PORTFOLIO ASSISTANT - AFRICA

****KENYAN NATIONALS CURRENTLY BASED IN DUBAI AND INTERESTED IN MOVING BACK TO NAIROBI WILL BE CONSIDERED FOR THIS POSITION****

****Rationale & Integrity****

CTG is a young, growing company with a 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 our client’s programmes across the Middle East and further afield continent by coordinating the recruitment, HR and personnel management support services provided. It is your responsibility to maintain comprehensive oversight of these core functions ensuring the company is providing above and beyond the level of support expected from our client and its activities are compliant with CTG’s policies and procedures in order that we meet our ever evolving requirements whilst ensuring a quality provision of services.

****Appointment****

Under the direct supervision of the Portfolio Officer, the Portfolio Assistant will assist with the management of CTG’s clients in Africa and other continents, as directed by the Portfolio Officer. The Portfolio Assistant shall efficiently support a growing consultants’ portfolio on behalf of CTG’s clients, thereby ensuring the delivery of quality services responsive to clients’ needs.

****Job Description****

1. Responsibilities

Specific responsibilities will include but not be limited to:

1. Portfolio Management Support
2. Recruitment Assistance
3. Operational Management Support
4. Business Acquisition & Growth
5. Knowledge Management & Technical Support
6. Portfolio Management Support
7. Responsible for ensuring deployment plans and administrative documents and systems are in place and followed as per the SOPS for all international and local national consultants in the programmes within the Africa Portfolio, including but not limited to the following responsibilities:
8. Completion of Recruitment Administration Documentation, including personal details forms and background checks through to candidate mobilization whilst ensuring content is ISO compliant; ensuring the Client is kept informed and management of their expectation.
9. Legal – Drafting Contracts for Service for both International and Local National Consultants
10. Assist in arranging accommodation and security for consultant where required, whilst adhering to the agreement made between CTG and the Client.
11. Logistics – Ensure all logistics requirements are prepared as per CTG’s contract with the Client, including but not limited to, flights, visas, 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.).
12. Induction & Training – Issue consultants with country specific operational guidelines. Consultants should be inducted as per the personnel management SOP prior to deployment, both written and vocally wherever possible.
13. Responsible for all insurance related to the MENA portfolio including:
14. Insurance activation for arrival of consultants into territory and maintenance of insurance roster during consultants’ employment.
15. Ensure that the monthly Insurance Nominal Roll is sent to the Human Resources Department as soon as possible at the beginning for each month, for submission to our insurers.
16. Administrative responsibility for PA policy for all consultants in your portfolio, including ensuring that all the required paperwork is submitted to the Dubai claims manager, collection of any missing documents/receipts, and providing translations as and when required.
17. Assist the PO with the monitoring and implementation of SOPS.
18. Responsible for the upkeep of 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 and countersigned by the client, individuals are paid correctly etc. in the programmes under you supervision.
19. Ensure all hard copies of contract originals and P-Files are received in the Dubai HQ from Nairobi office and any further offices which open in the future.
20. Preparing consolidated payroll spreadsheets for individual programmes for review of the CM prior to processing and reporting any inconsistencies to the CM should any consultant be claiming above the allowances set out in their agreement.
21. It will be the responsibility of Portfolio Assistant to assist with the remote management of local national staff in new theatres of operation until such a time as a full time locally appointed person is in situ.
22. Prepare a weekly portfolio report for the PO in support of the combined Weekly Country office report the GM prepares for CTG HQ
23. Assist the PO and HR Officer in developing and in reviewing, negotiating and finalizing consultant’s contracts for service in line with the terms and conditions agreed with the client.
24. Recruitment Assistance
25. Ensure that the CTG recruitment team provides the required number of reformatted CVs within the Client’s timelines and needs for recruitments in the MENA portfolio. This includes working with Clients on recruitment plans and remuneration for consultants.
26. Only after authorization from the PO, provide the Dubai HQ Recruitment Manager with assistance for new local national recruitment requests respective to your portfolio, with the knowledge that you are ultimately responsible for the successful running of your programmes within your portfolio.
27. Operational Management Support
28. Support on any crisis situations using the relevant SOPs keeping the PO and GM informed wherever possible.
29. Assist the PO with establishing operations in new territories as required, including providing research assistance.
30. Administrative responsibility for PA policy for all consultants in the MENA portfolio.
31. Conduct bi weekly meetings with client Finance Departments to discuss the ageing analysis and accounts receivable and inform the PO of any outstanding invoices unpaid for over 30 days and over 90 days.
32. Ensure timely responses to, and a high-quality turnaround to all requests received from clients with 24 hours.
33. Represent CTG in client meetings, produce meeting reports when appropriate, and follow up as appropriate.
34. Administrative responsibility for PA insurance policy for all consultants, responsible for liaising with the companies insurance broker to administer claims from initial insurance company notification, through collation of all reports/required documents, to final payment to beneficiary (ensuring complete required legal documentation).
35. Business Acquisition & Growth
36. Actively promote CTG services within clients and among consultants and assist the PO in building a network of key business partners.
37. Assist the PO with research and preparation of quotes from Africa for proposals, bids, clients etc. as required.
38. As required travel throughout other high risk countries globally in support of existing and new clients.
39. Research various portals such as UNGM, FedBizzOpps, IDB, etc for the latest business opportunities for CTG on a daily basis. Preparing as needed opportunity assessment forms, to be sent to the PO and PMC for review.
40. Knowledge Management & Technical Support
41. Contribute to the enhancement of Standard Operations Procedures (SOPs) relating to personnel management.
42. 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.
43. Manage the shared drive for the assigned portfolio’s ensuring completeness of documentation.
44. Work closely with other Portfolio team members within the Group to ensure efficient and effective Programme Management is maintained throughout the company.

****Line Management****

Upwards Portfolio Officer; support and guidance shall also come from the Regional Manager – Operations & Field Services (Africa). Colleague collaboration shall include continual cooperation with Marketing and Proposals Officer, Recruitment Officer, HR Officer and Field Portfolio teams.

****Qualifications & Attributes****

The successful candidate will be able to work results-driven and without direct supervision.

• Desire for hands on work experience in recruitment or recruitment/personnel management administrative roles
• University Degree in Human Resources Management/Administration, International Relations, Political Science or similar disciplines.
• Good knowledge of administrative procedures and processes.
• Excellent written and oral communication skills in English (other language skills a benefit);
• Excellent word processing and IT skills, including knowledge of a range of software packages and comprehensive capabilities in Microsoft Office (Word, Excel, PowerPoint, Outlook express) with Windows 7 operating system;
• Experience of working with databases previously;
• Ability to supporting staff with their personal requirements, dealing with difficult grievances, dismissals, crisis situations, etc;
• The ability to work on your own initiative and to tight deadlines;
• Flexibility and adaptability to juggle a range of different tasks and to work extra hours to meet deadlines;
• An understanding of confidentiality issues and the use of discretion;
• Experience working in the Africa, MENA, or Southeast Asia regions is preferable.

HOW TO APPLY:

Interested candidates should send their resumes to careers@ctgglobal.com and include ref no. BHJOB2678_696 as subject.

Kenyan nationals who are currently based in Dubai and would like to relocate back to Nairobi will be considered for this position.