Openings at Church World Service

Essential Duties:

Program Administration

1. In coordination with line managers, coordinators, and the Senior Compliance Coordinator, recommends annual plan and strategic planning goals
2. Develops annual plans for the Training Unit and closely monitors and tracks progress towards achievements of established annual goals and objectives.
3. Manages the CWS RSC Africa training budget and monitors effective and appropriate use of resources in the unit.
4. Ensure RSC Africa training needs assessments is conducted and identify skills or knowledge gaps that need to be addressed on an ongoing basis.
5. Incorporates feedback from MEAL unit, program monitors, surveys, management observations, and more to establish a values-driven, data driven training program for the RSC project.
6. Analyzes training needs assessment results to inform future training plans.
7. Ensure training initiatives are standardized across all CWS RSC Africa office locations.
8. Works closely with Senior Programs Team (SPT) and Admin Management to conduct process improvement reviews on procedures in place.
9. Oversees development and operation of standard in-person on-boarding schedules for all positions and completion of departmental trainings as guided by the Cooperative Agreement (Objectives and Indicators) and annual goals.
10. Ensure optimal utilization of training digital tools.

Compliance

1. Ensure staff are trained on their job functions to promote adherence to the DOS/BPRM, USCIS, RPC, CWS, and RSC Africa policies and procedures.
2. Oversee the development of effective training programs (outsourced or in-house).
3. Ensure achievement of objectives and indicators included in the Cooperative Agreement (CA) regarding training.
4. Ensure job function observations are completed for Training Unit staff to ensure adherence to policies and procedures in place.
5. Oversees review of unit’s workflows to ensure unit tasks are completed effectively.

Data Management and Analysis

1. Oversee the development of tools for tracking delivered training and attendance and maintains curriculum database and training records.
2. Oversee indicators for measuring and processes for reporting on Training Unit activities and the level of training effectiveness, including pre and post-training assessments and satisfaction surveys from trainers and participants.
3. Ensure the internal monthly training report is submitted in a timely manner.
4. Ensure the training data is updated on the PRM quarterly report in a timely manner.

Representation

1. Develops and maintains effective relationships with CWS Headquarters, training vendors and RSC implementing partners, including PRM, USCIS, IOM, UNHCR, and RPC.
2. Ensures partner/vendor communication from the unit is professional, timely, and proactive.
3. Represents organizational policies and culture to staff.
4. Ensures the workforce is professional when representing CWS/RSC Africa to refugees, partners, vendors, the funder and colleagues.
5. Champions CWS policy, procedures, and organizational culture to all staff, and contribute to RSC Africa strategies for ensuring staff fully understand and abide by CWS policies.

Performance Management

1. Oversees and manages the daily workload and functions of the Training Manager, including monitoring staff time and attendance, regularly providing and documenting performance feedback, completing probationary and annual evaluations, developing job descriptions, participating in hiring interviews, and other human resource functions associated with supervising staff.
2. Serve as the hiring manager for positions in Training Unit.
3. Evaluates and assesses training needs of Training Unit and takes the lead in organizing and providing trainings on a regular basis.
4. Ensures coaching, mentoring, feedback and corrective action plans are carried out across the unit.
5. Ensures establishment of performance expectations and communication, on-boarding and training of the Training Unit staff.
6. Maintains accurate and current job descriptions for the Training Unit.

Staff Care

1. Ensure a safe, healthy and professional work environment.
2. Ensures direct reports are accessing and using their benefits appropriately including leave.
3. Actively supports staff by promoting safe space, open-door and the escalation policy.
4. Establishes and communicate clear expectations to staff to foster a predictable and consistent work environment.

This position also undertakes other duties as assigned by CWS/RSC Africa Management.

Qualifications:

Experience:

• 10 years’ work experience is required.
• 5 years of direct supervisory experience with responsibility for hiring, evaluating performance, administering corrective action, and directing day to day work is required.
• 5 years of adult training experience.

Skills:

• Proven ability to complete full training cycle (assess needs, plan, develop, coordinate, monitor, evaluate)
• Familiarity with traditional and modern job training methods and techniques.
• Advanced computer knowledge, specifically with MS Office (Excel, Outlook, Word, PowerPoint), online training and meeting platforms (such as WebEx, Zoom, Go-to Meeting, and Teams), and Learning Management Systems.
• Strong analytical skills and excellent report-generation skills with the ability to understand, process, and document information for a variety of audiences.
• Strong supervisory skills and understanding of performance management systems.
• Excellent communication, organizational, and time management skills.

Education & Certifications:

• Bachelor’s Degree in a related field required.
• Certificate in course development, training development, instructional design, or an applicable training is preferred.
• Master’s Degree preferred.

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Essential Duties:

General Oversight:

• Responsible, in conjunction with Country Program leads, for oversight for all support services for CWS Country Office Operations, to include finance, administration, logistics, HR, procurement, property, IT and Security
• To link with HQ in New York and help calibrate, develop capacity in balance between HQ, the Regional Office in Kenya, and multiple CWS Country Offices in Africa
• Engage with the internal auditor for CWS Africa, as it relates, to ensuring all administrative functions across Africa are operating effectively, and with compliance.
• Support the regional administration leaders to set, implement and monitor work plans across the administrative functions.

Administrative Function

1. Challenge the existing administrative implementation frameworks to ensure they support the effective integration of all CWS administrative functions across all Country Offices.
2. Develop, assist with implementation and monitor work plans to build the capacity of the administrative function at Country Office, to enable these departments to function with increasing independence from the CWS Regional office.
3. Support and supervise the establishment of common management practices across the Country offices. This will include:
4. Developing Minimum Operating Standards (MOS), in collaboration with CWS HQ, across procurement, IT, property, finance and HR, across all Country Offices.
5. Ensuring the MOS, as developed, are consistent with CWS HQ MOS, as they are developed.
   1. Establishing benchmarks and dashboards to effectively manage adherence to the minimum operating standards.
   2. Develop a reporting system to provide visibility for the management team for each standard.
6. Responsible for reporting on the transfer of current centralized authority and capacity within the administrative function from regional HQ in Nairobi to the Country Offices. Reporting to be made to the Regional Representative for Africa and CWS HQ.

Compliance and Audit

• Is available to Country Offices and CWS programs (RSC Africa and others) to assist Country Offices to establish or improve compliance systems, policies, and structures within each operating environment.
• Identifies and assesses, in collaboration with the Internal Auditor and Program leadership, areas of significant compliance risk within the Country Office operations, and, with management, designing and implementing corrective action plans.

Team Development and Capacity building

• Establish in partnership with Country Representatives, and to support through dotted line, matrix management approaches, administrative units or teams in each Country Office
• Build a pipeline of managers and leaders familiar with CWS programming and administrative policies
• Oversee the development of the administrative functions across each Country Office and the regionally to serve as integrated administration for both RSC and RDP programs.

Qualifications:

Experience:

• Twelve (12) years experience, in an extensive administrative role, preferably in an INGO
• Eight (8) years experience in a management role
• Four (4) years experience in a senior management role, supervising managers with direct reports
• Experience working with US Government funds, with responsibility for reporting in line with US Government funding rules and regulations
• Experience working directly with US Government agency representatives and stakeholders

Skills:

• Excellent demonstrated project management skills
• Excellent demonstrated change management skills
• Excellent stakeholder management skills
• Excellent planning and organizational skills

Education & Certifications:

• Bachelor’s Degree in Business Administration or a similar field is required (or 4 years of work experience in lieu of a bachelor's degree)
• Master’s Degree is preferred