Latest Jobs at Church World Service (CWS)

Level: Associate Specialist
Department: Administration
Location: Nairobi, Kenya

Primary Purpose

This position is responsible for proper maintenance of HR records/files to ensure efficient and effective filing system, management of leave, time and attendance as well as maintenance of work permits and other pertinent documents for international staff in accordance with the guidelines of DOS/PRM and RSC Africa policies and procedures, and support with staff welfare matter. This position serves as an overall support to the HR Officer and HR Manager and may assist in any area of Human Resources.

Supervision

This position reports directly to the Human Resource Officer.

Essential Duties

• Maintains an efficient and effective filing system for HR documents, including the filing of staff files using the checklist.
• Organize HR fileserver and manage the archiving of HR documents as per CWS RSC Africa policy.
• Preparation of Payroll Management Reports (PMRs) for international and South Africa staff and communicating the same to HQ for payroll action.
• Ensure smooth coordination of travel and accommodation logistics for new international staff and advise them on the visa requirements.
• Maintains accurate staff list and complete all the information as guided by the supervisor.
• Ensure staff have read, and signed all the policies as required and maintain an up to date staff list with all the policies for quarterly reporting as per Program Integrity Guidelines.
• Maintains an up to date emergency contact list for CWS Africa.
• On–board new hires (collect new hires documentation, prepare of IDs and issuance of access cards to new hires and visitors)
• Work with IT to ensure access cards are activated and returned when not in use especially by the visitors and exiting staff.
• Support with recruitment exercise and communication with candidates.
• Manage staff leave, timesheets, and communicate to the payroll person.
• Prepares regular reports including: monthly overtime report, monthly sick and annual leave report for Nairobi, Pretoria and Tanzania, and monthly international staff work permit report.
• Maintains a thorough understanding of Ministry of Foreign Affairs requirements for work permit and identity card processing/cancellation for international staff.
• Maintains a notification system for work permits, visas and ID renewals and liaises with the individuals and their supervisors.
• Work with MFA consultant to ensure international staff work permits, visas and IDs are processed in good time, and process the payment of consultancy fee.
• Maintains updated copies of staff documentation including passports, vaccination cards, national ID, and educational certificates.
• Ensure staff exiting have been provided with clearance forms and exit interview global link.
• Prepares certificates of service for separated staff in accordance with CWS Africa’s standard operating procedures and relevant labor legislation.
• Prepares monthly probationary report and share with supervisors/managers a month before the probation end date.
• Maintains and updated staff list (new hires, promotions, deletions, etc. and saved on the file server by end of every month).
• Maintains notification system of pending employee performance reviews and liaise with the supervisors and employees concerned.
• Maintains contract expiry dates and update the unit heads two months in advance.
• Supports with the development of SOP and implementation of the same.
• Ensure staff medical and other insurance coverages are up to date. This includes but is not limited to enrollment, deletions, issuance/replacement of medical cards, trainings, debits, credits, evacuations and monthly reconciliation of the payments.
• Assist with South Africa staff welfare (medical, pension, payroll information).
• Performs other duties that may be assigned to ensure effective and efficient administration of CWS Africa Human Resources section so as to meet the program’s objectives and maintain high professional standards.

Qualifications

Education

• Bachelor’s Degree or four (4) years of relevant paid experience in lieu of a Bachelor’s Degree required.
• Diploma in Human Resources strongly preferred.
• Member of Institute of Human Resource Management preferred

Experience

• One year experience in a busy HR office is required.
• Experience in the Non–Governmental sector preferred.

Knowledge/Skills

• Strong computer skills, in particular Microsoft Excel, Word, Outlook and Access
• Excellent English communication skills, both oral and written
• Excellent organizational and time management skills
• Excellent understanding of confidentiality
• Strong innterpersonal skills
• Strong aalytical skills with the ability to understand, process, and document information

Abilities

The Human Resources Assistant must have the ability to:

1. communicate effectively in both orally and written;
2. maintain high level of confidentiality and integrity of personnel records;
3. interpret and apply good HR practice and principles with good judgment;
4. Work as a member of a team in a multi–cultural environment;
5. manage large and diverse workload under pressure with competing priorities;
6. maintain high performance standard with attention to detail;
7. follow instructions from supervisor with a positive and receptive attitude;
8. conduct oneself in a professional and courteous manner to represent the best interests of the RSC and CWS/IRP;
9. Contribute to the US Government Operational Refugee Processing Program in Africa.
10. Demonstrated excellent organizational and time management skills
11. Demonstrated computer skills
12. Excellent interpersonal skills

Working Conditions

Physical: This position requires bending, kneeling, sitting, standing, walking, pushing/pulling, handling objects (manual dexterity), reaching above shoulder level, using fine finger movements and lifting/carrying light loads.
Environmental: Incumbents in this position will work in an open plan office.

Special Requirements

1. Certificate of Good Conduct issued within the last one year (12 months) is required before the start of employment.
2. The candidate should be willing to work overtime on weekdays and weekends as required.

Competencies

1. Communication
2. Ensure effective exchanges of information with others. Examples of skills and behaviors include speaking to others respectfully; expressing ideas in a logical, organized way; sharing information appropriately; and clarity and conciseness in written communication.
3. Relationships
4. Ensure constructive and supportive interactions with others. Examples of skills and behaviors include being positive and supportive when working with others; sharing information and resources freely; resolving conflict constructively; and proactively working to remove obstacles to success for others.
5. Job Knowledge
6. Utilize and apply job related knowledge to complete job tasks at a level that meets or exceeds expectations. Examples of skills and behaviors include utilizing job knowledge to solve problems or develop new approaches; maintaining or enhancing skills through continuing education; and taking on projects that will develop or enhance skills.
7. Teamwork
8. Work effectively and contribute as a member of a team. Examples of skills and behaviors include supporting other team members by sharing information; covering the work of others during absences, vacations etc.; and actively participating in developing ideas for ways to increase team effectiveness.
9. Problem Solving
10. Analyze information and develop solutions to challenges that arise during the course of performing a job.
11. Examples of skills and behaviors include researching and collecting facts; defining the issues and the parties affected; formulating options/solutions for addressing the problem; and engendering support for and implementing the solution.
12. Program Planning and Management
13. Organize work and/or plan projects and ensure timely completion and/or successful implementation.
14. Examples of skills and behaviors include identifying and analyzing program options; identifying the tasks and deliverables required for successful completion; managing one’s time; monitoring the resources involved and ensuring that they are directed most effectively; and working with all involved to ensure successful completion.
15. Leadership
16. Guide and direct oneself or other individuals and groups toward a desired outcome. Examples of skills and behaviors include taking the appropriate level of initiative to resolve problems or remove obstacles, bringing individuals together around a common goal; evaluating information and making decisions; navigating conflict and obstacles; and ensuring that communication takes place between all parties involved.
17. Resource Building and Stewardship
18. Balance the acquisition or investment of organization resources with responsible use of those resources in line with the organization’s mission. Examples of skills and behaviors include taking advantage of all opportunities to cultivate potential donors; evaluating situations to identify the best use of resources; and making responsible investments of resources that increase organization effectiveness. 

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Grade: 7(N)
Level: Function Manager
Division: Administration
Department: General Services

Primary Purpose

This position is primarily responsible for planning, organizing, controlling and coordinating of travel and logistics activities for CWS Africa in accordance with the RSC standard operating procedures. This position is also in charge of managing the shared logistics resources across Sub Offices in the region.

Supervision

This position directly Supervises Travel Logistics Officers in Nairobi.

This Position reports directly to the Travel and Logistics Manager

Essential Duties

1. Compliance
   1. Monitors day to day work in the unit to ensure compliance and adherence to the SOPs
   2. Develops systems and mechanisms to address non–compliance
   3. Ensures that all Logistics vendors are vetted appropriately and cleared as per the Federal government guidelines, RSC Security and Management
2. Travel Budget Management
   1. Participates in review of budget projections for accuracy and costing
   2. Maintains an updated cost platform for all required travel items within all processing locations in Sub Sahara Africa.
   3. Reviews quarterly and monthly travel projections and ensures timely distribution to Finance unit
   4. Monitors and advises Finance Team of all confirmed travels for planning purposes
   5. Reviews the efficiency of existing systems such as the Travel Portal, Budget Calculator amongst others
   6. Monitor’s costs of all procured travel services within Sub Sahara Africa
3. Travel and Logistics Management
   1. Oversees resolution of all logistics issues raised after travel from the field
   2. Oversees reviews of CWS Africa trip reports to ensure appropriate follow–up on administrative suggestions required for future planning and implementation in consultation with Programs Management
   3. Oversees tracking, reconciliations and payments of all vendor and partners’ expenses
4. Vendor Engagement and Cost Management
   1. Participates in implementation and review of Key Performance Indicators for vendors within the region
   2. Oversees vendor reconciliations in consultation with Procurement and Finance units
   3. Develops and manages updated vendor management procedures for all vendors within Sub Sahara Africa
   4. Regularly reviews, analyzes and revises CWS Africa travel expenses
   5. Works with Logistics Manager to analyze the market and ensure CWS is receiving value for money while using competitive vendors within the region.
   6. Coordinate vendor engagements including negotiating for better prices and favorable terms of payments
5. Performance Management
   1. Performs continuous and annual reviews/evaluations of Travel Logistics Officers
   2. Builds bench strength for the team by assessing training needs and identifying available trainings for the same.
   3. Ensures coaching, mentoring, motivating and corrective action plans are being carried out where needed.
   4. Communicates performance expectations during on boarding and training.
6. Staff Care
   1. Monitors and ensures a safe, healthy and professional work environment
   2. Actively supports staff by promoting safe space, open-door and the escalation policy
   3. Establishes and communicates clear expectations to staff to foster a predictable and consistent work environment
   4. Ensures that reasonable working resources are availed to staff in the unit
   5. Monitors time and attendance records for supervisors
   6. Ensures direct reports are accessing and using their benefits appropriately including leave
7. Program Administration
   1. Participates in hiring/recruitment for Logistics positions
   2. Ensures that resources availed to staff are used in an efficient manner
   3. Other duties as assigned by CWS/RSC Africa Management

Qualifications

Education:

1. Bachelor’s Degree or four (4) year of experience in lieu of a Bachelor’s Degree is required.
2. Knowledge in Supply Chain is an added advantage.
3. Knowledge in International relations is preferred

Experience

1. Eight (8) year’s work experience is required.
2. Experience in field team processing activities for various locations is preferred.
3. Experience in managing administrative roles is preferred
4. Experience managing travel budgets is preferred
5. Knowledge in Amadeus or other booking tool is an added advantage

Knowledge/ Skills:

1. Demonstrated written and verbal English skills;
2. Demonstrated computer skills, especially Microsoft Excel;
3. Demonstrated organizational and time management skills;
4. Demonstrated strong communication skills.
5. Demonstrated interpersonal relations
6. Demonstrated ability to manage heavy workload

Abilities

The Travel and Logistics Supervisor must have the ability to:

1. maintain the integrity of confidential financial and personnel information; 
2. communicate effectively both verbally and in writing;
3. follow instructions from the Supervisor with a positive and receptive attitude;
4. deal effectively and courteously with a large number of associates, outside agencies, applicants and members of the general public;
5. conduct oneself in a professional and courteous manner to represent the best interests of RSC Africa and CWS/IRP;
6. maintain a high performance standard with attention to detail;
7. carry out all of the duties of the position efficiently and effectively with minimal supervision;
8. take initiative;
9. maintain strict confidentiality with RSC Africa administrative and operational information;
10. manage a large and diverse workload under pressure with competing priorities;
11. work well as a team in a multi–cultural environment while maintaining a high level of motivation;
12. effectively manage RSC Africa’s resources;
13. actively participate in the implementation of the U.S. Government Operational Refugee Processing Program in Africa;

Physical requirements: This position requires bending, sitting, standing, walking, handling objects (manual dexterity), reaching above shoulder level, using fine finger movements and lifting/carrying light loads.

1. Working environment: Normal office working conditions
2. Special Requirements: Certificate of Good Conduct issued within the last one year (12 months) is required before the start of employment. Employee will be entrusted with the receipt, custody and payment of money.

Competencies

1. Communication
2. Ensure effective exchanges of information with others. Examples of skills and behaviors include speaking to others respectfully; expressing ideas in a logical, organized way; sharing information appropriately; and clarity and conciseness in written communication.
3. Relationships
4. Ensure constructive and supportive interactions with others. Examples of skills and behaviors include being positive and supportive when working with others; sharing information and resources freely; resolving conflict constructively; and proactively working to remove obstacles to success for others.
5. Job Knowledge
6. Utilize and apply job related knowledge to complete job tasks at a level that meets or exceeds expectations.
7. Examples of skills and behaviors include utilizing job knowledge to solve problems or develop new approaches; maintaining or enhancing skills through continuing education; and taking on projects that will develop or enhance skills.
8. Teamwork
9. Work effectively and contribute as a member of a team. Examples of skills and behaviors include supporting other team members by sharing information; covering the work of others during absences, vacations etc.; and actively participating in developing ideas for ways to increase team effectiveness.
10. Problem Solving
11. Analyze information and develop solutions to challenges that arise during the course of performing a job.
12. Examples of skills and behaviors include researching and collecting facts; defining the issues and the parties affected; formulating options/solutions for addressing the problem; and engendering support for and implementing the solution.
13. Operational Leadership
14. Successfully lead a group to achieve operational goals. Examples of skills and behaviors include priority setting; timely decision making; planning and organizing; delegation; and managing and measuring work.
15. Building and Leading Effective Teams
16. Earn the respect of team members, create strong morale and spirit on the team and utilize the unique skills of all team members. Examples of skills and behaviors include managing diverse relationships; flexibility; being open and receptive; running effective team meetings; and exhibiting integrity and trustworthiness.
17. Strategic Leadership
18. Accurately anticipate future consequences and trends and translate them into the fulfillment of workable strategies and plans. Examples of skills and behaviors include problem solving; dealing with ambiguity, creativity; innovation management and business acumen.