Job Title: Regional Program Support Officer
Department / Project: Program Support
Supervisor: Deputy Regional Director – Program
Support
Duration: 3 Months
Job Summary:
As part of the East and Central Africa Regional Management Unit (ECARMU) the
Regional Program Support Officer role provides support in the Regional
Management Unit as well as the Deputy Regional Director -
PS. Job Summary:
This includes
coordinating the daily functioning of the RMU: provide effective administration
support; initiate procurement processes & coordinate RMU logistics with
Somalia finance & Program support team as well as maintain reports and
documents.
The role will ensure
high quality contribution in the RMU financial management processes; budgeting
and expenditure management. He/she will be in charge of providing
communication support for the RMU and liaison with HQ and SSC on RMU related
processes.
The role also supports
the DRD - PS in providing CO's support on Program Support issues in line with
company’s policies.
This position requires
constant interaction with RMU, the company and Country Offices (CO's) to
resolve a variety of complex issues in order to meet the growing needs of the
organization
Job Responsibility 1: RMU Office and Procurement Management
Job Responsibility 1: RMU Office and Procurement Management
- Manage
general administration and support of the ECARMU Regional Management Unit;
in liaison with the Somalia PS
- Implementation
of effective and efficient office procedures and systems for the shared
office.
- Review and
Implement office administration systems, for all the shared office
functions; including negotiation and review of the user fee & monthly
billing
- Serve
as the primary liaison with Somalia departments; including representation
in all required procurement processes
- Serve
as a point person for directing requests from Country Offices and
organization.
Job Responsibility 2: RMU Finance Management
- Preparation
of RMU budgets including upload into ADP
- Support
the staff based in the RMU with their budgeting processes
- Review
monthly expenditure reports and provide a management report highlighting
key areas requiring action. Following up on the implementation of
the agreed actions
- Ensures
proper financial procedures regarding RMU related expenses including
purchases to ensure they are in line with organization’s policy and cost
effective
- Coordinate
with Somalia finance unit and respond to any issues
- Capacity
building where required of RMU and RMU org members on financial management
issues
Job Responsibility 3: Logistics Support:
- Organizes
and arrange itineraries, meetings and visitors accommodation in liaison
with the Somalia team
- Provides
administrative support for regional workshops and meetings, tracking
workshop related travel arrangements.
- Ensure
appropriate filing procedures, mail processes, and other administrative
functions as required.
Job Responsibility 4: Communication support:
- Maintains
communications within ECARMU Office and with HQ and Country Offices
with regard to finance and PS reports
- Handles
communications with numerous outside contacts and vendors.
- Ensure
effective finance and program support orientation for all RMU deployments
Job Responsibility 5: Country Office Program Support
Support to the DRD –
PS as may be delegated in:
- Monitoring
progress of agreed CO implementation plans;
- PS
assessments and spots checks reviews; audit recommendations follow up
- Capacity
building of CO PS teams where required including providing in country
support on PS activities.
- Support
COs in the implementation of Organization’s Program Support policies and
procedures
Job Responsibility 6
- Other
duties as may be assigned
Problem Solving
Second level: What has
to be done is known, but how to do is not always defined.
The incumbent must
have interpolative skills to pick and choose the right strategy to address a
given problem.
Supervision: Not Applicable
Contacts / Key relationships: Regional Management Team, RMU org members, Country Offices and the Head Office
Working Conditions: Based in Nairobi with limited travel to Country Offices
Qualifications:
Supervision: Not Applicable
Contacts / Key relationships: Regional Management Team, RMU org members, Country Offices and the Head Office
Working Conditions: Based in Nairobi with limited travel to Country Offices
Qualifications:
Education: University Degree in finance or
equivalent
Required Experience: 5 - 7 Years Experience in finance and office management (or
administration).
Desired Experience: Experienced in managing regional office of International
Organization
Required Technical
skills: English communication
skills, budget analysis and financial management, knowledge of MS Office and
willingness to learn and use new software packages; good learning ability.
Desired Technical
skills: Strong interpersonal
skills and ability to communicate with diverse group of people; advance written
communication; ability to use information to track administrative &
financial support
Competencies:
- Care
Values - Respect, Integrity, Commitment, Excellence and Diversity
- Planning
and organizing skills.
- Communicating
with Impact
- Excellent
inter personal and communication skills.
- Proactive
and reliable.
- Team
worker
Kindly submit your resume to recruitkenya@kimberly-ryan.net if
interested.