Capacity building and development of donor reference guides for use by the program teams,
Due diligence and downstream partner assessment in accordance with AWF requirements.


Work with PD and Development “account managers” and Supervisor to support any conversations or negotiations necessary with donors during implementation and reporting.
Assists program teams in completing budget realignments and other financial modifications as necessary.
Support Supervisor to ensure AWF’s accounts on donor grant portals are up to date.

 Fundraising Team Budget Planning and Management
The CPOF will work closely with the Supervisor and the Fundraising team to develop annual Department budgets and support expenditure tracking throughout the year. This work includes:

Support expense tracking throughout the year and discussing any variances with Supervisor;
Log data relevant to current and prospective funder tracking into PD and Development’s online and offline tracking tools.
Gathers and analyze data on financial flows relevant to strategic planning for the Fundraising team. 
Assists with other research and assignments, as assigned.
Any other duties as delegated by the Supervisor or by the Fundraising Account Managers.

Qualifications

 Bachelor’s degree and experience in finance, economics, accounting, business or other relevant field. 
 Minimum of 3 years of relevant work experience.
 Certification such as CGMA, CPA or other related certifications
Experience with major public donor agencies such as USAID, EU, the GEF or Germany.
Excellent budgeting skills are a must, including the ability to work with technical leads to build accurate cost proposals.
Must possess database management skills.
Must possess strong skills in Microsoft Excel.
Must be proficient in research, interpreting, and analyzing diverse data and processes.
Must possess the ability to work collaboratively and independently to achieve stated goals.
Must be highly organized with the ability to implement systems and follow-up process.
Must possess strong analytical skills.
Must pay attention to detail.
Must have the ability to meet deadlines.
Fluency in written and spoken English is required. French or German language skills are preferred. more