Transcript
OXFAM IN KENYA JOB PROFILE
Director – Operations Annual Salary and Benefits
According to Oxfam in Kenya Salary Scale
Internal Job Grade
C1
Contract type
Open ended (to be reviewed)
Reporting to
Country Director
Staff reporting to this post
Programme Accountant, Partnership Accountant, Logistics Advisor, Human Resource Advisor
Location(s)
Nairobi, with regular national and occasional international travel
Annual Budget
EUR 1 million
Shaping a stronger Oxfam for people living in poverty Job Purpose The Director Operations will be responsible for ensuring effective and integrated financial, human resource and logistics management functions for the Kenya Country Program. The Director Operations will lead the finance team and advise the programme on ‘best practice’ in all programme support service areas and, create a team that can respond innovatively and effectively to the support needs of the programme team as well as the regional and headquarter needs. The Director Operations will provide strategic oversight of support services processes and the development of its functions in line with the changing demands and priorities of the country programme.
Key Responsibilities Strategic and operational management and support
30%
Actively participates in strategy formulation as a member of Country Management Team (CMT) providing startegic business or managegment related advice to the team.
Takes responsibility for provision of overview and strategic management across programme support functions (Finance, Human Resources, Logistics), providing strategic leadership and advise to the operations management team in line with Oxfam policy and programme requirements.
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Reviews and improve programme support functions, ensuring that the programme is efficient and complies with all organisational standards of management and accountability stimulating innovative approaches to operations management to achieve organisational effectiveness.
Fosters links between Programmes and Support Services ensuring seamless coordination and support for programme management.
Develops cost effective frameworks and coordinates the implementation of initiatives to promote the maximisation of impact from limited programme resources.
Influences ways of working within the Shared Services Team to have a positive impact on the efficiency of the unit and value addition for Kenya Programme by working closely with Shared Services Manager
Ensures that department heads identify and coordinate appropriate learning and development opportunities for staff and partners in the areas of financial management, human resources, logistics and including effective programming.
In liaison with Programme team, develops a Partnership Strategy that takes forward the Change Strategy and translate the Oxfam Global Partnership Policy for local use.
Be the main contact point for information for the Region and Oxford on all matters relating to programme support
Compliance and risk management
25%
Supports the OI-CD to achieve the programme objectives and reduce risks associated with the programme around legality and compliancy issues and alert the OI-CD of any imminent risks.
Proposes organisational ways of working including managing partnerships and keeping track of risks.
Minimises programme risk through better financial accountability and compliance including coordinating the implementation of both external and internal audit recommendations
Reviews and where necessary supports programme teams to formulate partnership contracts, supplier’s contracts that align to policy and mitigate financial and operational risks.
In collaboration with the Security focal point, to ensure that Oxfam Health and Safety and Security guidelines are implemented by the Operations Team
To support the programme Co-ordinators and Strategists through relevant financial and related contextual information gathering, monitoring situation and consolidating and reviewing proposals and finacial reports as required.
Designs and improves systems and tools to promotes internal and external accountability in financial management, logistics, systems and HR.
Encourages behaviour that supports a cost effective, anti fraud culture across the Country Programme.
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Finance and Systems Management
25%
Leads on Financial and Information Systems policy and procedures matters, ensuring that the programme is informed aboit all developments related to financial policy from Headquarters, Regional Centre or the Country Programme.
Responsible for the delivery within the programme of the organisational information systems strategy, ensuring compliance, facilitating communications, information flow and management information and monitoring the appropriate use of information technology based systems.
Has a direct responsibility for management and oversight of all finance systems and personnel with a strategic remit - taking note of changing external and internal environment in financial and economic conditions and advising on responses to these.
Determines and responsd to opportunities presented by external regulatory provisions so support cost effective programmes, providing relevant information to facilitate such processes.
Designs and supports the adoption of tools for management information and reporting purposes.
Advises the finance team on quality, output and the development of mechanisms to ensure adequate checks and management level verifications.
Advises programme managers of any changes/developments in government policies, statutory and legal requirements in Kenya which may impact on the finance function.
Advises, trains and enforce compliance with mandatory procedures and Oxfam software/systems.
Ensures that financial processes run smoothly both within Kenya programme and also influence the Shared Service Team on issues that affect Kenya Programme directly.
Lead in annual and donor budgets process for Oxfam Kenya Programme ensuring that these are developed accurately and monitored in a timely manner
Human resource management
20%
Line manages HR, Finance and Logistics/Administration , including performance management, work planning, reviewing job profiles and roles, overseeing recruitment and induction of team
Develop and support ways of working within the Operations Team that promotes value addition, non-duplication of roles across functions, empowerment and role enrichment of team and a culture of cost effectiveness by all functional managers.
Promotes the role of HR to have a strategic, wider and relevant remit in view of programme change processes and changing programming modalities.
Provides oversight on organisational development in the HR function including strategic advice that ensures alignment of organisational skills to changing programme implementation methods.
Ensures HR’s active role in proposal development, with respect to innovative budgeting and realistic estimates of costs with respect to HR requirements and support functions.
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Has oversight of the HR Department with regards to the management of national and international staff capacity, including the implementation of local labour law provisions and Oxfam policy and procedures on nationalisation.
Ensures that the Oxfam Human Resource Policy and procedures are implemented across the programme, introducing appropriate policy and providing guidance/advice to management in consultation with the Human Resources Manager.
Motivates the support team to work interactively with the programme teamdeveloping and communicating innovative solutions and systems to allows the programme to serve its overall goal. This component is critical to the success of this post
Develops and and implements a succession or transition plan to ensure to support team evolves to fit new programme structures and roles.
Technical Skills, Knowledge and Experience Skills
Professional/Technical qualifications – Bachelor of commerce Degree (Finance, Accounting, HR) or related field. CPA(K) or equivalent (Essential).
Proven project and contract management skills (Desirable).
Proven budget development skills (Essential).
Excellent personnel management skills, with the ability to demonstrate skills in leading a multidisciplined, multi-cultural team and ability to work effectively and sensitively within different value systems and cultures (Essential).
Diplomacy, tact and strong negotiation skills.
Excellent communication and interpersonal skills and a proven ability to be flexible in demanding situations.
Commitment to Oxfam’s overall aims and policies and experience of promoting women’s rights and those of marginalised people in all aspects of Oxfam’s work in Kenya.
Knowledge
A good working knowledge of INGO and donor procedures, systems and practice in Finance, Office Management and Human Resources essential. An in depth knowledge of Oxfam GB’s systems in one of these areas is desirable (Essential).
The ability to present information and concepts clearly, both verbally and on paper (Essential).
Preferably knowledge of Oxfam financial and project database systems (Desirable).
Good written and spoken English (Essential).
Experience
At least ten years of cumulative experience in management of which five years should be in support of programme service management (human resources, finance, capital assets, information management and logistics) in emergency and/or development context (Essential). 4
Experience in the design and delivery of training (Essential).
Analytical and strategic planning skills and the ability to handle multiple priorities (Essential).
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Key Behavioural Competencies (based on Oxfam’s Leadership Model) Competencies
Description
Decisiveness
We are comfortable to make transparent decisions and to adapt decision making modes to the context and needs.
Influencing
We have the ability to engage with diverse stakeholders in a way that leads to increased impact for the organisation We spot opportunities to influence effectively and where there are no opportunities we have the ability to create them in a respectful and impactful manner.
Humility
We put ‘we’ before ‘me’ and place an emphasis on the power of the collective, nurture the team and play to the strengths of each individual. We are not concerned with hierarchical power, and we engage with, trust and value the knowledge and expertise of others across all levels of the organization.
Relationship Building
We understand the importance of building relationship, within and outside the organization. We have the ability to engage with traditional and non-traditional stakeholders in ways that lead to increased impact for the organisation.
Listening
We are good listeners who can see where deeper levels of thoughts and tacit assumptions differ. Our messages to others are clear, and consider different preferences.
Mutual Accountability
We can explain our decisions and how we have taken them based on our organizational values. We are ready to be held to account for what we do and how we behave, as we are also holding others to account in a consistent manner.
Agility, Complexity, and Ambiguity
We scan the environment, anticipate changes, are comfortable with lack of clarity and deal with a large number of elements interacting in diverse and unpredictable ways.
Systems Thinking
We view problems as parts of an overall system and in their relation to the whole system, rather than reacting to a specific part, outcome or event in isolation. We focus on cyclical rather than linear cause and effect. By consistently practicing systems thinking we are aware of and manage well unintended consequences of organisational decisions and actions.
Strategic Thinking and Judgment
We use judgment, weighing risk against the imperative to act. We make decisions consistent with organizational strategies and values.
Vision Setting
We have the ability to identify and lead visionary initiatives that are beneficial for our organization and we set high-level direction through a visioning process that engages the organization and diverse external stakeholders.
Self-Awareness
We are able to develop a high degree of self-awareness around our own strengths and weaknesses and our impact on others. Our self-awareness enables us to moderate and self-regulate our behaviors to control and channel our impulses for good purposes.
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Enabling
We all work to effectively empower and enable others to deliver the organizations goals through creating conditions of success. We passionately invest in others by developing their careers, not only their skills for the job. We provide freedom; demonstrate belief and trust provide appropriate support. We give more freedom and demonstrate belief and trust, underpinned with appropriate support.
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Name of Line Manager............................................................................................................................................ Signature............................................................................................Date...............................................................
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