Job Title: Program Manager II/Management Quality Coordinator Reports to: Country Representative Location: Kigali, Rwanda Band: D FLSA: Exempt Requisition Number: I 07 052
BACKGROUND: In 1994 Rwanda suffered through a genocide that affected virtually every household. The effect of this event has left an environment of mistrust and reticence, among other implications, within the culture. Low education levels due to extreme poverty and loss of talent during the genocide and after has resulted in gaps in capacity. The Country Program manages PEPFAR and Title II Programs as well as privately funded Justice and Peace activities. The demands on the position are multifaceted and cover everything from oversight of performance evaluations, staff compensation and benefits, logistics, finance and general administration. It requires someone who knows USG reporting requirements, can work under pressure, has excellent communications skills, both oral and written, and can coach staff in various technical disciplines. Hence, this position will be extremely demanding and is not designed for the lighthearted or those that have trouble writing reports, meeting deadlines, or providing guidance and motivating staff. Familiarity with CRS operations and procurement policy is a plus. The reward will be the satisfaction in seeing the impact on program participants.
PRIMARY FUNCTION:
To provide leadership and oversight of the Administration, Finance, Logistics functions of CRS Rwanda. It also includes supporting the CR in ensuring a work environment that motivates and challenges employees to constantly improve performance and to assist with other programming tasks as needed by the Country Representative and Head of Programming. The MQC is responsible for coordinating support functions of the country program to ensure that the resources are adequate and managed to the partner level with the highest degree of stewardship.
Responsibilities:
Finance & Compliance Ensure successful implementation of the Agency Finance Strategy. Ensuring compliance with CRS policies and procedures. Authorize and monitor country program expenses. Ensure accuracy, quality and timeliness of financial reporting. Coordinate and prepare the risk disclosure report. Analyze financial statements to ensure appropriate charging of line items and managed cash flow. Financial Statements cover the full set of financial reports (Balance sheet, Income Statements, Cash Flow Statements etc. Coordinate with Finance, Administration and Logistics to ensure proper and timely closeout of grants. 8. Conduct periodic systems checks in all support departments and offices to ensure that CRS is in compliance with CRS and donor standards. 9. Ensure the finance and compliance systems are in place for the newly created sub office in Nyamasheke. 10. Coordinate among departments to ensure the integrity of partners’ administrative, financial and logistics systems, in line with CRS and donors’ standards. 11. Support with other key staff the implementation and follow up of CRS Management Quality Assessment tool results. 12. Coordinate with HQ Audit issues that emerge and ensure closure to HQ satisfaction. 13. Oversee the finance department staff and operations, including production of the monthly financial reports, cash forecasts, quarterly reports, year-end close, etc. 14. Coordinate with the HOP and Head of Finance the preparation of the APP.
Administration 1. Oversee the administration department staff and operations, including procurement, human resources, and operations of CRS Rwanda’s offices and residences. 2. Oversee the implementation of the Agency IT strategy. 3. Ensure the smooth operations of computer services and newtow 4. Ensure compliance with local laws (taxes, labor etc.). 5. Ensure the optimal utilization and maintenance of program assets and resources including computers, vehicles, furniture, supplies and other equipments. 6. Make recommendations for restructuring departments as necessary in order to improve information flow, services, and to address justice in the workplace issues. 7. Coordinate with other NGOs to share best practices among the International NGOs industry in the area of management. 8. Revise and oversee the CRS Rwanda Field Security Plan and its activities, delegating tasks to staff in each office for the operational aspects of planning and maintenance. 9. Ensure responsive logistics, administrative, finance, and IT support to its staff, programs, and partners. 10. Supervise the Operations Manager (or in his/her absence, the IT Officer, procurement Officer and Transport Officer, ensuring smooth operations of computer services, network systems, staff and partner transport, and transparent procurement procedures) 11. Evaluate the performance of direct supervisees; review the annual performance plans of indirect supervisees and otherwise follow the CRS Performance Planning System. 12. Participate as a member of the senior management team in all strategic planning meetings and activities.
Logistics 1. Ensure all planning and management systems for Title II commodities (Call Forwards, CSR/LSR/RSR reports, pipeline, and commodity portion of the DAP annual report). 2. Oversee the Logistics operations, notably commodity management systems, delivery approvals and scheduling, and fleet operations or transport company deliveries.
Representation: 1. Attend relevant interagency, sector coordination, and representational meetings as required. 2. Act on behalf of the CR in his absence as requested.
KEY WORKING RELATIONSHIPS: Internal: Country Representative, Office Manager, Operations Manager, Finance Manager, Logistics Manager, , Head of Programming, Grant/Project Managers, Regional Finance Officer, Regional Information Systems Advisor (RISA), HQ Audit, HQ Finance, HQ Human Resources and other Country Representatives
External: Service providers, partner representatives, partner administration, accounting and logistics staffs and GOR representatives.
QUALIFICATIONS: M.A. in business administration, or related field. Five years experience in management, with a focus on administration, finance, logistics and IT with at least 3 years in developing countries or overseas. Knowledge of CRS financial policies and procedures desired. Understanding of Title II commodity management and compliance regulations, desired. Understanding of USG compliance requirements, a plus. Familiarity with personnel/human resource management and general office administration/management and procurement policies. Previous experience in implementing emergency programming, helpful. Ability to work collaboratively and effectively in a multi-cultural environment. Ability to build capacity and develop strong working relationships with senior national staff. Computer literate (Word, Excel, Outlook Express, Internet Explorer, required, and understanding of CRS SunSystems a plus). Willingness to travel and spend a minimum of 10% of time in field office(s).
Language Skills: Working knowledge of English and French required, and/or willingness to improve existing language skills.
If you are interested in this position and meet the criteria, please submit your cover letter and resume.
