Position Portfolio Officer (Africa Regional HQ)
Project
Place of Performance Nairobi, Kenya
Contract Duration
SalaryTBA
Starting DateASAP
Closing Date
OVERVIEW OF CTG GLOBAL
CTG Global is a Personnel Management Service Company specialised in Recruitment, Management Consultancy, and Human Resources in countries experiencing or emerging from armed conflict, natural disasters, or acute social and economic crisis worldwide. CTG Global provides tailored personnel management support enabling a growing number of public and private sector agencies and individuals to achieve their objectives in complex and challenging environments. CTG Global clients currently comprise UN agencies, non-government organizations (NGOs), and different corporate organisations such as security companies.
OVERVIEW OF THE POSITION
Rationale & Integrity
CTG’s operational capacity reaches out to more than 23 Countries; we have enjoyed constant growth throughout our nearly ten years of operations. We have a new requirement for a dynamic self-starter in this role who can work with the company’s middle and senior management to achieve both their vision and objectives in managing and growing our client’s programmes across the African continent by coordinating the recruitment, HR and personnel management support services CTG provide. It is your responsibility to maintain comprehensive oversight of the following core functions to ensure the company is providing above and beyond the level of support expected from our clients and its activities are compliant with CTG’s policies and procedures in order that we meet our ever growing client base whilst ensuring we maintain the quality of service our current customers have become accustomed to receiving.
Appointment
Under the direct supervision of the Regional Manager for Operations and Field Services (RMOps) for Africa and the Portfolio Manager – Global (PMG), the Portfolio Officer (PO) will supervise a portfolio of CTG’s clients in Africa. The PO shall efficiently manage a growing consultants’ portfolio on behalf of CTG’s clients thereby ensuring the delivery of quality services responsive to clients’ needs. S/He will provide oversight for the organisation, coordination and supervision of regional portfolio office staff within their area of operation. Additional oversight with regard to finance and administration and day to day operations will come from the Regional Manager for Finance and Administration (RMFA) for Africa.
GENERAL FUNCTIONS
- Responsibilities
Specific responsibilities will include but not be limited to organising, supervising and/or executing:
I. Portfolio Management
II. Recruitment Assistance
III. Operational Management
IV. Business Acquisition & Growth
V. Knowledge Management & Technical Support
- Duties
I. Portfolio Management
· Responsible for ensuring deployment plans and administrative documents and systems are in place and followed as per the SOPS for all international consultants in the programmes under your supervision (such as flights, security, insurance activation for arrival date and maintenance of insurance roster during consultants employment, induction and cultural awareness trainings, collection from airport, leave/rotation plans vs. contract compliance, termination flight costs billed appropriately to client/consultant as per contract, notification to CTG finance department, new client instructions/logistics forms are used throughout the company, etc.).
· Ensure proper implementation and compliance of SOPS by staff under PO’s supervision.
· Make sure that all personnel files for each individual, filing any letters associated with individuals performance, action quarterly/half yearly appraisal reports with Management, monitoring individuals contract end dates, maintaining personal records database for expatriate staff, recording visa expiries, timesheets and expense claim forms are completed correctly.
· Coordinate and supervise preparation of consolidated payroll spreadsheets for individual programmes for review by the Regional Manager for Africa prior to processing and reporting any inconsistencies should any consultant be claiming above the allowances set out in their agreement.
· Prepare a weekly portfolio report for the PMG in support of the combined Weekly Country office report the RMOps prepares for CTG HQ.
· Responsible for Drafting Call-Off Contracts between CTG and the Clients for review and signature by the RMOps.
· Ensuring all Call-Off Contracts are filed as per the direction of the PMG.
· Assist the PMG and the RMOPs in developing and in reviewing, negotiating and finalizing consultant’s contracts for service in line with the terms and conditions agreed with the client.
· Ensure contract documents and amendments are in line with our client’s needs. Monitor and administer contracts and agreements as well as amendments when required.
· Responsible for ensuring that all Portfolio staff under your management are sufficiently trained and provided with guidance on areas of ambiguity with regards to the programmes they manage. Any areas of weakness should be clearly communicated with the PMG.
· Ensure that all documents (personnel files, invoices, call off contracts, contracts for service and any other documentation) are properly stored on the local server in NBO for eventual migration into the companywide server.
II. Recruitment Assistance
· Within your allocated client portfolio, oversee all human recruitment related processes and actions, ensuring that these meet timelines and the clients’ needs. This includes working with clients on recruitment plans and costing for consultants.
· Assist the RMOps in coordinating with our Dubai HQ Recruitment Manager on all international recruitments respective to your portfolio, with the knowledge that you are ultimately responsible for the Recruitment & administration of International personnel coming onto your programmes (ensuring management of the database on personnel you are sourcing).
· Assist the Dubai HQ Recruitment Manager with the sourcing and vetting of local recruitments respective to your portfolio.
III. Operational Management
· Ensure the maintenance of up to date information on the Ops Boards.
· Assist the PMG and RMOps with the management of any crisis situations using the relevant SOPs.
· Assist the PMG with establishing operations in new territories as required, including providing research assistance, contacting local nationals and local companies in new territories for assistance with items like, company registration, tax licenses, business licenses etc.
· Ensure timely responses to, and a high-quality turnaround to all requests received from clients.
· Represent CTG in client meetings, produce meeting reports when appropriate, and follow up as appropriate.
Business Acquisition & Growth
· Actively promote CTG services within clients and among consultants and assist the PMG, RMOps and other Sr. Management in building a network of key business partners.
· Assist the PMG with research and preparation of quotes from Africa for proposals, bids, clients etc. as required.
IV. Knowledge Management & Technical Support
· Contribute to the enhancement of Standard Operations Procedures (SOPs) relating to portfolio scope of work with specific emphasis on recruitment and personnel management.
· Contribute to the development of other tools and data platforms and content management to further progress effective information and knowledge sharing within CTG and between CTG and clients.
· Manage the shared drive for the assigned portfolio’s ensuring completeness of documentation.
· Work closely with other Portfolio team members within the Group to ensure efficient and effective Programme Management is maintained throughout the company.
Line Management
Under direct supervision and guidance of Portfolio Manager - Global (PMG), with daily management from Regional Manager for Operations and Field Services (RMOps)
Downwards Liaison and Administration Support Officers (LASO), Portfolio Associates (PA) and other Portfolio Staff.
ESSENTIAL EXPERIENCE
Qualifications & Attributes
The successful candidate will be able to work results-driven and without direct supervision.
a) Qualifications
· Advanced University Bachelor’s degree in business, economics, international relations, human resources management or another field related to business management (ideally with a focus on HR) is preferred.
b) Experience
· At least 5 years progressively responsible experience in human resources and or the administration of client relations management, ideally in a post-conflict environment OR a First University degree combined with extensive such experience.
· Familiarity with HR administration procedures and support systems necessary.
· Experience working for the UN and/or Humanitarian Aid Agency previously is preferable. A solid knowledge if UN regulations and procedures in project acceptance, contracting, and recruitment of project personnel is highly desirable.
· Experience in recruitment for humanitarian, development, governance and reconstruction requirements with international development agencies or commercial firms an advantage.
c) Skills & Competencies
· Client management: tactful, resolute and committed to providing a resolute support to our clients.
· Delivering results: ability to plan and organise oneself and work in order to achieve objectives by striving to meet and exceed the expectations of the clients.
· Forward thinking: has a flexible approach to change, is able to work effectively in a variety of situations, seeks improvements and looks to the future.
· Communication: strong written and presentational skills;
· Languages: Fluency in English with strong narrative and verbal communications skills is required, and good working knowledge of French is highly desirable.
· Working with others: ability to work effectively with colleagues, managers and clients. Understands the importance of developing effective partnership relationships with clients.
· Ability to work well in a fast paced environment, an effective planner with proven time management skills is necessary; attention to detail, personal commitment, efficiency, flexibility with great team liaison skills;
· Flexibility and adaptability to work overtime, often with short notice, to meet deadlines – overtime is likely to include late nights, early mornings, weekends and holidays;
· Honesty and reliability;
· Preferably already based in Nairobi, Kenya, ideally with valid residence or work permit.
Benefits & Remuneration Package
CTG shall provide a suitable candidate with a permanent contract of employment and the following type of package. Salary will be offered as deemed appropriate pertaining to their selection criteria.
CTG will issue an unlimited duration contract with a six (6) month probation period.
· Remuneration Package: Will be discussed with the successful based on experience.
· Visa (if required): Employee only
· Insurances include: Personal Accident (when on business and holiday travel):
In case of National staff (Kenyan) or Kenyan resident: full medical insurance for principal member and his/her dependants and WIBA insurance.
· Travel: Economy Class – Flights for employee for mobilisation/demobilisation only (if not already resident in Kenya).
· Leave: As per the Labour Law in Kenya – 21 working days per annum plus National Holidays declared by the Kenya authorities.
· Relocation Allowance: As per company policy.
· Working hours: Monday – Friday; 8am – 5pm however this designation shall be expected to devote weekends and evenings to the company for business reasons/business travel for no additional remuneration. The level of work and overtime has been considered in determining the company’s offered remuneration package.
LANGUAGES
Fluency in English with strong narrative and verbal communications skills is required, and good working knowledge of French is highly desirable
How to apply:
Interested candidates should submit their CV along with their application letter via e-mailtocareers@ctgglobal.comwith reference to “BHJOB2678_528” in the subject line. Short-listed candidates will be contacted for an interview.
Telephone enquiries may also be made to Naima Abdallah: +971 (0)4 438 5211.
Nairobi, Kenya based residents/applicants will have priority in the selection process.
URGENT APPOINTMENT therefore deadline for applications is 2300 (Dubai time) on 7th August 2014.
