Coopi is looking for a regional administrator in Nairobi.
The Regional Administrator ensures the coordination, management, training and support for all administrative activities carried out at Regional Coordination level in the area (Kenya, Somalia, Uganda).
RESPONSIBILITIES
Planning and coordination budget control:
- He/she prepares and regularly monitors the Regional Coordination budget.
- He/she monitors the sustainability of the Country Coordination and field offices under the Regional Coordination responsibility, and verifies the correct costs’ attribution/distribution;
Budget preparation and projects’ economic-financial control:
- He/she finalises and controls the budgets of those projects directly managed by the Regional Coordination, in conformity with the Regional Coordination/Milan’s Headquarters planning;
- he/she regularly identifies the economic and financial commitments necessary to realize the projects’ activities in these countries which are under the Regional Coordinator’s responsibility.
Goods Management:
- He/she verifies the sustainability and correct management of all goods owned by COOPI or by the projects, in collaboration with the Country Coordination logistics (Inventory and “CAMELOT”).
General administration monitoring and management:
- He/she supervises and controls all bank operations in the country
- He/she manages and supervises the financial movements and the funds coming from donors to the projects under the Regional Coordination responsibility (anticipations and tranches reception);
- He/she manages and controls the Regional Coordination cash safe and its expenses.
Financial reporting and audit:
- He/she controls all intermediate and final financial reports to be transmitted to the donors for all different countries, before transmitting them to Milan;
- For all those countries which have no Administrative Coordinator, he/she covers that role; He/she ensures the collection, filing and control of all vouchers related to projects which are directly managed by the Regional Coordination;
- he/she goes on support, monitoring and training missions to the countries under the coordination’s responsibility, in coordination with the Administrative Desk in Milan;
- he/she is responsible for preparing and carrying out audits conducted at Regional Coordination.
Local staff management and local and expatriate staff administration:
- He/she manages and supervises the administrators/accountants of the Regional Coordination; in coordination with the central headquarters he/she trains the country Administrators (initial and tailor-made training).
Support on procedures:
- He/she provides technical support on a correct application of the COOPI and donors’ administrative procedures to the Project Managers of all projects directly managed by the Regional Coordination, and to the country Administrative Coordinators.
Data elaboration and transmission:
- He/she produces and periodically transmits the information and data requested by the Milan’s headquarters, respecting the due deadlines.
Institutional relations:
- He/she takes care of all relations with the administrative/financial offices of the institutional donors’ decentralized delegations, at regional level.
Human Resources Management:
- He/she will develop, propose and follow-up the policies on: recruitment, salary scales, contracts, training, evaluation. Follow-up on staff regulations (making sure that the regulations follow the national laws, are coherent and logical, are clear to all staff members and their managers, are always respected), develop and follow-up of recruitment procedures for the organization. Manage all legal complaints related to staff in strong collaboration with the Regional Representative.
Results:
As a key member of the Regional Coordination Team, the post holder will be required to ensure the regional finance management, HR management and administration are in line with COOPI HQ policies and guidelines and local legislation. He/she has also to ensure that program quality is of organizational standards, support the procurement, marketing and funding processes of the program, through management of funding proposals and of timely and accurate donor reports.
Means and equipment:
The Principal shall make available means and equipment of the COOPI Office in Nairobi.
Organization and coordination:
Direct referees are: Regional Representative
Requirements
- University degree in social sciences, business or technical sciences.
- A minimum of five years of relevant working experience is required.
- At least three years of demonstrated successful experience in international relief and development in African countries in a similar position is required.
- Knowledge of the main international donors (ex. EU, ECHO, UN Agencies)
- Experience in logistics, procurement and security matters is a strong advantage.
- Previous work experience in Kenya and in the region is a plus.
- Demonstrated effective verbal and written communication, negotiation skills, multi-tasking and organizational skills.
- Proven capacity to work in a team is essential. Experience in managing staff is an advantage.
- Experience in liaising with governmental/local authorities, IOs and NGOs.
- Demonstrated ability to work in stressful environments and under pressure.
- Experience in working in conflict-prone environments a plus.
- Fluency in English language.
- Computer literate.
