Regional Program Support Officer

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.

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

• 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 CI 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:

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.