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Wednesday, November 6, 2013

Management Quality Coordinator, Nairobi

by Unknown  |  at  4:00 AM

Job Title:
Management Quality Coordinator (Ref.2013/25)
Requisition Number:
I1526
Area of Interest:
Other
Position Type:
Full Time
Location:
International - please see job description
Job Description:
Position Title: Management Quality Coordinator (Ref.2013/25)
Dept. /Country: SomaliaLocation: NairobiReports To: Deputy Regional Director-Program QualityDotted Line: Deputy Regional Director-Management Quality
Closing Date: November 13, 2013.
Job Summary:The Management Quality Coordinator' (MQC) primary function is to undertake and provide appropriate guidance on the country program's operational support departments functions including Human Resources, Finance, Information and Communication Technology, Supply Chain Management, Audit, Security, and other Administration. Compliance and Partnership are themes. The MQC ensures that programs are supported to effectively meet articulated needs, manage risk, and increase efficiency. The MQC ensures that all offices have corresponding systems in place and that applicable CRS and donor policies are consistently applied. The MQC leads and oversees activities to strengthen the capacities of partners in these same functions. The MQC is a member of the senior management team and plays a key role in all senior management decisions and initiatives.Responsibilities:
Leadership:
  • As a member of the Country Program's senior management team, work with senior colleagues to coordinate efforts with the aim of best serving program participants.
  • Incorporate Operations issues into country strategic planning process. Assess and advocate for needed investments in Operations capacity.
  • Serve as officer in charge of the country program during absence of Country Representative if requested.
  • Attend relevant interagency, sector coordination, and representational meetings as required. Network with equivalent staff in colleague organizations.
  • Work with technical leads to improve Operations capacity, including systems and staffing.
Human Resource:
  • Ensure that the program is adequately staffed to meet the needs of the Agency per the direction of the Country Representative. Ensure that recruitments are conducted as per policy.
  • Work with Kenya- HR on compensation policies and practices administration to support internal equity, market competitiveness and policy adherence.
  • Ensure implementation and continuation of performance management system for all Somalia staff.
  • Ensure the creation of an environment of care and comfort for all staff.
  • Work with Kenya HR to ensure the integrity (accuracy, security) of information from HR information systems (e.g. NED).
Finance:
  • Supervise the Grants officer in the strategic management of financial resources. Communicate CP priorities and guide him/her to ensure alignment of efforts.
  • Engage the finance team in proposal development, ensuring collaboration with the program department that ensures optimal proposal cost applications.
  • Review APP's and program budgets to ensure that they reflect overall program priorities and expectations, mitigate risks, and reflect maximum obtainable efficiency. Review periodic forecasts with these objectives in mind.
  • Review financial statements to ensure that inter-department coordination and dispensing department behavior is such as to promote budget conformity and good cash management. Work with the Grants officer to take corrective action when required.
  • Review project holder advance requests and liquidation documents for accuracy, completeness and compliance with donor and other applicable requirements.
  • Authorize country program expenses and provide periodic reports on expenditure levels and trends.
Information and Communication Technology:
  • Where CP's engage in ICT4D and other location-specific development projects, ensure the application of GKIM policies, and project management and ICT system planning and implementation principles.
  • Ensure adherence of OFAC rules and Regulation.
  • Ensure the application of ICT system operation, maintenance, and support principles. Ensure adherence to GKIM standards and protocols related to IT systems. Support management of service requests by facilitating integration with the Global Help Desk.
Supply Chain Management/Logistics:
  • Work with RTA- Commodities and Security and Regional Procurement officer to ensure adherence of Procurement policies and procedures.
  • Ensure efficiency and compliance in local and international procurement.
  • Ensure proper stewardship of CRS resources, and the optimal utilization and maintenance of program assets and resources including proper inventory controls (includes oversight of inventory receiving and shipping as well as warehouse, fleet and asset management and the disposition of assets).
  • Ensure high quality reporting that allows for proper tracing and tracking of inventory and assets. Ensure that in-kind transactions are reflected appropriately in financial statements according to CRS policy.
  • Ensure integrity (accuracy, security) of SCM information systems.
Audit:
  • Act as lead contact for and lead responder to any issues that emerge from internal and external audits.
  • Ensure existence of adequate remote monitoring systems for Somalia, including third party reviews, use of information technology monitoring and other means.
  • Ensure periodic review of project and country program risks, including maintenance of project risk registers.
  • Work with RTA- Risk to plan, organize, liaise, oversee, communicate, monitor and follow up on CAP implementation for A-133 and other audits of subrecipients.
Security:
  • Work with RTA- Commodities and Security for effective implementation of Security Requirements.
  • Ensure compliance with CRS policies on security including those that require a Field Security Plan, briefings for visitors, development of and adherence to security protocols.
  • Ensure monitoring of the security situation in the country generally and in CRS operational areas in particular, and communication of appropriate messages to staff.
  • Assume direct responsibility for liaising with relevant international security officials (such as the UN Integrated Office for Safety and Security) and local authorities to address security incidents as they arise.
  • Support the advocacy program of the staff responsible for security who works with local and international NGO for a (such as an NGO Security Forum) to address/advocate around security issues affecting NGOs in Country Program.
Donor and Government Compliance:
  • Identify management system weaknesses, establish priorities, provide recommendations for improved systems performance and ensure compliance.
  • Oversee compliance with US Law as it pertains to CRS' operations. This includes the Patriot Act, FFATA, U.S. export licensing regulations under OFAC and Commerce programs in coordination with HQ Office of Legal Counsel.
  • Review the OFAC license requirements and ensure compliance.
  • Oversee compliance with local laws. Ensure that legal commitments are made in accordance with local law and US law where applicable. Manage responsibilities that go with an international presence, including country agreements and visa and registration requirements. Identify and work with local counsel.
Partner Capacity Building:
  • Lead relevant CRS staff to help partners identify and resolve management quality issues, and to continually improve quality.
  • Provide timely, efficient, appropriate technical assistance to staff and partners in management issues, including finance, HR, compliance and other operations.
  • Take lead of the full implementation of the sub-recipient financial management policy, including partner assessments, requisite monitoring and follow up on internal control improvement plans.
Agency-wide Competencies (for all CRS Staff)
These are rooted in the mission, values, and principles of CRS and used by each staff member to fulfill his or her responsibilities and to achieve the desired results.
  • Serves with Integrity
  • Models Stewardship
  • Cultivates Constructive Relationships
  • Promotes Learning
Management Quality Coordinator Competencies
  • Promotes Stewardship of Resources
  • Ensures Principled compliance
  • Proactively Manages Risk
  • Leads Operational Improvements
Supervisory Responsibilities: Grants Officer, Finance Manager, and other Operations managers as appropriate.
Key Working Relationships:
Internal: The Country Representative (DRD/PQ), Country Manager, DRD/MQ, , Department Managers, Project Managers and Program Coordinators, Regional Office Staff, HQ- MPI, HQ Human Resources, HQ Finance, HQ GKIM, OLCExternal: Heads of Caritas Internationalis representatives; CRS implementing partners; operational partners and colleague organizations; USAID Mission; Center for Disease Control, EU, and other international donors; Local Government; auditors; banking and insurance Institutions; service providers and vendorsQualifications:
  • Master's in business administration, finance, accounting, human resources, or other relevant field.
  • Minimum five years work experience in a management of non-profit, development, and/or humanitarian organization. At least two years of this should be in a developing country outside candidate's country of origin.
  • Understanding of CRS financial and administrative systems (Sun Systems and Vision accounting software), policies, and procedures preferred.
  • Experience managing large, complex U.S. government awards; knowledge of relevant regulations.
  • Knowledge of procurement and general office administration/management issues.
  • Ability to work in a complex environment and to lead and work with a multi-cultural team.
  • Computer literate in MS Office, internet, email.
  • Strong communications and analytical abilities.
  • Willingness to travel to Somalia if required.

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