Primary Purpose

This position is primarily responsible for carrying out the purchasing and procurement functions of supplies, equipment and services. It ensures procurement of high-quality and cost-efficient supplies, equipment and services. The position is also responsible for maintaining purchasing records and facilitating accurate documentation to Finance .

Key Relationships

Internal... to CWS

Procurement Coordinator
Procurement Manager
Procurement Supervisor
Other team members in the Finance, Administration and Program departments

External

Vendors
Customers
Any other Partners in relation to his/her capabilities

Working Environment

O ffice and/work from home environment .
P eriodic travel to the field as may be required.

Responsibilities



Leadership 15%

Engage in effective team management and supervision as per CWS expectations, including: ensure policies, procedures, and culture are understood and abided by; provide clear expectations, managing performance, yearly performance evaluations, and coordinating proper use of benefits; providing coaching and corrective action plans as needed; effective communication; maintaining accurate job descriptions; ensuring a safe and professional work place; and promoting safe-space, open door, and escalation policies.
Under the guidance of the Procurement supervisor contribute to strategic planning conversations to set and achieve RSC Program goals.
Provide input on quarterly and/or annual departmental staff and work projections, which contribute to Procurement annual budget.
Identify processing gaps by regularly undertaking frontline processing activities, and then work to fill the identified gaps.

Procurement Administration 30%

Participates in developing, facilitating, implementing, monitor and reviewing procurement plans.
Ensures all approved quotations are captured in SAGE and approved LPOs sent to the vendors.
Reviews invoices and ensures complete documentation (GRN, Invoice, Delivery Note, LPO) and submits to finance for payment.
Prepares VAT and DUTY exemptions for Ministry of Foreign Affairs and Kenya Revenue Authority in IPMIS system.
Support and work with the team to ensure there is a current market assessment and market surveys and price list is in place for various items is place.
Participates in budget preparation by researching cost estimates of proposed items.
In coordination with other departments establishes detailed requirements for office supplies, equipment and other goods and services required.
Analyses incoming bids by coming up with a comprehensive analysis on the requirements of the bid for review by the committee meetings.
Prepares the Request for proposal (RFP) reports for evaluation /tender committee’s review.
Completes vendor forms and updates the scans and the vendor list on the fileserver.
Ensures reconciliations for vendors by comparing invoices and payments.
Coordinates and facilitates the vendor pre-qualification process
Provide input/ideas and apply cost saving measures to ensure program sustainability.
Manages the flow of complete procurement documents between the departments.
Issuing purchase orders/Contracts.
Overseeing contract fulfilment; and providing support to the procurement Officers and other departments within the organization who are involved in procurement.
Responsible for training CWS employees on how to use the purchasing system and issuing directives on how to purchase specific items.
Work with the procurement Officers to ensure that we have supply chain visibility through reporting and end to end procurement tracking

Representation 10%

Assists in conducting market research to capture the current cost, evaluate offers from vendors and negotiate better prices.
Liaises with vendors to create realistic delivery schedules and compare actual deliveries in order to evaluate vendor performance and responsiveness.
Builds and maintains positive working relationships with all members of staff, and contactors both within and outside CWS Africa

Compliance 30%

Manages the supply chain function at CWS which includes procurement of goods and services in a cost-effective, timely and transparent manner in line with CWS Polices, Co-operative Agreement and 2 CFR 200
Responsible for managing all updated procurement contracts, coordinate and monitor the supply chain function to ensure compliance with procurement policies and practices and donor requirements.
Ensures procurement records are accurate, up to date and in compliance with donor policies.

Data management 10%

Tracks vendor invoices and utilities on the procurement excel spread sheet.
Regularly updates the Note Verbal excel sheet.
Tracks orders to ensure timely deliveries.

Additional Roles and Responsibilities 5%

Performs any other duties as assigned to improve the operations of CWS Africa

Experience

Qualifications

Five (5) years’ experience in procurement or with similar administrative responsibilities
Experience in the non-governmental sector preferred.

Skills

Demonstrated excellent computer skills for Microsoft Word, Excel, Access and Outlook Working knowledge of SAGE and 2 CFR 200
Demonstrated strong organizational and time management skills
Strong written and verbal English skills

Education & Certifications

Bachelor’s Degree or equivalent in Business Administration, Supply Chain Management, Public Administration, Procurement or other related field or four (4) years of paid work experience in lieu of a bachelor’s degree is required
Diploma in Purchasing and Supplies Management is preferred
Membership of professional body such as KISM, CIPS etc. required

Abilities

Manage large and diverse workload under pressure with competing priorities.
Communicate effectively both verbally and in writing.
Follow instructions from the Supervisor with a positive and receptive attitude.
Deal effectively and courteously with many associates, outside agencies, applicants and members of the general public.
Maintain the integrity of official records.
Analyse and solve complex problems and make sound decisions.
Work with minimal supervision
Maintain a high-performance standard with attention to detail.
Work independently and contribute to overall operations of RSC Africa.
Conduct oneself in a professional and courteous manner to represent the best interests of RSC Africa and CWS/IRP.
Carry out all of the duties of the position efficiently and effectively with minimal supervision.
Take initiative.
Maintain strict confidentiality with RSC Africa administrative and operational information.
Work well as a team in a multi-cultural environment while maintaining a high level of motivation.
Effectively manage RSC Africa’s resources.
Actively participate in the implementation of the U.S. Government Operational Refugee Processing Program in Africa

Important Requirements

Strong English communication skills, both written and oral.
Commitment to diversity, equity, and inclusion and willingness to support CWS’ Platform on Racial Justice as a CWS employee required more

Primary Purpose
This position is primarily responsible for carrying out the purchasing and procurement functions of supplies, equipment and services. It ensures procurement of high-quality and cost-efficient supplies, equipment and services. The position is also responsible for maintaining purchasing records and facilitating accurate documentation to Finance.
Key relationships
Internal to... CWS

Procurement Coordinator
Procurement Manager
Procurement Supervisor
Senior Procurement Officer
Other team members in the Finance, Administration and Program departments

External

Vendors
Customers
Any other Partners in relation to his/her capabilities

Working Environment

Office and/work from home environment.
Periodic travel to the field as may be required.

Responsibilities
Procurement Administration  & Data Management 40%

Ensures all approved quotations are captured in SAGE and approved LPOs sent to the vendors.
Reviews invoices and ensures complete documentation (GRN, Invoice, Delivery Note, LPO) and submits to finance for payment.
Prepares VAT and DUTY exemptions for Ministry of Foreign Affairs and Kenya Revenue Authority in IPMIS system
Participates in budget preparation by researching cost estimates of proposed items.
Analyses incoming bids by coming up with a comprehensive analysis on the requirements of the bid for review by the committee meetings.
Prepares the Request for proposal (RFP) reports for evaluation /tender committee’s review.
Completes vendor forms and updates the scans and the vendor list on the fileserver.
Ensures reconciliations for vendors by comparing invoices and payments.
Provide input in strategic planning conversations to achieve Procurement unit goals.
Manages the flow of complete procurement documents between the departments.
Participates in developing, facilitating, implementing, monitor and reviewing procurement plans.
Coordinates and facilitates the vendor pre-qualification process.
In coordination with other departments establishes detailed requirements for office supplies, equipment and other goods and services required.
Ensure there is supply chain visibility by keeping timely reporting and tracking the procurement processes throughout the various stages of the procurement processes.

 Representation 10%

Assists in conducting market research to capture the current cost, evaluate offers from vendors and negotiate better prices.
Liaises with vendors to create realistic delivery schedules and compare actual deliveries in order to evaluate vendor performance and responsiveness.
Builds and maintains positive working relationships with all members of staff, and contactors both within and outside CWS Africa

Compliance 35%

Manages the supply chain function at CWS which includes procurement of goods and services in a cost-effective, timely and transparent manner in line with CWS Polices, Co-operative Agreement and 2 CFR 200
Responsible for managing all updated procurement contracts, coordinate and monitor the supply chain function to ensure compliance with procurement policies and practices and donor requirements.
Ensures procurement records are accurate, up to date and in compliance with donor policies.

Data Management 10%

Provide timely and accurate reports
Tracks vendor invoices and utilities on the procurement excel spread sheet.
Regularly updates the Note Verbal excel sheet.
Tracks orders to ensure timely deliveries.

Additional Roles and Responsibilities 5%

Performs any other duties as assigned to improve the operations of CWS Africa

Qualifications
Experience:

A minimum of Four (4) years’ experience in procurement or with similar administrative responsibilities required
Experience in the non-governmental sector preferred.

Skills:

Demonstrated excellent computer skills for Microsoft Word, Excel, Access and Outlook Working knowledge of SAGE and 2 CFR 200
Demonstrated strong organizational and time management skills
Strong written and verbal English skills

Education & Certifications:

Bachelor’s Degree or equivalent in Business Administration, Supply Chain Management, Public Administration, Procurement or other related field or four (4) years of paid work experience in lieu of a Bachelor’s Degree is required
Diploma in Purchasing and Supplies Management is preferred
Membership of professional body such as KISM, CIPS etc. required more

Primary Purpose
The Regional Finance Director (RFD) will be the head of finance for CWS RSC Africa and will be responsible for finance administration, fiscal management, and financial reporting. The RFD will also lead the CWS RSC Africa’s annual budget preparation, financial planning and management, Cash accounting to include payroll and payables operations, reporting, and analysis, for all RSC... Africa offices in Kenya, Tanzania, Uganda and Rwanda. The RFD will ensure the organization's financial health by providing daily management and oversight of all financial management functions and operating budgets preparing financial statements, charts, dashboards, and fiscal presentations for the RSC. The RFD will actively support the development, use and improvement of related systems, including, but not limited to financial ERP systems, payroll systems, and/or other financial related systems.  The Regional Finance Director will be part of the RSC Africa Senior Management team and will work closely with CWS Chief Financial Officer. The RFD will build and maintain strong relationships with all stakeholders and ensure a productive and conducive work environment between the Program and Finance team.
Key Relationships
Internal to CWS

Regional Representative
RSC Africa Director
RSC Africa Deputy Director Administration and Operations
Deputy Director, RSC Program Development and Quality
Deputy Director, RSC Program Implementation
RSC Africa Senior Management Team
Regional Procurement Director
Country Representatives
Associate Directors
Direct Reports

External

Service providers, PRM and other agencies.

Working Environment

Office environment. Periodic travel to the field as may be required.

Responsibilities
Leadership and Management (20%)

Responsible for the oversight of the Finance Department to ensure provision of top-tier financial services in line with CWS RSC policies, standard operating procedures and donor requirements.
Provide direct leadership and management to the Finance team to include team organization, staffing, training and development, performance management, employee engagement, conflict resolution, coaching and mentorship as well as day to day supervision of direct reports.
Demonstrate active performance management by approving detailed work plans for direct reports, providing feedback on performance, and keeping senior management informed on progress towards departmental annual goals and individual staff performance.
Responsible for providing strategic high-level leadership, vision, alignment and structuring of finance department to make it responsive to program and overall organizational strategic needs.
As part of the Senior Leadership Team, participate in the development and execution of CWS RSC strategic plan and support RSC operational plans and budget development, execution and monitoring.
Help to identify and address leadership and management challenges and opportunities especially as they relate to finance and operations and working with country office leadership to address them.
Provide guidance and support on matters of leadership, facilitating transparency, accountability, and ethical decision-making by staying abreast of regulatory developments and changes in finance governance ensuring compliance and adherence to relevant regulations and standards.

Strategic Financial Planning and Budgeting (20%)

Develop, implement, and ensure compliance with financial strategies, policies, and procedures for long-term financial sustainability of the organization.
Actively oversee the financial health of RSC across all offices, continuously monitoring and projecting the financial performance, risk analysis, revenue projections and cash flow.
Offer expert financial advice and analysis to aid management teams in strategic decision-making ensuring performance and key trends are effectively communicated to stakeholders.
Lead the annual budgeting process, budget revision process to include devising process and tools for use by other managers or department heads for budgeting purposes.
Help design and implement a coherent organizational structure that is consistent with agency practices and appropriate to programme needs. In collaboration with senior management and Operations Director, establish and ensure compliance with finance and operations policies and processes consistent with best practices in the industry
Ensure that financial systems and policies are consistent with tax legislation and statutory obligations in all countries that CWS operates
Keep management informed of the current financial health status of RSC Africa operations regularly. Be up to date with the changing external developments in financial management, tax regulations, and other leading practices in similar organizations which directly or indirectly impact RSC Africa's business

Financial Reporting and Analysis (20%)

Ensure that all financial records, reports, and statements are prepared and submitted on a timely basis. These include monthly financial reports, financial statements, gain/loss analysis, depreciation reports, audit reports, inventory and capital purchases, etc., and maintenance of a due date schedule as required under the terms of the Cooperative Agreement and by CWS/IRP and RSC Africa Management.
Oversee the finance process by which all financial information, including monthly management accounts, cashflows, and annual reports are produced on time, accurately, and in a format that is understood by the users, especially the non-finance staff.
Monitor completion of financial reports for awards/contracts. Oversee proper accounting and closing of books upon receipt of completed reports and documents from various sub-offices
Provide lead on the process of budgeting, forecasting, and setting and reviewing annual budget and rolling multi-year NOFO budget in alignment with CWS plan and priorities.
Lead budget holders to estimate funds requests on a timely basis to ensure resources are in place for carrying out project activities

Finance Systems and Accounting (15%)

Functional responsibility for all accounting, including accounts payable, accounts receivable, and payroll, ensuring compliance with appropriate GAAP standards, U.S. Federal OMB Circulars A-110, A-122, A-133, and Kenyan statutory laws and regulations.
Develop methodologies to ensure quality control and maintenance of supporting documentation of financial disbursements and accounts under US Government audit requirements and CWS/IRP standards.
Develop and maintain system strategy for financial accounting systems for cash management, general ledger, accounts payable, accounts receivable, payroll, and petty cash.
Develop and implement policy strategy for all CWS Africa policies and procedures to ensure that personnel and financial information is secure and stored in compliance with current compliance standards and legislation.
Lead and participate in the development of finance policies and procedures to be able to maintain a well-financially controlled environment in both development and emergency contexts.

Internal Financial Controls and Financial Risk Management (10%)

Develop and implement accounting policies and procedures to enhance the accountability, transparency, and efficiency of RSC Africa's financial operations and to ensure compliance with the Cooperative Agreement, the relevant OMB Circulars, e.g., Uniform Guidance, etc. and DOS/PRM and CWS/IRP policies
Document, update, implement, and ensure compliance with accounting and administrative policies and procedures in the RSC Africa’s Administration and Finance Procedures Manual
Coordinate all the activities done in preparation for annual external RSC Africa audits in all RSC offices in Africa as well as any additional CWS and CWS/IRP, monitoring and compliance audits
Ensure implementation/ resolution of all recommendations given by auditors and reports on the same to Management within 90 days of receipt of the Auditor's Management Letter.
Lead and/or participate actively in CWS Africa efforts to reduce cash in all operations with the ultimate goal of eliminating the use of cash.

Finance Fund Accountability (10%)

Ensure funds are available throughout the grants award, coordinating fund request from HQ, liaising with sub-offices to ensure high quality forecasting and managing funds available.
In coordination with HQ address issues raised by the donor on fund request and general management of donor funds, oversee fund transfers to the sub-offices as per month forecast and or on a need basis. Ensure there is sufficient measures to mitigate fund losses.

Additional Responsibilities (5%)

Other duties that may be assigned to enhance the quality and efficiency of Finance Department to attain the set objectives and maintain high professional standards of RSC Africa.
Execute special projects and other duties as assigned by CWS/RSC Africa Leadership.

Qualifications
Experience:

A minimum of ten (10) years of professional work experience in accounting, finance, auditing or a related field.
A minimum of five years’ experience in a senior management position within the Finance Department.
A minimum of five (5) years of progressive work experience in financial management ideally within the international development or humanitarian sectors is required.
A minimum of five (5) years of supervisory experience is required.
Previous experience working with USG funding is required.

Skills:

Excellent strategic thinking, analytical and problem-solving skills to support the smooth running of finance within a complex organization
Proven ability to lead, manage, inspire and motivate staff at all levels including motivating technical staff in a matrix structure.
Excellent written and verbal communication skills, including experience in communicating effectively across cultures and with diverse audiences.
Knowledge of financial management, banking, auditing and internal controls methodologies.
Excellent skills in MS Word, Excel, Access and good working experience with accounting software systems or any ERP software.
Ability to cope with rapidly changing environment and handle high levels of pressure and multi-tasking.

Education & Certifications:

Bachelor’s degree in finance, Accounting or related fields is required.
Finalized professional qualifications such as CPA/ACCA/CIMA or related fields is required.
Master’s degree in business administration, finance, accounting or relevant technical area is preferred. more

Primary Purpose
This position is primarily responsible for supporting, implementing, and ensuring the systematic application of safety and security policies for all RSC operations. The Security Risk Management Specialist will provide operational security support, consultation, and guidance across the security department, take the lead on special security projects, and assist development and... delivery of internal security training programs in liaison with RSC Africa training unit. Compile and draft Weekly security updates to inform program leadership in the areas of operation on any significant impact to program activities. Conduct international staff expat residential surveys, analyse and complete security assessments of ongoing activities, ensure proper documentation and filling of security electronic and physical files.
This position reports to the Security Risk Manager and will act as the primary focal point in daily security risk operations in their coverage area.
Key relationships
Internal to CWS

Associate Director of RSC Programs, East & Southern Africa
Regional Security Risk Management Senior manager.
Senior Program Managers, Kenya/Sudan, West, Central, and Horn of Africa
Senior Manager, Circuit Rides
Senior Manager, Projections & Pipeline

External

UNHCR & IOM security focal points in coverage area countries
Kenya and US embassy security and other relevant focal points
Staff within the Office of the RSO and the ARSO
Other external security touchpoints

Working Environment

Physical presence in the office is required.
Occasional holiday and weekend coverage.
Periodic travel to the field as may be required.
Short notice response to emergencies, including after hours, on weekends and holidays.

Responsibilities
Leadership and Management (10%)

Under the guidance of the Security Risk Manager, champions and safeguards policies, procedures, and organizational culture by reviewing, anticipating, identifying, communicating, and addressing issues affecting the security Risk Management (SRM) functions and processes.
Under the guidance of the Security Risk Manager, requests guards’ deployment, supervises and conducts regular briefings of the contracted guard force and activation response and panic button testing.
Advises CWS travelling teams on context-specific security risks in areas of deployment and reviews risk mitigation measures in place to inform effective programming in consultation with the Security Risk Manager.  
Take part in supporting the SRM in the implementation of CWS’s safety and security risk management system in the areas of operation and support other SRMs in other CWS country offices when called upon.
Consistently carry out analysis, update, and delivery of timely and quality security information to the Security Risk Manager using established CWS processes and tools.

Administration (35%)

Reviews and makes recommendations regarding safety and security field protocols, contingency plans, and CWS Africa security manual conduct awareness sessions to all staff upon review and update.
In coordination with the training unit, supports the development and implementation of CWS Africa defined security mandatory trainings, trains staff on country-specific security plans, rollout of revised safety and security manual, policies, and procedures, and conducts new hire and refresher security trainings for staff.
Deploys to support security team(s) in country offices (Uganda, Tanzania Rwanda and South Africa) if directed.
Ensures proper documentation and filling of security electronic and physical files, including records and schedules for lined up trainings.
Contributes to the development of country-specific Security Risk Assessments, operational and programmatic contingency plans that respond to different emergency scenarios in liaison with the country office Security Risk Management team(s) and the Regional Security Risk Senior Manager.
Undertakes periodic office security risk assessments, compiles report with findings and recommendations and advises the Property Manager and the Security Risk Manager on findings.
Serves as the security risk management focal point for various programs teams in their coverage areas.
Conduct pre-departure and on arrival security briefings to CWS travelers and maintain the use of the CWS travel portal, schedule security briefings, and monitoring travelers in area of operation.
Dispense security advisories to all in country CWS staff, including SMS alerts, phone alerts, and email alerts.

Representation (10%)

Attends partner agencies meetings, prepares, and follows up on action plans arising from such meetings.
Coordinates and liaises with Property manager on servicing of fire extinguishers and first aid boxes to ensure that CWS/RSC offices are OSHA compliant.
Attend weekly security risk management meetings and represent Security Risk Manager in his/her absence in the meeting.
Serve as security focal point on Joint Assessment teams to identify, review, and clear – ensuring minimum security standards are met – worksite and accommodation locations for use by RSC field teams.
Closely collaborate with the Security Risk Manager and Regional Security Risk Senior Manager for technical guidance.
Interact with CWS field travelers, security focal points during Circuit Rides, floor wardens, and with external stakeholders as needed.

Compliance (25%)

Compiles and drafts Weekly Regional Security Updates across the areas of operation for dissemination to CWS Africa staff.
Continuously monitors surveillance cameras and works closely with the IT team to ensure surveillance systems are up and running, including monitor compliance of access control.
Undertakes annual risk assessments of office location in Nairobi and advice the SRM on findings, with recommendations.
Plans and conducts building evacuation and lockdown drills, maintains a schedule of the drills, carry out phone tree drills and report findings with recommendations to the Security Risk Manager.
Conducts expat residential surveys of international staff residences, compiles report and advise staff on the findings with recommendations.
Trains all new staff in safety and security procedures and provides periodic refresher training to regular staff. Conducts new hire and visitors’ security orientation.
Monitors, reviews and adjusts CWS staff tracking systems as necessary and monitor staff compliance Security protocols.
Ensure CCTV cameras maintain footages of not less than 90 days and ensure servicing is done routinely.

Data management (15%)

Works with relevant internal software development focal points (within the IT department) to maintain existing Security Risk Management platforms (travel portal under Security Risk Management module, Traveler risk management etc.) and liaises with Systems Development Unit in developing new systems for effective security risk management.
Ensure the CCTV cameras remain operational 24/7 and recording not less than 90 days footage.

Additional roles and responsibilities (5%)

Any other duties as assigned.

Qualifications
Experience:

At least 5 years of paid work experience is required.
A minimum of 3 years professional security experience, two of which non-profit or NGO work experience within international humanitarian programs required.
2 years’ Experience within the countries covered by this position preferred.
Demonstrated knowledge and understanding of INGO security frameworks.
Familiarity with physical security measures, such as CCTV, safe room design, perimeter security, and access control, as well as a demonstrated understanding of communications technology and procedures required.
Experience developing security training modules, security plans and implementing safety and security frameworks, conducting security risk assessments, compiling, and drafting security reports (including incident reporting), and coordinating responses to security emergencies required.
Experience in facilitating security training to large groups of staff and conducting surveys prior and after training.

Skills:

Strong organizational, facilitation and training skills with excellent writing and communications skills with advanced proficiency (verbal and written) in English.
Proficiency in Microsoft 365 applications including Word, Excel, PowerPoint, and SharePoint.
Detailed oriented and ability to manage multiple competing deadlines.
Basic knowledge of humanitarian principles, especially relating to USRAP.
Demonstrated ability to work in a team.

Education & Certifications:

Bachelor's Degree in a security Risk Management field, humanitarian, or development, is required.
Certified Security Risk Management professional (Country level) is preferred. 
Prior experience with managing security plans and security risk assessment documentation within the humanitarian set up is desirable. more

Core Job Responsibilities:
Leadership & Management (30%)

Responsible for oversight of the Property Unit activities to include Fleet, Facilities, Stores & Assets.
Provide direct supervision and leadership to the Property team to include team organization, performance management, training & development, staffing, conflict resolution, employee engagement, coaching and mentorship as well as day... to day supervision of direct reports.
Establish and monitor the achievement of unit and organizational objectives as well as identify, assess, manage risks to the achievement of those objectives and recommend mitigation strategies.
Identify training needs, develop and implement training plans for the property team, in coordination with the Learning & Development unit.
Establish and communicate clear expectations to staff to foster a predictable and consistent work environment.
Ensure coaching, mentorship, feedback and corrective action plans are carried out where needed.
Ensures that reasonable working resources are availed to staff in the unit.
Promote a work environment that demonstrates openness and equity.

Administration (35%)

Oversee planned preventive maintenance schedule for all organizations assets.
Oversee requisition, maintenance, and inventory management of expendable and non-expendable equipment, assets, supplies and vehicles.
Review all contractual agreements for all facilities and maintains copies of all relevant contracts.
Ensure that insurance covers are in place for all property and other liabilities in accordance with the laws in all RSC Africa offices.
Work closely with Regional Senior Manager Property, Travel and Logistics to undertake quarterly condition and compliance checks for facilities, vehicles, equipment and assets for all RSC Africa offices.
Oversee construction contracts, chair contractor meetings and track implementation timelines.
Ensure that adequate inventory levels are maintained for all supplies.
Oversee routine condition assessment and ensure all resulting maintenance, upgrade and development needs are recorded and followed up for implementation.
Review all contractual agreements for goods and services, equipment and insurance, and maintain copies of all relevant contracts.
Manage contracts of outsourced service providers to ensure high standards of service delivery and compliance to CWS RSC policies and Service Level Agreements (SLAs) are met.
Manage CWS RSC office space allocations to ensure optimal usage and that any office movements are effected with minimal disruptions to the users.
Provide guidance to ensure proper maintenance of office facilities and on any capital investment requirements related to facility improvements/upgrades.

Risk & Compliance Management (10%)

Oversees RSC Africa Property unit and ensure compliance with US Government requirements, CWS RSC Africa policies, guidelines and procedures.
Oversee development, implementation, dissemination, capacity building and monitoring of standard operating procedures (SOPs).
Coordinate property unit activities with CWS Africa Sub-offices offering support and ensuring compliance with the SOPs.
Work closely with different stakeholders to address any compliance issues identified.
Closely monitor processes in the Property unit to ensure efficiency and compliance.
Follow-up and ensure resolutions of any audit findings.

Health & Safety (10%)

Chair the Occupational and Health safety committee.
Lead the Health and safety committee to identify gaps and develop early response mechanisms to any safety concern.
Work with the Health & Safety committee to develop, implement and monitor the Occupational Health and Safety annual work plan.
Work with the Health & Safety committee to ensure compliance with Occupational Health and Safety regulations and at the same time ensure that a safe work environment is maintained and that service providers adhere to policy guidelines in delivery of services.

Records & Data Management (5%)

Oversee the monthly projections and annual budget preparation and modifications as well as undertake regular market surveys to determine the best price for quality goods and services including office spaces.
Maintain and protect facilities records both hardcopy and electronic including all building/equipment /asset documentation such as manuals, warranty information, design documents, service records etc.
Review and keep track of KPI’s to ensure high standards of service delivery are met.
Ensure that the unit maintains verified and accurate data on facilities and asset management and establishes an updated database.
Monitor expenses in accordance with the authorized budgets.

Engagement (5%)

Manage communication with service providers and staff to ensure that it is professional, timely and proactive.
Collaborate with all teams and other departments to understand their strategic needs and priorities and ensure they receive timely support and assistance.
Maintain effective relationships with all stakeholders, including internal customers (staff), auditors, suppliers among others, ensuring that relevant communication is professional, timely and accurate.
Identify clients’ needs and match them to appropriate solutions.

Additional Responsibilities (5%)

Undertakes all duties as may be assigned by supervisor in order to improve on internal controls and financial operations for the overall achievement of RSC Africa’s goals and objectives.
Execute special projects and other duties as assigned by CWS/RSC Africa Leadership.
Any other duties as assigned.

Qualifications:

Experience:

A minimum of Eight (8) years’ work experience in Procurement/Supply Chain Management, Facilities Management, Office Management, Transport & Logistics, Construction management or other relevant field.
At least Two (2) years of related experience in fleet and facility management, Property/Office Management, construction management, or related field is required.
A minimum of two (2) years of direct supervisory experience is required.
At least three (3) years’ work experience in the NGO sector is desired. more

Manages the day-to-day running, maintenance, administration, and development of IT facilities at CWS Africa IT hub in the Nairobi Office.
Identify the training needs of the IT Support Specialists / officers and plan for their training.
Mentor and coach new IT Officer / IT Specialist staff as they are onboarded into the organization.
Conduct performance reviews and monitoring time and... attendance.
Analyzing helpdesk data to identify technology needs and staff IT training needs then plan and deliver IT training to information systems.
Coordinate IT onboarding sessions for new hires during their orientation in coordination with the Training Department.
Champion for Service and Support in projects and develop a strong understanding of projects impacting IT service area and ensuring service impact is minimized and agreed.
Maintenance of the organization’s ICT resources.
Service Desk management and end users IT support; assisting individual staff with troubleshooting and resolving computer software and hardware problems.
Owner of the Incident, Request, and Escalation processes, ensuring high levels of performance are achieved.
Take ownership of the escalation process of major incidents to ensuring coordination of resolving parties, and effective communication to stakeholders. more

Assists in conducting market research to capture the current cost, evaluate offers from vendors and negotiate better prices.
Liaises with vendors to create realistic delivery schedules and compare actual deliveries in order to evaluate vendor performance and responsiveness.
Builds and maintains positive relationships with all members of staff, and contactors both within and outside CWS... Africa more

Primary Purpose
RSC Africa Deputy Director Administration and Operations will have overall responsibility of CWS RSC operations and administration function including Finance, Procurement, Information Technology, General services, Travel & Logistics units. RSC Africa Deputy Director Administration and Operations will ensure that operations and administration function provide high-quality,... responsive, timely and cost-effective services to support implementation of USRAP activities within the framework of local laws, donor requirements, CWS RSC policies and standard operating procedures. Reporting to RSC Africa Director, RSC Africa Deputy Director Administration and Operations will be part of the RSC Africa Senior Management team. RSC Africa Deputy Director Administration and Operations will build and maintain strong relationships with all stakeholders and ensure a productive and conducive work environment between the Program and operations/administration teams.
Key Relationships:
Internal to CWS:

RSC Africa Director,
Deputy Director Program Development & Quality,
Deputy Director RSC Program Implementation,
RSC Africa Senior Management Team,
Associate Directors,
Direct Reports

External:

Service providers, PRM and other agencies.

Working Environment

Office environment. Periodic travel to the field as may be required.

Responsibilities
Oversight of the Operations and Administration Function (40%)

Oversee implementation of operations and administration activities in an efficient and cost-effective manner, providing high quality services and information to programs team, staff, donors and other stakeholders.
Provides oversight of the Finance function ensuring financial health of the organization, timely annual budgeting, accurate reporting working closely with the Finance lead and CWS Chief Financial Officer.
Oversee the provision of financial management, planning, monitoring and reporting of every day financial activities of USRAP program and subsequently provide advice and guidance to senior management on future financial plans.
Provide oversight of all procurement related issues, while ensuring compliance and adherence to organizational policies, donor rules and regulations, contractual terms and other applicable rules and regulations.
Ensure there is an annual Procurement Plan formally documented and updated in coordination with the procurement and programs teams,
Oversee provision of high-quality administrative support/services related to Property, Office Management, Travel & Logistics to various stakeholders/departments.
Oversee technical and administrative services related to Information Technology (ICT) to various clients/departments.
Lead in the development of short term, long-term plans and budgets based on organization’s broad goals and objectives.
Work closely with RSC Director, functional leads under the Operations and Administration docket and other stakeholders to ensure that all resources/suppliers necessary to support continued implementation of USRAP activities are acquired/sourced.
Oversee proper utilization of resources and management of risks to minimize misuse or loss Ensures that all organizational contractual obligations are fulfilled, safeguard CWS RSC reputation and ensure that RSC receives value for money.
Ensures that existing policies support accountability, transparency, and efficiency of CWS and comply with all donor requirements and CWS policies.
Ensure that all necessary agreements, permits and licenses necessary for CWS RSC operations are in place.

Leadership & Management (30%)

Responsible for oversight of operations and administration function to include Finance, Procurement, Information Technology, General services, Travel & Logistics units.
Provide direct leadership and management to the operations and administration teams to include team organization, staffing, training and development, performance management, employee engagement, conflict resolution, coaching and mentorship as well as day to day supervision of direct reports.
Demonstrate active performance management by approving detailed work plans for direct reports, providing feedback on performance, and keeping senior management informed on progress towards departmental annual goals and individual staff performance.
Oversee the development and implementation of annual plans for the operations and administration operations and administration function and prioritize activities relating to staffing, team organization, training and development.
Responsible for providing strategic high-level leadership, vision, alignment and structuring of operations and administration function to make it responsive to program and overall organizational strategic needs.
Supervise and monitor implementation of RSC operations and administration function in line with CWS RSC policies, standard operating procedures and donor requirements.
Develop and execute responsive and appropriate management and operational systems in line with local laws, CWS RSC policies and standard operating procedures and donor requirements.
As part of the Senior Leadership Team, participate in the development and execution of CWS RSC strategic plan and support RSC operational plans and budget development, execution and monitoring.
Identify both short term and long-term resource needs and translate these into objectives and priorities.

Risk Management and Compliance (15%)

Oversee the development and implementation of systems, policies and standard operating procedures to ensure accountability, transparency and efficiency of RSC Africa, and to ensure compliance with the Cooperative Agreement, relevant OMB Circulars, PRM and CWS policies.
Lead and champion implementation of CWS policies, standard operating procedures and best practices as well as organizational culture to support staff and at the same time make contributions to administration division strategies for ensuring staff fully understand and abide by CWS policies.
Oversee development of internal compliance, monitoring and reporting tools for operations and administration function.
In collaboration with Internal Audit and leadership, identify and assess areas of significant compliance risk within CWS RSC Africa operations and administration and work with leadership to design and implement corrective action plans.
Follow-up and resolve any audit findings
Ensure all activities and operations are performed in accordance with the laid down standard operations procedures, government regulations and any federal laws and regulations governing business operations.
Ensure compliance with CWS and DOS/PRM policies, including A-133 audit requirements as well as US, Kenyan and other Country laws as required. 

Representation (10%)

Maintain effective relationships with all stakeholders, including programs team, staff, donors, suppliers among others, ensuring that relevant communication is professional, timely and accurate.
Collaborate with programs teams and other departments to understand their strategic needs and priorities and ensure they receive timely support and assistance. 

Additional Responsibilities (5%)

Other duties that may be assigned to enhance the quality and efficiency of support services to attain set objectives and maintain high professional standards of RSC Africa.
Execute special projects and other duties as assigned by CWS/RSC Africa Leadership.

Qualifications
Experience:

A minimum of twelve (12) years’ work experience in finance, audit, operations, procurement or a related field.
A minimum of five years’ experience in a senior management position, providing administrative oversight.
A minimum of eight (8) years of supervisory experience, including two (2) years supervising managers with direct reports, required.
Experience working with and supervising staff in a cross-cultural context required.
Experience in the administration of donor-funded programs is strongly desired.
Experience working in Africa preferred.

Skills:

Strong verbal and written communications skills required.
Strong organizational and management skills, with particular attention to detail
Computer literacy, with a strong emphasis on Microsoft Excel and Outlook.
Excellent interpersonal skills and analytical skills.

Education & Certifications:

Bachelor’s degree in finance, Accounting, Business Administration or related field required.
Master’s degree in business administration, finance, accounting or related field is preferred.

Abilities:

Work and make decisions independently and contribute to overall operations of RSC Africa at management levels.
Exercise good judgement and seek guidance as appropriate when confronted with unanticipated problems. 
Deal effectively and courteously with large number of associates, outside agencies, refugees and members of the general public.
Maintain a high-performance standard with attention to detail, completing tasks within set timeframes.
Actively participate in the implementation of the U.S. Refugee Admissions Program (USRAP).
Manage large and diverse workload under pressure with competing priorities.
Work independently and contribute to overall operations of RSC Africa
Analyze and solve complex problems and make sound decisions.
Maintain a high-performance standard with attention to detail.
Maintain the integrity of official records.

Important Requirements:

Strong English communication skills, both written and oral.
Ability to work in a multi-cultural environment required.
Commitment to diversity, equity, and inclusion and willingness to support CWS’ Platform on Racial Justice as a CWS employee required. more

Primary Purpose
This is a high-level position within the Resettlement Support Center (RSC Africa) operated by CWS. RSC Africa covers refugee processing in 49 countries in sub-Saharan Africa. The Deputy Director of RSC Program Implementation is responsible for the management of the U.S. Refugee Admissions Program (USRAP) processing and cultural orientation at RSC Africa. With five direct reports,... the position is responsible for ensuring that RSC procedures adhere to required guidelines, coordinating among the various units, maintaining effective relationships with partners, and providing leadership on all processing and cultural orientation issues. This position is a member of the RSC Africa Senior Management Team (SMT). The successful candidate must be approved, in writing, by the U.S. State Department’s Bureau of Population, Refugees, and Migration (PRM) prior to confirmation of hire. "Candidates who had applied earlier need not to reapply."
Key Relationships:
Internal to CWS:

RSC Director, Deputy Director,
RSC Program Development and Quality.
RSC Africa Senior Management Team.
Direct reports

External:

PRM,
IOM,
UNHCR,
RefugePoint
HIAS

Working Environment:

Mostly office-based in Nairobi, Kenya, with periodic travel to the field as required.

Responsibilities
Program Implementation and Compliance (40%)

Ensures the RSC functions of the USRAP are effective, efficient and in compliance across the region.
Ensures compliance with PRM, US Citizenship and Immigration Services (USCIS), Resettlement Processing Center (RPC) and CWS guidelines and procedures. Develops and maintains a detailed knowledge of USRAP overseas processing standards and policies, including the USRAP Integrity and Compliance Guide
In coordination with the Deputy Director of Program Development and Quality, develops, implements, disseminates and monitors standard operating procedures (SOPs) for processing of refugees eligible for the USRAP in sub-Saharan Africa with the aim of enhancing the efficiency of the operation.
Implements and monitors policy changes announced by PRM, USCIS, RPC and or RSC management and ensures compliance and accountability among RSC Program Operations staff.
Provides coordination within and across country offices, ensuring that processing activities are carried out efficiently and effectively. Acts as key escalation point for any issues relating to other departments.
Determines operational priorities for RSC Africa in coordination with RSC Director, RSC Program Development and Quality, Country Office Leadership and PRM
Responsible for overseeing USRAP processing by providing guidance, setting priorities, and ensuring cross-departmental and cross-regional communication for successful adherence and execution of the program.
Coordinates programmatic inputs to the annual RSC budgeting process by working with Program Operations teams to anticipate staffing and resource needs based on PRM processing targets, monitors spending throughout the year against budget targets.
Reviews, analyzes, and reports on information relevant to processing in the sub-Saharan Africa region and makes strategic program implementation decisions based on data inputs.
Actively participates in overall management and development of RSC Africa as a member of Senior Leadership forum.

Leadership and Management (30%)

 Provides leadership, vision and strategy alignment.
 Provides end-to-end people and HR management to include recruitment, onboarding, training and development, day-to-day direct supervision and management, performance management, and development up to effective exit management.
Aids in employee engagement, conflict management, employee relations
Effectively leads programmatic change
Ensures a safe, healthy, and professional work environment for all Programs staff.
Establishes and communicates clear expectations to staff to foster a predictable and consistent work environment.
Provides oversight and direction of two regional processing teams encompassing eight subregions across sub-Saharan Africa, including indirect oversight of four country offices, as well as technical experts for special caseloads and circuit ride planning.

Representation (25%)

Maintains effective relationships with RSC Africa/USRAP partners, including PRM, USCIS, IOM, UNHCR, RPC and domestic Resettlement Agencies, ensuring that relevant communication is professional and accurate.
Leads with and champions CWS policy, procedure, and organizational culture to Programs staff, and contributes to Programs Division strategies for ensuring staff fully understand and abide by CWS policies.
Provides coordination within and across country offices, ensuring that processing activities are carried out efficiently and effectively. Acts as key escalation point for any issues relating to other departments.

Other Duties (5%)

This position also undertakes other duties as assigned by CWS/RSC Africa Management.

Qualifications
Experience:

Twelve (12) years of related experience required.
Eight (8) years of supervisory experience, including two (2) years supervising managers with direct reports, required.
Previous refugee processing experience required.
Experience working with and supervising staff in a cross-cultural context.
Experience working in Africa.
Experience with the USRAP preferred.
Experience with domestic U.S. resettlement preferred.

Skills:

Strong verbal and written communications skills required.
Strong organizational and management skills, with particular attention to detail
Ability to analyze reports with large amounts of data.
Knowledge of refugee and/or immigration law preferred.
Excellent computer skills, in particular Microsoft Office, required.

Education & Certifications:

Bachelor’s Degree or four (4) years of relevant paid work experience in lieu of a bachelor’s degree
Master’s Degree preferred.

Abilities:

Work and make decisions independently and contribute to overall operations of RSC Africa at management levels.
Maintain a high-performance standard with attention to detail, completing tasks within set timeframes.
Exercise good judgement and seek guidance as appropriate when confronted with unanticipated problems. 
Deal effectively and courteously with a large number of associates, outside agencies, refugees, and members of the general public.
Manage large and diverse workload under pressure with competing priorities.
Maintain the integrity of official records. 
Analyse and solve complex problems and make sound decisions. 
Actively participate in the implementation of the USRAP. more

Primary Purpose
This position, with close supervision and guidance from the Deputy Director Program Development and Quality, is responsible for the management of the Public Information unit and manages refugee messaging and materials. This position ensures the timeliness and accuracy of all RSC Africa strategic communication with stakeholders. This includes responsibilities such as improving... internal communication, managing responses to Public Information inquiries, developing public information campaigns, facilitating official visitors to RSC Africa, and ensuring USRAP informational materials (for both partners and USRAP applicants) are standardized and in line with PRM branding requirements.
Contracting for this position is subject to budgeting approval
Key Relationships:
Internal to CWS

RSC Director
Deputy Director Program Implementation
Deputy Director Program Development and Quality
Associate Directors
All staff
CWS HQ

External

PRM Program Officer
Refugee Coordinator
UNHCR
IOM
Other NGOs (HIAS and RefugePoint)
Resettlement Agencies

Working Environment

Office and/work from home environment.
Periodic travel to the field as may be required.

Responsibilities
Leadership and Management (20%)

Support Senior Management in developing and implementing a comprehensive communications plan to support organizational objectives, improve internal communication related to program delivery, branding and organizational development.
Engage in effective team management as per CWS expectations, including: ensure policies, procedures, and culture are understood and abided by; provide clear expectations, managing performance, yearly performance evaluations, and coordinating proper use of benefits; providing coaching and corrective action plans as needed; effective communication; maintaining accurate job descriptions; ensuring a safe and professional work place; and promoting safe-space, open door, and escalation policies.
 Coordinates programmatic inputs to the annual RSC budgeting process by working with Program teams to anticipate staffing and resource needs based on PRM processing targets, monitors spending throughout the year against budget targets.
Monitor and assess effective and appropriate use of resources across the team within the approved budget by determining and applying cost saving measures to ensure program sustainability.

 Program Administration (30%)

Oversee the Public Information Unit, this entails, development of work plans, their implementation and reporting, coordination of the deployment of staff and resources to ensure timely and efficient work output, in coordination with Programs Management.
Serve as the secondary point of contact for Public Information mailboxes in the absence of the unit Supervisor and train all staff on the key areas under the Public Information unit.
Ensure email protocol for Public Information mailboxes are updated and shared as appropriate.
Ensure all staff are utilizing best practices for professional communication and representation.
Manage the production of creative and compelling communication and information materials, success stories, photos, videos, fact sheets, brochures, infographics, and publish communications newsletter for various audiences, including USRAP beneficiaries, partners and staff, and others as needed.
Track progress towards achievement of established annual goals and objectives.
Coordinate effective public information campaigns within assigned countries/teams with logistics, finance, and security including travel projections, site clearances, security updates, news from the field, expense reports and financial management.
Lead an effective process of hosting visitors and senior leaders at the office and in the field that includes key stakeholder engagement and create schedules.
Enhance our program informational materials to be sure they are accurate and present well to the audience.

 Compliance (20%)

Ensure all refugee case processing functions within the team strictly adhere to DOS/BPRM, USCIS, RPC, CWS and RSC Africa policies, guidelines, and procedures.
Ensure implementation of PRM and CWS branding guidelines across all country offices.
Ensure that the Public Information unit meets its targets as set out in the Objectives and Indicators.
Develop, implement, and disseminate internal standard operating procedures (SOPs) for communication across RSC Africa.
Ensure timely and accurate reporting of suspected fraud, malfeasance, and data breaches and report any identified areas of significant compliance risk for the RSC Africa program.
Coordinate regular departmental process reviews to compare requirements vs. current processing and outputs and implement process changes based on the outcome of the process reviews.
Conduct QCs and job function observations of staff, and oversee team QC efforts, to ensure compliance is met and identify areas of improvement or training needs. Provide feedback to staff and/or other departments.

Data Management and Analysis (20%)

Review and approve all presentations and information materials as created by the Public Information Unit.
Develop and implement department specific workload projections to inform budget projections, staffing and to anticipate future. 
Ensure Public Information contribution to the CWS Internal Monthly Reports for Correspondence is reviewed and submitted in a timely manner.
In coordination with IT Software Development Supervisor, oversee the designing and outlook of the RSC Africa refugee-facing website and content that is appropriate for increased USRAP experience.
Work with the Senior Manager, Data Analysis & Visualization and team to create the most effective materials possible.

 Representation (5%)

Maintain effective relationships with RSC Africa/USRAP partners, including PRM, USCIS, IOM, UNHCR, RPC and domestic Resettlement Agencies.
Occasionally travel to field sites to meet with/accompany PRM/USRAP partners and represent CWS/RSC Africa on processing or other programmatic matters.
Ensure staff are professional when representing CWS/RSC Africa to refugees, partners, the funder, and colleagues.
Represent RSC Africa in pertinent refugee related implementing partner meetings in Nairobi including but not limited to Urban Refugee Protection Network (URPN) and other relevant resettlement subgroups in the network.
Develop a media engagement policy and strategy if anyone at RSC/CWS Africa was contacted by the media and train staff on this approach.

 Additional Responsibilities (5%)

Any other duties as assigned.

Qualifications
Experience:

8 years of paid work experience is required.
3 years of direct supervisory experience with responsibility for hiring, evaluating performance, administering corrective action and directing day-to-day work is required.
Demonstrated management experience, to include administrative and program management, with a refugee serving/processing agency(s) preferred.
Previous experience with USRAP preferred.

 Skills:

Strong analytical skills and excellent report-generation skills with the ability to understand, process and document information for a variety of audiences.
Strong supervisory skills and understanding of performance management systems.
Excellent organizational and time management skills.
Advanced computer knowledge, specifically with MS Access, MS Outlook, MS Excel and other statistical analysis programs.
Strong English communication skills, both oral and written.

 Education & Certifications:

Bachelor’s Degree in a related field required, or four (4) years of paid work experience in lieu of a bachelor’s degree required.
Master’s Degree preferred.

 Abilities:

Work and make decisions independently and contribute to overall operations of RSC Africa at management levels.
Maintain a high-performance standard with attention to detail, completing tasks within set timeframes.
Exercise good judgement and seek guidance as appropriate when confronted with unanticipated problems.
Deal effectively and courteously with a large number of associates, outside agencies, refugees and members of the general public.
Manage large and diverse workload under pressure with competing priorities.
Maintain the integrity of official records.
Analyze and solve complex problems and make sound decisions.
Work with minimal supervision.
Be flexible with changing of daily duties as needed.
Demonstrates inter-cultural awareness and inclusivity.
Actively participate in the implementation of the U.S. Refugee Admissions Program (USRAP).

 Important Requirements:

Strong English communication skills, both written and oral.
Ability to work in a multi-cultural environment required.
Commitment to diversity, equity, and inclusion and willingness to support CWS’ Platform on Racial Justice as a CWS employee required. more