Operations Manager at Center for Civilians in Conflict

About the Position

• The Operations Manager is responsible for the management of CIVIC’s program level finances, budgeting and budget analysis, and – with oversight from the Country Director – leadership within the program team for other aspects of CIVIC’s local operations, such as: Human Resources, Procurement, and mentorship for other staff with Operations responsibilities.
• This position requires independence, strong organizational and interpersonal skills, and the ability to anticipate needs and respond to staff inquiries on a broad range of subjects.

Key Functions

Financial Management

The candidate will be responsible for the overall financial management of the program and will support the Country Director to coordinate with HQ to make sound financial decisions. Specific responsibilities include:

• Responsible for compliance with CIVIC’s financial management practices for the East Africa program;
• Ensure day-to-day accounting operations and financial management functions are performed in compliance with internal and donor’s policies and procedures;
• Ensure funds’ availability and verify that all procurement actions are compliant with CIVIC and/or project specific financial management guidelines;
• Monitor program and operational forecasting, maintains cash controls to ensure supply of adequate funds;
• Support the preparation of budgets, monitor, review and revise as required in close coordination with HQ;
• Contribute to program financial reporting requirements;
• Ensure compliance with local laws for registered non-governmental organizations (NGOs);
• Ensure and routinely test for maintenance of audit-ready documentation.

Operations Management

• Responsible for team leadership concerning operations management practices for the program in alignment with CIVIC policies;
• Work closely with other Operations staff for Security and Logistics planning to support program activity implementation, which includes regular staff travel;
• Manage physical office spaces and liaise with building management;
• Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement;
• Asset tracking and management (technology equipment, etc.);
• Manage regular supplies and oversee regular procurement processes for goods and services;.
• Being the primary liaison between the program team and CIVIC HQ for other Operational needs, such as Information Technology support and operational platform maintenance.

Human Resources

• Manage new hire employment certification, benefit sign up and other paperwork for staff and local consultants;
• Oversee staff benefits administration, including processing monthly benefits and serving as point person for all staff inquiries;
• Proactively monitor staff needs with regard to insurance, withholding adjustments, travel advances, etc. (as necessary);
• Prepare contracts and additional paperwork for consultants;
• Liaise with headquarters to ensure close communication and consistency of processes under supervision of the Country Director and CIVIC HR to identify emerging HR needs and requirements;
• Serve as the local administrator for CIVIC’s HR management platform.

Requirements/Qualifications

• University level degree in accounting, financial management, business, or other field related to organizational operations.
• Minimum of 5 years financial management and bookkeeping experience including budgeting, and forecasting, accounts payable, and accounts receivable, payroll, general ledger and financial reports.
• Minimum of 5 years experience with responsibilities for operations and human resources management including oversight of benefits/taxes/insurance, asset management and property oversight.
• Demonstrated experience managing local labor law requirements and organizational compliance as a registered NGO in Kenya, preferably as a branch of an international NGOs (INGO).
• Ability to multitask, delegate, and direct supporting staff to perform several tasks concurrently with ease and professionalism.
• Ability to communicate clearly and concisely, verbally and in writing, in English.
• Must have excellent interpersonal skills.
• Excellent Microsoft Office skills, particularly Excel.
• Prior experience managing multi-project programs, and multi-year projects from large, international donors is highly preferred.