Deputy Head of Office at Development Pathways

Purpose of the position

• The purpose of the Deputy Head of Office is to oversee and manage Pathway’s portfolio of Digital Technology projects, support growth of the portfolio and Pathways’ profile, and support the Head of Office in managing the Kenya staff team and office.
• The position will work across all divisions of the business and play a pivotal role between executive management and employees, promoting efficiency and profitability throughout the organization.  The ideal candidate will be well versed in client-focused business management and will have relevant experience in development, consultancy and/or technology project delivery.
• The role may also involve international travel up to three months in a year.

Main Responsibilities and Duties

Organisational Management (15%)

• Developing annual plans for the Kenya office and reporting on those plans.
• Managing and supervising administrative staff based in the Nairobi office to ensure work planning and effective delivery of tasks in line with the established office administration systems
• Working closely with the London office staff on setting up and implementing relevant policies, procedures and processes
• Liaising with the UK office to ensure in-country security policy development and management at field level
• Lead the provision of regular reporting on Kenya Office activities

Portfolio Management (50%)

• Lead high-quality project management for the delivery of major projects, working across the technical and programme officer(s) to ensure delivery is on time, on budget, within scope and meeting client expectations and contracts.
• Ensure workplans are effectively planned and managed throughout delivery.
• Support the Heads of Technical Units to ensure that systems for the quality assurance of deliverables are functioning and effective.
• Help build strong and productive relations with clients and partner organisations, supporting contract negotiations, ensuring contract compliance and administration, and effective communications on behalf of Pathways.
• Collect, analyse, and report against project delivery and financial data on a regular basis, supporting additional deep dives into project progress and challenges.
• Ensure project Duty of Care (DoC) arrangements are in place and all travel follows the travel and security process.
• Support effective knowledge management across Development Pathways , based on project reporting and management activities.

Financial and Contract Management (20%)

• Oversee and monitor financial forecasts and budget reports, as well as project invoicing.
• Ensure financial outcomes are met, with any risks to timelines or over/under-spend escalated appropriately.
• Ensure that consultants contracts are appropriately developed, and consultants are given effective support to develop a strong allegiance to Development Pathways.
• Oversee risk management processes for the Kenya office.

Business Development (10%)

• Building key client relationships and keeping abreast and reporting of current donor trends in Kenya and the East Africa region.
• Supporting the development of new business opportunities in line with the company’s business growth strategy.
• Collaborate with the wider DP business development team to provide input to bids.
• Collate and share project information to support the Business Development and Communications departments.

Organisational Support and Learning (5%)

• Providing support in strengthening policies, procedures, and management tools for Development Pathways.
• Coordinate with wider the wider projects team to ensure technical capacity is well planned across Development Pathways’ portfolio of projects.
• Provide ad hoc input to evolving organisational requirements as directed by the Director of Project Delivery.

Your Profile

ESSENTIAL:

• Degree in Technology, Engineering, Management, International Relations, Social Policy, Business Management, Law or other relevant discipline.
• 8-10 years professional project management and operations experience with a strong focus on consultancy services and/or software development within a development context.
• 5 years of experience in managing individuals and teams.
• Experience of working with delivery partners including procurement and contract management.
• An ability to build, develop and maintain relationships with a variety of stakeholders, showing diplomacy, sensitivity and decisiveness.
• Well-developed interpersonal communication skills demonstrated by successful liaison and rapport building; negotiating, consulting and influencing a wide variety of stakeholders.
• Ability to analyse and effectively use financial information.
• Ability to prioritise, plan and organise workflow to tight timeframes, handle multiple tasks and be flexible with changing priorities.
• Proven ability to resolve problems, anticipate barriers and create practical solutions including proactive response to managing delivery risks.
• Strong interpersonal and intercultural skills.
• Technologically savvy and highly proficient with Microsoft office suite.
• Ability to work in a multicultural environment and in a multidisciplinary teamwork.
• Commitment to social justice, gender equality and women’s empowerment.
• Excellent Knowledge of English (oral and written).

DESIRABLE:

• Experience in international development and social policy.
• PRINCE2, PMP or another project management qualification desirable.
• Master’s degree in a relevant subject.
• Knowledge of Kiswahili.
• Sense of humour.
• Proficiency in French, Portuguese, and/or Spanish.