Job Description
Position Title:
Deputy Regional
Representative, Administration
Reports To:
Regional Representative
Division :
Church World Service Africa
Department:
Regional Office
Job Location:
Nairobi,
Kenya
Grade Level:
Grade 11, International/National
Introduction: Church World Service (CWS) is a not-for-profit, faith-based
organization transforming communities around the globe through just and
sustainable solutions to hunger, poverty, displacement and disaster. CWS does
not discriminate on the basis of race, color, religion, sex, national origin,
gender identity, genetic information, age, disability or veteran status in
employment or in the provision of services.
Primary Purpose:
The Deputy Regional
Representative, administration will oversee and monitor the transition of CWS
Africa centralized administrative functions currently held by the CWS Nairobi
RSC Administration units to existing (South Africa, Tanzania), emerging
(Uganda, Rwanda), and newly opening CWS Country Offices (Kenya, West Africa,
DRC plus additional expansion as confirmed) in Africa. The position will
be responsible for the administrative integration of CWS RSC and RDP portfolios.
This position will also
represent both the Regional Representative and Country Representatives, if
needed in case of leave of absence.
Essential Duties:
General Oversight:
- Responsible,
in conjunction with Country Program leads, for oversight for all support
services for CWS Country Office Operations, to include finance,
administration, logistics, HR, procurement, property, IT and Security
- To
link with HQ in New York and help calibrate, develop capacity in balance
between HQ, the Regional Office in Kenya, and multiple CWS Country Offices
in Africa
- Engage
with the internal auditor for CWS Africa, as it relates, to ensuring all
administrative functions across Africa are operating effectively, and with
compliance.
- Support
the regional administration leaders to set, implement and monitor work
plans across the administrative functions.
Administrative Function
- Challenge
the existing administrative implementation frameworks to ensure they
support the effective integration of all CWS administrative functions
across all Country Offices.
- Develop,
assist with implementation and monitor work plans to build the capacity of
the administrative function at Country Office, to enable these departments
to function with increasing independence from the CWS Regional office.
- Support
and supervise the establishment of common management practices across the
Country offices. This will include:
- Developing
Minimum Operating Standards (MOS), in collaboration with CWS HQ, across
procurement, IT, property, finance and HR, across all Country Offices.
- Ensuring
the MOS, as developed, are consistent with CWS HQ MOS, as they are
developed.
- Establishing
benchmarks and dashboards to effectively manage adherence to the minimum
operating standards.
- Develop
a reporting system to provide visibility for the management team for each
standard.
- Responsible
for reporting on the transfer of current centralized authority and
capacity within the administrative function from regional HQ in Nairobi to
the Country Offices. Reporting to be made to the Regional Representative
for Africa and CWS HQ.
Compliance and Audit
- Is
available to Country Offices and CWS programs (RSC Africa and others) to
assist Country Offices to establish or improve compliance systems,
policies, and structures within each operating environment.
- Identifies
and assesses, in collaboration with the Internal Auditor and Program
leadership, areas of significant compliance risk within the Country Office
operations, and, with management, designing and implementing corrective
action plans.
Team Development and Capacity building
- Establish
in partnership with Country Representatives, and to support through dotted
line, matrix management approaches, administrative units or teams in each
Country Office
- Build
a pipeline of managers and leaders familiar with CWS programming and
administrative policies
- Oversee
the development of the administrative functions across each Country Office
and the regionally to serve as integrated administration for both RSC and
RDP programs.
Qualifications:
Experience:
- Twelve
(12) years experience, in an extensive administrative role, preferably in
an INGO
- Eight
(8) years experience in a management role
- Four
(4) years experience in a senior management role, supervising managers
with direct reports
- Experience
working with US Government funds, with responsibility for reporting in
line with US Government funding rules and regulations
- Experience
working directly with US Government agency representatives and stakeholders
Skills:
- Excellent
demonstrated project management skills
- Excellent
demonstrated change management skills
- Excellent
stakeholder management skills
- Excellent
planning and organizational skills
Education &
Certifications:
- Bachelor’s
Degree in Business Administration or a similar field is required (or 4
years of work experience in lieu of a bachelor’s degree)
- Master’s
Degree is preferred
Abilities:
- Work
and make decisions independently and contribute to overall operations at
management levels
- Exercise
good judgment and seek guidance as appropriate when confronted with
unanticipated problems in the field;
- Maintain
a high performance standard with attention to detail, completing tasks
within set timeframes;
- 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;
- Work
with minimal supervision
- Maintain
a high performance standard with attention to detail;
- Work
independently and contribute to overall operations of RSC Africa;
- Actively
participate in the implementation of the U.S. Refugee Admissions Program
(USRAP).
- Be
flexible with changing of daily duties as needed
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.
Special Requirements:
- COVID
Vaccination is required for all successful candidates
- The
candidate should be of good health, willing and able to travel extensively
in often difficult conditions, and have a high degree of flexibility. Must
have proof of Yellow Fever vaccination before traveling for RSC Africa
- This
position is based in Nairobi, Kenya
- This
position requires use of laptops at all time, competence in Microsoft
office packages is required.
- This
position may require travel in sub-Saharan Africa on short notice and
under sometimes difficult conditions to meet demands of a dynamic
operational program
- Background
check which includes references and an educational and criminal check is
required before the start of employment for International applicants.
- A
valid passport and the ability to maintain a valid passport throughout the
entire appointment is required, which includes having enough passport
pages for travel.
- International
applicants must be legally eligible to work and obtain a work permit in
(Kenya)
- Physical: This position requires
bending, squatting, crawling, climbing, kneeling, sitting, standing,
walking, pushing/pulling, handling objects (manual dexterity), reaching
above shoulder level, using fine finger movements and lifting/carrying
heavy loads.
- Environmental: Incumbents in this position will
be exposed to excessive noise, marked changes in temperature and/or
humidity, dust and infectious diseases, harsh weather climates, long work
hours, bumpy roads, extended travel, excessive sun exposure, and
non-ventilated spaces.
- The
US Embassy rates Kenya as both HIGH in crime and HIGH in terrorism.
Incumbents should fully understand the insecurities present within
Kenya and the region.
- Full
time
- All
employees should be prepared to work from the CWS office within their
location of hire. Remote work arrangements may vary depending on location
and the governing rulings regarding the COVID-19 pandemic.
CLICK HERE TO APPLY
For international and
third country national applicants who have worked, resided, visited or had
refugee status in Kenya before you MUST attach additional documentation with
your application, the details of which are provided in the application process.
Failure to attach all the required documentation will result in your
application being eliminated from further review with no further communication
from the CWS team
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