Jobs at Stratostaff

• Our client, an international non-governmental organization seeks to bring on board a senior admin who will be responsible for providing support to the Director towards the achievement of the organization’s Impact strategy. S/he will partner with co-located teams across functions to provide administrative support.

 ROLES AND RESPONSPONSIBILITIES  

• Manage scheduling for the Director, including calendar meeting requests.
•  Lead scheduling for all activities in line with work plans. Plan, coordinate and ensure schedules are followed and respected.
•  Schedule meetings and coordinate related logistics, such as room bookings, refreshments, and document preparation for all attendees.
• Manage agenda, take minutes at meetings, and distribute as appropriate.
•  Lead follow up of key action items for the functional, ensuring that the Director is prepared for meetings and correspondence and work runs smoothly.
•  Manage travel in coordination the travel team and office coordinator and team assistants, including extensive global travel, accommodation reservations, ground transport, travel visas and immunizations.
•  Prepare and submit expense reports accurately and efficiently in line with organizational policies.
•  Compose routine correspondence with the ability to be proactive in identifying the need for writing.
•  Liaise with the department and colleagues regarding functional communications.
• Organize & manage, with support from the department, the function’s events, team retreats, meetings etc.
•  Handle the distribution of correspondence. Monitor email and act as appropriate. Ensure attention to accuracy and detail.
• Plan, organize and maintain accurate documentation for the function including reports.
•  Maintain organization of the database, shared network drives and SharePoint sites
• Provide support in budget preparation and forecasting. Supporting Financial management processes in line with policies and processes
•  Provide backup to other Executive Assistants.

 MINIMUM REQUIREMENTS AND COMPETENCIES

• College diploma or University degree is required.
•  Minimum 3 years' experience in an Administrative Assistant role in a fast-paced environment. Local experience is preferred.
•  Excellent prioritization, time management skills & follow through.
•  Excellent Organizational skills and able to manage multiple tasks in a fast-paced environment.
• Excellent interpersonal skills, exhibiting grace under pressure.
•  Strong communication skills in English; written and spoken.
•  Proficient in MS Office applications (PowerPoint, Word, Excel, Office 365, and SharePoint).
• Detail-oriented with a demonstrated ability to produce high quality work consistently and effectively.
•  Able to work independently with little direction or supervision and possess ability to coordinate and manage multiple projects.
•  Flexible, adaptable, and able to execute a range of job duties and changing priorities.
•  Proven excellence in verbal, written, and presentation skills with the ability to articulate information to a variety of constituents across cultures and to distill complex information and data into accessible conversation and written pieces.
•  Possess professional maturity, sensitivity with different cultures, and impeccable integrity that exemplify the Foundation’s values.
•  You have a commitment to the organizational values and vision.

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PROFILE INTRODUCTION

• Our client, an international non-governmental organization seeks to bring on board an Analyst, Financial Planning & Analysis who will be responsible for elements of the financial planning and analysis processes for the P&C and PAC functions including budgeting, forecasting, and management reporting. Business partnering with other teams to support financial decision-making is an important part of the role.

 ROLES AND RESPONSPONSIBILITIES       

• Supports the Lead, FP&A on certain components of the P&C and PAC functions’ annual budgeting for operating expenses and capital investments, in collaboration with senior leaders in those functional areas.
• Monitors progress against the annual budget and manages the quarterly forecasting process for those components during the year.
• Assists in the consolidation process for the annual budget and quarterly forecast figures.
•  Identifies financial risks and opportunities and recommends solutions.
•  Provides data to support the Foundation’s multi-year financial planning.
•  Analyses year-to-date results and supports the Lead, FP&A who prepares management reports including variance analysis for senior management and staff responsible for certain functions.
•  Monitors spending on key initiatives and ensures appropriate accounting treatment is applied.
•  Prepares external and internal ad hoc financial analysis for the P&C and PAC functions.
• Supports the P&C and PAC management team with their financial decision-making and analysis.
•  Supports procurement by managing and drafting contracts for the P&C and PAC functions (in collaboration with Legal and the function’s business partners), including ensuring commitments are within budget, payment terms are based on appropriate milestones, and contract terms are met before payments are made.
•  Develops policies and procedures and provides training as needed

 MINIMUM REQUIREMENTS AND COMPETENCIES

• Bachelor’s degree in finance, Accounting or Business Administration with professional designation.
•  Experience in roles within large not-for-profit, NGO or other global organizations is  preferred.
•  Experience within financial planning and analysis including budgeting, forecasting, management reporting and a demonstrated ability to collaborate successfully with internal business partners.
•  Financial and management reporting including forecasting, budgeting and the related IT systems.
•  Strong technical knowledge and ability to apply appropriate accounting treatments. 
•  Understanding of CRA regulatory environment for not-for-profit organizations is an asset.
• Experience with financial modelling.
•  Strong analytical and strategic thinking skills.
•  Proficiency in Microsoft Office applications.
•  Ability to identify, simplify and build/improve/implement processes.
•  Ability to challenge and provide feedback in a constructive manner with the goal of improving efficiency and operational excellence.
•  Innovative and able to formulate new or creative approaches to problems. 
•   Strong interpersonal skills with an ability to build and maintain relationships.
•  Drives a culture of continuous improvement and teamwork.
•  French language and/or local language skills are an asset.
•  Flexible, adaptable, and able to execute a range of job duties and changing priorities.
•  Proven excellence in verbal, written, and presentation skills with the ability to articulate information to a variety of constituents across cultures and to distill complex information and data into accessible conversation and written pieces.
•   Possess professional maturity, sensitivity with different cultures, and impeccable   integrity that exemplify the Foundation’s values.
• A commitment to the organizational values and vision.

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• The Group Head of MIS Projects will provide leadership to the team for the successful development of the project’s procedures of initiation, planning, execution, regulation and closure as well as the guidance of the project management teams’ operations toward achieving all the agreed upon goals within the set scope, time quality and budget standards.

KEY DUTIES AND RESPONSIBILITIES

• Create partnerships with internal teams together with the Project Manager to define the project scope, resource requirements and cost estimates and keep all stakeholders informed of any changes in timing, financial impact and issues that may arise.
• Review the Project Manager’s progress report to analyze the areas that could potentially throw delivery off track, log risks, and create a mitigation plan against the project risks.
• Manage and deliver multiple work streams for projects to agreed scope, timing, budget and quality, whilst taking full ownership of the end-to-end process and influencing properly concerning scope creep or unrealistic resourcing
• Manage and foster effective relationships with stakeholders through clear and consistent communication and collaboration.
• Train project teams based on the lessons learned from each project to provide a feedback loop to improve the effectiveness and speed of future projects.
• Provide reports on outcomes, share insights and iterative solutions.
• Keep on top of projects, know their status (key milestones, budgets, resourcing etc.) and be the hub of communication for progress by proactively providing relevant and regular feedback to all stakeholders.
• Collaborate with multiple co-located teams across the business to consistently achieve high levels of project quality and speed of delivery.
• Keep records of all required sign-offs and create and maintain critical project documentation
• Develop test cases for multiple projects of varying sizes with the Project Manager 
• Perform tests on various systems and applications together with the project Manager and ensure project teams have tested applications adequately. 
• Validate that user expectations are achieved during the testing process.
• Research and recommend new project techniques and tools for Management 
• Provide regular reports to the Group Head of MIS
• Manage the performance of the team for the achievement of the Department’s set goals.
• Provide first line of support when project issues arise. 

MINIMUM REQUIREMENTS:

• BSc. Business Information Technology, Computer Science, Information Technology, IT project management or related fields.
• Minimum of two years’ experience in managing end-to-end software projects
• Project Management Software knowledge
• Proficiency in MS packages
• Able to conduct System Analysis and Design
• Experience documenting system functional requirements and designing system test cases.
• Programming and database management knowledge is an added advantage

KEY COMPETENCIES

• Project Management
• Leadership and People Management
• Planning and Organization
• Stakeholder management
• Analytical thinking