Management Coordinator – Somalia Country Office
TEAM/PROGRAMME: Office of the Country Director & SLT
LOCATION: Nairobi
GRADE: 3
POST TYPE: Kenyan National
Child Safeguarding:
Level 3: the role holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work in country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.
ROLE PURPOSE:
To work with the Management Coordinator works directly and closely and with the Country Director and the Deputy Country Director indirectly in managing and developing programme and business processes systems and procedures.
SCOPE OF ROLE:
Reports to: Country Director
Dimensions:
Save the Children works in all regions of Somalia/Somaliland with a current staff complement of approximately 350 staff and current expenditure of approximately $ 45 million each year.
Staff directly reporting to this post: 1
KEY AREAS OF ACCOUNTABILITY:
Provide support to Country Director and/or take full responsibilities of Country Office Management system and SCI Global Management Tool
· Managing the SMT tracking tool for the Global Assurance Internal Audit recommendations, KPMG year-end (Statutory) recommendations, Country Office Risk Register and Key Performance Indicators and ensuring that the deadlines are tracked and followed up
· Ensuring that departments listed in the tracking tool have departmental improvement plans which reflect the action plans and recommendations listed
· Preparation of monthly and quarterly CD reports to the Regional Office for CD approval
· Coordination and reporting on the Country Office achievement against the Global Key Performance Indicators (KPIs) to be included in the report above.
· Ensuring that departments, offices and programmes have their own departmental KPIs, dashboards and tracking tables, report and follow up on them, and ensuring that key indicators feed into the SMT dashboard- limited # of KPI
· Preparing for the senior meetings, including SLT, SMT, ESMT with a full pack of updates from different departments; including progress made against various action plan trackers. Also take lead in coordination of all these meetings and preparing the agenda
· Coordination of MEAL Action Plan Tracker and ensuring that key findings from the tracker and serious issues are highlighted to members of senior management team.
· Ensuring that the timelines and action plans of the Country Office Risk Register (RR), programme, field offices and departmental risk assessments and annual risk mitigation plans are followed up, preparing quarterly reports on progress and working with Internal Audit to ensure that they are updated annually
· Coordination, monitoring and reporting on the Non Award Funding
· Ensuring all the documents that come for CD sign off, have all necessary supporting document. In case some documents are missing then follow up with the relevant department and ensure that all compliance requirements for a sign off are fully completed.
· Preparing occasional correspondence with external actors for the Country Director
· Ensuring that all relevant documents and program updates are furnished in advance for any external meetings that CD and DCDs have, particularly when meeting with donors. Liaise with different departments, mostly awards, finance and operations to prepare such updates.
· Ensure CD’s calendar is well managed and updated regularly, provide necessary support to CD for travels, meetings, other administrative chores etc.
· Visiting field when circumstances require that
Other responsibilities
· Follows up on any Operations and PDQ related issues at the request of and CD/DCDs
· Coordinates the schedule of relevant internal and external programmes, operations, coordination and cluster meetings that involves SMT. Ensures that all the meetings are prepared in a very coordinated manner and documented
· Ensures that minutes, papers, action points and notes from meetings are collected, compiled and centrally filed both in soft and hard copies
· Develops, collects, ensures the accuracy and distribution of maps and summary information indicating who does what and where (3Ws), both for SCI and for other agencies
· Complies with all relevant Save the Children policies and procedures with respect to child protection, health and safety, security, equal opportunities and other relevant policies.
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COMPETENCIES AND BEHAVIOURS (our Values in Practice)
Applying Technical and Professional Expertise
- Makes decisions based on professional expertise and experience without deferring unnecessarily to others
- Shares knowledge and best practice on technical solutions so that others can make best use of that expertise
- Actively seeks new ways to develop the application of technical and professional standards within the team
Working effectively with others (Skilled level)
- Actively listens to new and different perspectives and experiences of those they work with
- Proactively supports team members and trusts their capabilities
- Demonstrates understanding of their skills and how they complement those of others within diverse teams and groups
· Clarifies their role and responsibilities within the team to maximize impact
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Delivering Results
- Delivers timely and appropriate results using available resources
- Takes responsibility for their work and its impact on others
- Plans, prioritizes and performs tasks well without needing direct supervision
- Understands the link between their work and the organisation’s objectives
Developing Self and Others (Skilled level)
· Shows awareness of their strengths and limitations and actively takes responsibility for their development
· Seeks out feedback to understand their areas for improvement
· Actively shares knowledge and experiences with others
QUALIFICATIONS AND EXPERIENCE
- Education to Master’s degree level in the area of business management or social development
- Recommended a minimum of 5 years’ experience in an NGO environment
- Experience of working in the humanitarian or development sector for an international non-governmental organisation
- Experience of working in large diverse teams with colleagues from many cultures backgrounds
- Excellent communication and organisational skills, and highly competent in developing and implementing systems, business processes and procedures
- Highly competent in Microsoft office software
- Excellent coordination skills
- Excellent written and spoken English
- Confident in dealing with large groups of people and with senior level visitors and partners
- Ability to present complex information in a succinct and compelling manner
- Commitment to Save the Children values
HOW TO APPLY:
Interested candidates are required to submit a CV and mandatory cover letter quoting the Job Title and Vacancy Announcement No. SCI/SOM/23/16 on the subject line. The file name of the CV and attachments must be the applicants name and sent to Somalia.vacancies@savethechildren.org. For more information please visit www.somaliangoconsortium.org
Applications close on 30th July 2016
Disclaimer:
Save the Children International does not charge any kind of fee at whichever stage of the recruitment process and does not act through recruitment agents
Only shortlisted candidates will be contacted
Female candidates are encouraged to apply
