Job Description
Job Summary:
As Deputy Chief of Party- Operations, you will work as part of a team on a large project and provide oversight of operations function, to serve the poor and vulnerable. You will be responsible for ensuring efficiency and accountability operations in support of high-quality programming, including but not limited to human resources, logistics, procurement, sub-contracts or sub-awards, and accounting/finance. You will manage a team to ensure a high level of resource stewardship, strict financial accountability and financial risk management while ensuring the effectiveness and robustness of relevant partners’ financial management systems, processes, and practices in support of high-quality programs. You anticipate and manage financial management services needs and delivery challenges, and identify and implement improvement solutions, as needed, to minimize CRS and partners’ exposure to risk. Your management and technical knowledge will ensure the delivery of high-quality programming. As a senior leader you will proactively manage security and mitigate security risks.As Deputy Chief of Party- Operations, you will work as part of a team on a large project and provide oversight of operations function, to serve the poor and vulnerable. You will be responsible for ensuring efficiency and accountability operations in support of high-quality programming, including but not limited to human resources, logistics, procurement, sub-contracts or sub-awards, and accounting/finance. You will manage a team to ensure a high level of resource stewardship, strict financial accountability and financial risk management while ensuring the effectiveness and robustness of relevant partners’ financial management systems, processes, and practices in support of high-quality programs. You anticipate and manage financial management services needs and delivery challenges, and identify and implement improvement solutions, as needed, to minimize CRS and partners’ exposure to risk. Your management and technical knowledge will ensure the delivery of high-quality programming. As a senior leader you will proactively manage security and mitigate security risks.
Roles and Key Responsibilities:
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Manage a key aspect of the development, implementation and consolidation of the project and serve as a point of contact on area of responsibility to USAID and Government of Kenya, as well as public, private and non-government stakeholders, when needed.
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Manage key function of the project to meet donor expectations in terms of timely and quality results and budget. Contribute to ensuring coordination between program and operations leads.
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Facilitate quarterly meetings with consortium members on grants management and any finance/compliance TWG meetings.
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Support the overall administrative needs of project staff including the optimal utilization and maintenance of program assets and resources e.g. computers, vehicles, furniture, supplies and other equipment, logistical arrangement for staff and visitors, and procurement of materials and equipment in a transparent and accountable manner.
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In coordination with CRS Kenya Finance Manager, ensure accuracy, quality and timely preparation, review, approval and submission of all financial requirements for the project, including month end closing, balance sheet reconciliations, collection of delinquent receivables; Monitor monthly and quarterly cash needs ensuring accurate cash forecast and project cash needs are met; Review the monthly budget comparison report and develop corrective action plan as needed for the project to ensure proper use of the approved project budget.
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Work closely with CRS Kenya Head of Operations to ensure effective and efficient service delivery to the project, including Partners’ supports; Ensure that CRS Kenya Head of Operations is consulted on the project Operations for effective and quality coordination, compliance with CRS policies and procedures and compliance with Donor’s requirements and regulations.
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Manage capacity strengthening implementations for CRS staff, partners staff and Government representatives that have direct engagement with the project to align them with CRS polices and donor requirements.
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Manage develop and execute all aspects of the GUC process, including development of the GUC manual, and implement a grant tracking system to ensure the timely and correct execution of all grant agreements.
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Effectively manage talent and supervise. Manage team dynamics and staff well-being. Provide coaching. Strategically tailor individual development plans and complete performance assessments for direct reports. Contribute to the development of staffing plans and the recruitment process of senior staff.
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Along with DCOP Programming, manage and mitigate risk through monitoring national and regional issues that may impact staff and programming. Ensure all staff understand and adhere to CRS staff safety and security policies and plans.
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Ensure the project adheres to the donor’s requirements in Risk Management and Fraud Reporting systems, develop and maintain a project Risk Management and Issues log, and develop a system for digitizing/tracking payments from the project. Ensure compliance with CRS Risk and Fraud policy and procedures.
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Promote, uphold, and model a commitment to the efficient use of agency and donor resources. Help ensure compliance with USAID grants, including financial tracking and oversight of partner budgets, finance, administration, and donor reporting. Develop, analyze, and review grant and sub-recipient grant agreements. Ensure receipt and maintenance of all Sub–recipient agreements and supporting documents.
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Maintain relationships with key staff of consortium partner organizations in regard to area of responsibility. Contribute to coordination of the roles and activities of staff from other consortium member organizations in implementation in line with CRS partnership principles.
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Create and maintain proper conditions for learning. Establish a safe environment for sharing of ideas, solutions, and difficulties and the capacity to detect, analyze and respond quickly to deficiencies. Identify performance gaps and training opportunities for CRS and partner staff and recommend trainings and technical assistance.
Knowledge, Skills and Abilities
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Very good strategic, analytical, systems thinking, and problem-solving skills, with capacity to see the big picture and ability to make sound judgment and decisions.
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Very good relations management abilities. Ability to relate to people at all levels internally and externally. Strategic in how you approach each relationship.
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Team leadership abilities with diverse/multi-disciplinary teams.
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Proactive, resourceful, solutions-oriented and results-oriented.
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Ethical conduct in accordance with recognized professional and organizational codes of ethics
Preferred Qualifications
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A professional certification in accounting or a related field highly preferred.
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Knowledge of USAID regulations including grants under contract and prime recipient contracting
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Substantial budgeting, budget/expense analysis, and accounting experience.
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Knowledge of local law in taxation and local regulatory reporting procedures.
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Progressively responsible experience supervising project operations, including human resources, procurement, and sub-contracts or sub-awards.
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Familiarity with ensuring appropriate risk-sharing between and/or among USAID, implementing partners and stakeholders
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Experience in managing grants under contract for high value USAID-funded programs
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Demonstrated experience of successful management, including management of functions of complex, multi-activity projects.
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Staff management experience and abilities that are conducive to a learning environment.
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Experience engaging partners and strengthening partnerships. Knowledge of CRS partnership strategy a plus.
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Demonstrated commitment to respect, equity, diversity and inclusion including gender equality.
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Experience in MS Office package (Excel, Word, PowerPoint, Visio), Web Conferencing Applications, and information and budget management systems.
Required Languages - Excellent written and oral communication skills in English.
Travel - up to 25%.
Supervisory Responsibilities will include grants officers and administration officers
Key Working Relationships:
Internal: CoP, DCoP/Programming, Head of Programs, Head of Operations, Deputy Head of Operations, Finance Manger and the operations pool at CRS Kenya and regional and HQ technical staff.
External: Consortium members, implementing partners, donor officials, government bodies at different levels.
Qualifications
Basic Qualifications
- Masters degree in Accounting, Finance, Economics, Business Administration with courses in accounting, or a qualification in accounting (CPA/ACCA/ACA or equivalent).
- At least five (5) years of progressively responsible experience in accounting, auditing, finance, or business management with a recognized organization, preferably for USAID.
- 3 years’ experience managing donor funds. Knowledge and experience in budget management.
Agency-wide Competencies (for all CRS Staff)
These are rooted in the mission, values, and guiding principles of CRS and used by each staff member to fulfill his or her responsibilities and achieve the desired results.
· Integrity
· Continuous Improvement & Innovation
· Builds Relationships
· Develops Talent
· Strategic Mindset
· Accountability & Stewardship
***Our Catholic identity is at the heart of our mission and operations. Catholic Relief Services carries out the commitment of the Bishops of the United States to assist the poor and vulnerable overseas. We welcome as a part of our staff people of all faiths and secular traditions who share our values and our commitment to serving those in need.
Disclaimer: This job description is not an exhaustive list of the skill, effort, duties, and responsibilities associated with the position.
Note: All positions requiring residence or frequent travel outside their home country must undergo and clear a pre-employment medical examination.
CRS’ talent acquisition procedures reflect our commitment to safeguarding the rights and dignity of all people - especially children and vulnerable adults - to live free from abuse and harm.
CRS is an Equal Opportunity Employer
