Catholic Relief Services (CRS)
Job Title: Deputy Chief of Party I – Operations
Reports to: Chief of Party – MILE
Department: Programming MILE Project
Salary Grade: 10
Country / Location: Kenya / Nairobi
About CRS: Catholic Relief Services is the official international humanitarian agency of the Catholic community in the United States. CRS works to save, protect, and transform lives in need in more than 100 countries, without regard to race, religion or nationality. CRS’ relief and development work is accomplished through programs of emergency response, HIV, health, agriculture, education, microfinance and peacebuilding.
Background: CRS, representing a consortium of international non-governmental organizations, local implementing partners and research institutions has submitted a proposal to USAID Office of Food for Peace (FFP) to implement a 5-year Development Food Security Activity (DFSA) in Kenya.
CRS has named its proposed program Mfumo Imara Lishe Endelevu (MILE). The overarching goal of this multi-sectoral activity is to sustainably reduce levels of acute malnutrition in Kenya’s arid and semi-arid lands (ASALs), focusing on Isiolo and Marsabit counties. The activity will be implemented in two phases:
- Phase I (1.5-2 years) Research, test approaches and collaboratively design a context-sensitive, multi-sectoral activity that sustainably reduces acute malnutrition.
- Phase II (3- 3.5 years): Activity Implementation and System and Institutional Strengthening
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 of the MILE project to serve the poor and vulnerable.
You will be responsible for ensuring efficiency and accountability of MILE operations in support of high-quality programming. including generating financial reports, monitoring project expenses, ensuring cost effective services, facilitating requested audits (internal and external) including partners’ required audits; and ensuring coordination with main office’s Operations’ team; and supporting capacity building of implementing partners.
As a senior leader you will oversee project administrative and finance functions, ensuring sound management of donor resources and compliance with internal and external policies, regulations, CRS policies and procedures and local government’s laws.
- Manage key aspects of the development, implementation and transition of the MILE project. Liaise directly with USAID/FFP, Government of Kenya and private stakeholders, when needed; Contribute to ensuring coordination between program and operations leads.
- Facilitate regular meetings with each Consortium Member on grants management and any Finance/Compliance TWG meetings.
- Support the overall administrative needs of MILE staff including the optimal utilization and maintenance of program assets and resources
- In coordination with CRS Kenya Finance Manager, ensure accuracy, quality and timely preparation, review, approval and submission of all financial requirements for MILE project, including month end closing, balance sheet reconciliations, collection of delinquent receivables; Monitor monthly and quarterly cash needs ensuring accurate cash forecast and MILE project cash needs are met; Review the monthly budget comparison report and develop corrective action plan as needed for MILE project to ensure proper use of the approved project budget
- Work closely with CRS Kenya Head of Operations to ensure effective and efficient service delivery to MILE project, including Partners’ support in compliance with CRS policies and procedures and compliance with Donor’s requirements and regulations
- Ensure effective and efficient coordination and team work with CRS Kenya Operations Divisions’ Team (Finance, Admin-Supply Chain, HR, ICT), ensuring quality, accuracy and timely support and service delivery and communication
- With the CRS Kenya Country Program Admin Office, take an active role in inventory planning and management, accounting and recordkeeping of all properties, inventories and fixed assets.
- 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.
- 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.
- Promote, uphold and model a commitment to the efficient use of agency and donor resources. Help ensure compliance with the donor grants, including financial tracking and oversight of MILE partner budgets, finance, administration and reporting to the donor. Develop, analyze and review MILE grant and sub-recipient grant agreements. Ensure receipt and maintenance of all Sub–recipient agreements and supporting documents.
- Maintain files of required financial compliance documentation (A-133, NICRA letter, etc.); review documentation for potential issues; make recommendations to the Senior Management Team for improvements and action to be taken.
- Ensure that MILE Project adheres to the donor’s requirements in Risk Management and Fraud Reporting systems, developing and maintaining a project Risk Management and Issues log, and developing a system for digitizing/tracking payments from the project. Ensure compliance with CRS Risk and Fraud policy and procedures
- Ensure regular cost efficiency analysis and Risk comprehensive are conducted and shared with MILE Management team and CRS Senior Management Team
- Ensure regular assessment and monitoring with MILE Project’s Implementing Partners and ensure effective implementation of any developed Corrective Action Plan to address the identified issues
- Prepare monthly, quarterly and annual financial reports for internal and external stakeholders – namely the Consortium Members and USAID’s Office of Food for Peace (FFP).
- Ensure that MILE partners provide accurate and timely inputs into program audits; ensure timely closure of audit recommendations; document and ensure discussion and preparation of a plan of action; and monitor implementation of action/improvement plans relative to MILE activity. Maintain close working relationships with key staff of consortium partners to foster clear understanding of roles and responsibilities.
- 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.
- 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. Support the COP and DCOP Programming in designing and managing the transition between MILE Phase 1 research and Phase 2 implementation, including restructuring the management structure and workplan.
Typical Background, Experience & Requirements:
Education and Experience
- Master’s Degree in Business Administration or related field with 10 years’ relevant experience.
- Demonstrated experience of successful management, including management of functions of complex, multi-activity projects.
- Grants and Budget management experience
- Staff management experience and abilities that are conducive to a learning environment.
- Experience engaging partners and strengthening partnerships. Knowledge of CRS partnership strategy a plus.
- Previous experience in USAID projects; FFP a plus.
- Experience in MS Office package (Excel, Word, PowerPoint, Visio), Web Conferencing Applications, and information and budget management systems.
- 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.
- Very good relations management abilities. Ability to relate to people at all levels internally and externally. Strategic in how you approach each relationship.
- Team leadership abilities with diverse/multi-disciplinary teams.
- Proactive, resourceful, solutions-oriented and results-oriented.
Required /Desired: Foreign Language
Travel Required: 30% field travel to Marsabit and Isiolo Counties
Key Working Relationships:
- Supervisory: County Heads of office, Environmental Safeguarding Manager
- Internal: MILE Chief of Party, MILE DCOP – Programming, CRS Kenya Head of Operations, CRS Kenya operations pooled support, other MILE Managers, all Country Program staff, Regional and Headquarters technical staff.
- External: Consortium partners, Implementing partners, officials at USAID, government bodies at different levels.
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.
- Continuous Improvement & Innovation
- Builds Relationships
- Develops Talents
- Strategic Mindset
- Accountability and Stewardship
Disclaimer: This job description is not an exhaustive list of the skill, effort, duties, and responsibilities associated with the position.
***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. CRS’ processes and policies reflect our commitment to protecting children and vulnerable adults from abuse and exploitation.
Written applications indicating the reference number of position applied for and CV including day-time contact phone numbers, as well as names and contact information of three references should reach the below-mentioned by Close of Business Monday September 30, 2019.
Human Resources Manager
Catholic Relief Services – Kenya/Somalia Program
Note: Catholic Relief Services (CRS) does not charge any fees from applicants for any recruitment. Further, CRS has not retained any agent in connection with this recruitment
CRS’ recruitment and selection procedures reflect our commitment to protecting children and vulnerable adults from abuse and exploitation
CRS is an Equal Opportunity Employer