ROLE PURPOSE:As a member of the regional team, the Regional Office Support Services Manager will have primary responsibility for the day-to-day Support Services of the regional office, supporting the regional team, regional programmes team and SCI member staff based in the EA Regional Office.
You will be the trusted partner of the Deputy Regional Director and Regional Senior Leadership Team for providing direction and coordination on all administration functions of the Regional Office. The Regional Office Support Services Manager will be accountable for overseeing all support functions such as finance, IT, logistics, HR, legal and administration, including staff supervision as it pertains to the regional office.
SCOPE OF ROLE:
Reports to:Deputy Regional Director
Regional Dimensions:Save the Children East Africa Regional Office in Nairobi with an estimated total staff of 75 persons. In addition to include staff surge during regional emergencies.
Staff directly reporting to this post: 3 (Direct: Administration Coordinator, Senior IT Officer, Finance Officer, Indirect: Administration Officer, Finance Assistant, Liaison Officer, Receptionist, Cleaner and Admin Assistant.
KEY AREAS OF ACCOUNTABILITY:
The East Africa Regional office hosts 75+ employees from various Save the Children Member organisations as well as regional programmes and SCI functional teams that provide direct country office support. The key responsibility will be to provide excellent customer service to all EARO staff freeing up their time to deliver outstanding results for children. Role modelling and supporting the development of an organisational culture that reflects our values, promotes accountability and high performance.
Leadership and management, including:
· Being the trusted partner of the Deputy Regional Director to propose, implement and monitor compliance on all support functions of the regional office
· Develop the support services capacity of the EARO to ensure the organisation’s goals and objectives and management operating standards are met; this includes oversight of regional office security and IT management
· Responsible for financial accountability and management of Regional Office administrative budget to ensure efficient utilisation of EARO resources
· Responsible for the HR management of all national staff at regional office as well as international staff administration
· Ensure compliance with global support service policies and where required collaborate with other stakeholders to be consistent
· Lead and support the support services team to build their capacity and to meet their objectives
· Provide effective communications at all levels for smooth day-to-day functioning of the processes
· Responsible for preparation and timely submission of monthly finance, logistics and admin reports to relevant Directors
- Proactively analyse workflow for possible bottlenecks and recommend possible solutions
Administration, not exhaustive:
· Provide legal oversight in terms of work permits; registrations and staffing agreements with Member affiliates.
· Responsible for all matters regarding coordination of Technical Advisors based at the regional office including ensuring overall adherence to tripartite agreements
· Negotiate, finalise and monitor timely payments on lease agreements and service contracts for office and international staff housing
· Provide induction and logistical support to incoming staff. Help staff to settle in Nairobi
· Oversee overall maintenance of office facilities and equipment. Responsibility for their security and efficient utilisation.
· Ensure compliance with Health and Safety regulations and adequate insurance cover
· Oversee procurement and all framework agreements
- Administer and maintain records, registers and other relevant documents (Registrations, Charities commission, etc.)
Financial management, not exhaustive:
- Line management and support to Regional Office Finance Officer ensuring monthly accountabilities and payroll effectively managed.
- Oversee EARO accounts to ensure accurate reporting of expenses
- Responsible for compliance with SCI and generally accepted accounting principles
· Have controls in place for petty cash management and be responsible for its safe keep
· Ensure accuracy and completeness of supporting documentation as evidence of transactions
· Responsible for formulating and implementing internal control systems
· Forecast monthly expenses in advance and prepare fund request for RFD review
· Liaise and work with external parties such as bankers, auditors, corporate secretary, government agenciesSKILLS AND BEHAVIOURS (our Values in Practice)
Accountability:
· Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
· Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved
· Creates a managerial environment to lead, enable and maintain our culture of child safeguarding
Ambition:
· Sets ambitious and challenging goals for themselves (and their team), takes responsibility for their own personal development and encourages others to do the same
· Future orientated, thinks strategically
Collaboration:
· Builds and maintains effective relationships, with their team, colleagues, members and external partners and supporters
· Values diversity, sees it as a source of competitive strength
· Approachable, good listener, easy to talk to
Creativity:
· Develops and encourages new and innovative solutions
· Willing to take disciplined risks (cuts away bureaucracy and encourages entrepreneurial approach within compliance)
Integrity:
· Honest, encourages openness and transparency, builds trust and confidence
· Displays consistent excellent judgement.
QUALIFICATIONS AND EXPERIENCE
- Diploma/Degree holder, preferably in a finance and admin management course.
- CPA preferred
- Minimum 5 years work experience in a related position (administration/management)
- HR administration management experience great advantage
- Managerial skills, including the ability to supervise, delegate and coach team members
- Excellent work planning and time management skills to effectively organise substantial workload that includes diverse tasks in both regular and emergency contexts
- Demonstrated credibility with colleagues and stakeholders at all levels of an organization
- Strong interpersonal skills with the ability to work in a team and also independently
- Demonstrated ability to work in multi-cultural situations and to multi-task
- Excellent written and verbal communication skills
· Knowledge of Microsoft Office and of a financial system will be a plus
· A commitment to the mission, vision and values of Save the Children
How to apply:
To apply for this positions follow the URL: http://www.myjobsinkenya.com/savethechildren.
