Latest Jobs at Church World Service

Job Description/Requirements

Primary Purpose

This position is primarily responsible for carrying out the purchasing and procurement functions of supplies, equipment and services. It ensures procurement of high-quality and cost efficient supplies, equipment and services. The position is also responsible for maintaining purchasing records and facilitating accurate documentation to Finance.

Supervision

This position reports directly to the Procurement Supervisor.

Essential Duties

1. Manages the supply chain function at CWS which includes procurement of goods and services in a cost-effective, timely and transparent manner in line with CWS Polices, Co-operative Agreement and 2 CFR 200
2. Ensures all approved quotations are captured in SAGE and approved LPOs sent to the vendors
3. Reviews invoices and ensures complete documentation (GRN, Invoice, Delivery Note, LPO) and submits to finance for payment
4. Manages the flow of complete procurement documents between the departments
5. Assists in conducting market research to capture the current cost, evaluate offers from vendors and negotiate better prices
6. Tracks vendor invoices and utilities on the procurement excel spread sheet
7. Prepares VAT and DUTY exemptions for Ministry of Foreign Affairs and Kenya Revenue Authority in IPMIS system
8. Regularly updates the Note Verbal excel sheet
9. Participates in budget preparation by researching cost estimates of proposed items
10. Analyzes incoming bids by coming up with a comprehensive analysis on the requirements of the bid for review by the committee meetings
11. Prepares the Request for proposal (RFP) reports for tender committee review
12. Completes vendor forms and updates the scans and the vendor list on the fileserver
13. Ensures reconciliations for vendors by comparing invoices and payments
14. Participates in developing, facilitating, implementing, monitor and reviewing procurement plans
15. Responsible for managing all updated procurement contracts, coordinate and monitor the supply chain function to ensure compliance with procurement policies and practices and donor requirements
16. Liaises with vendors to create realistic delivery schedules and compare actual deliveries in order to evaluate vendor performance and responsiveness
17. Coordinates and facilitates the vendor pre-qualification process
18. Ensures procurement records are accurate, up to date and in compliance with donor policies
19. In coordination with other departments establishes detailed requirements for office supplies, equipment and other goods and services required
20. Tracks orders to ensure timely deliveries
21. Builds and maintains positive relationships with all members of staff, and contactors both within and outside CWS Africa
22. Performs any other duties as assigned to improve the operations of CWS Africa

Qualifications

Education:

• Bachelor’s Degree or equivalent in Business Administration, Supply Chain Management, Public Administration, Procurement or other related field required
• Diploma in Purchasing and Supplies Management is preferred Experience:
• Five (5) years’ experience in procurement or with similar administrative responsibilities

Knowledge/ Skills:

• Demonstrated excellent computer skills for Microsoft Word, Excel, Access and Outlook
• Working knowledge of SAGE and 2 CFR 200

Demonstrated strong organizational and time management skills

Strong written and verbal English skills

Abilities

The Procurement Officer must have the ability to:

• communicate effectively both verbally and in writing;
• follow instructions from the Supervisor with a positive and receptive attitude;
• deal effectively and courteously with a large number of associates, outside agencies, applicants and members of the general public;
• conduct oneself in a professional and courteous manner to represent the best interests of RSC Africa and CWS/IRP;
• maintain a high performance standard with attention to detail;
• carry out all of the duties of the position efficiently and effectively with minimal supervision;
• take initiative;
• maintain strict confidentiality with RSC Africa administrative and operational information;
• manage a large and diverse workload under pressure with competing priorities;
• work well as a team in a multi-cultural environment while maintaining a high level of motivation;
• effectively manage RSC Africa’s resources;
• 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.

Working environment: Normal office working conditions

Special Requirements:

Certificate of Good Conduct issued within the last one year (12 months) required before the start of employment. Employee will be entrusted with the receipt, custody and payment of money.

Competencies Communication

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.

Relationships

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.

Job Knowledge

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.

Teamwork

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.

Problem Solving

Analyze information and develop solutions to challenges that arise during the course of performing a job. 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. Operational Leadership

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.

Building and Leading Effective Teams

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.

Strategic Leadership

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.

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Department: Administration

Location: Nairobi, Kenya

 

Primary Purpose

The Recruitment Assistant will be responsible for supporting the HR officer with filling open positions to meet demands of CWS RSC Africa.

This individual will support HRO talent acquisition to pro-actively source, advertise, reference check and do final negotiations for open positions. The HRA may also help in interviewing. HRA will follow recruitment strategies to increase CWS RSC Africa talent pool and pipelines, and will provide input to ensure CWS Africa has diverse global talent that performs at a high level responding to the changing needs of the organization. HRA will implement CWS Africa Recruitment best practices that ensure timely selection of top talent, and will recruit for talent that will support CWS RSC Africa organizational culture.

 

Supervision

This position reports directly to the HRO Talent acquisition.

 

Essential Duties

1. Support the Recruitment Cycle (post vacancies, short-list CV’s, arrange interviews, maintain candidate employment applications, conduct reference checks, extend offers, send regrets letters to unsuccessful applicants, update recruitment report, etc.)

2. Under the supervision of the HRO Talent acquisition, recruit for entry level positions and build recruitment skills to recruit for additional positions at CWS RSC Africa.

3. Follow CWS RSC Africa HR Operating Policies and Procedures in Recruitment and ensure compliance with labor laws.

4. Maintain the confidentiality of all sensitive HR/Recruitment information and other CWS RSC Africa pertinent information.

5. Provide timely updates to the HRO Talent acquisition and hiring managers to ensure smooth staff orientation.

6. Collaborate with HRO Talent acquisition to provide weekly, monthly and quarterly Recruitment metrics as and when required.

7. Maintain all documentation pertaining to Recruitment.

8. Develop a deep understanding of CWS RSC Africa culture and values and align these with sourcing and attracting talent.

9. Maintains an efficient and effective filing system for HR documents, including the filing of staff files using the checklist.

10. 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.

11. 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.

NEW YORK NAIROBI BANGKOK BELGRADE BUENOS AIRES 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 the Institute of Human Resources Management (IHRM) will be an added advantage.

Experience

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

Knowledge and 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 interpersonal skills.
• Strong analytical skills with the ability to understand, process, and document information

Abilities:

• The Human Resources Assistant must have the ability to:
• Communicate effectively in both orally and written;
• Maintain high level of confidentiality and integrity of personnel records;
• Interpret and apply good HR practice and principles with good judgment;
• work as a member of a team in a multi-cultural environment;
• manage large and diverse workload under pressure with competing priorities;
• maintain high performance standard with attention to detail;
• follow instructions from supervisor with a positive and receptive attitude;
• conduct oneself in a professional and courteous manner to represent the best interests of the RSC and CWS/IRP;
• Contribute to the US Government Operational Refugee Processing Program in Africa.
• Demonstrated excellent organizational and time management skills
• Demonstrated computer skills
• 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

Certificate of Good Conduct issued within the last one year (12 months) is required before the start of employment.

None Competencies Communication

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.

Relationships

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.

Job Knowledge

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

Teamwork

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.

Problem Solving

Analyze information and develop solutions to challenges that arise during the course of performing a job. 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.

Program Planning and Management

Organize work and/or plan projects and ensure timely completion and/or successful implementation. 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.

Leadership

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.

Resource Building and Stewardship

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: 6 (N)

Level: Senior Specialist

Division: Administration

Department: General Services

Primary Purpose

This position is primarily responsible for the coordination and follow-up of logistics for all CWS travel, as well as preparing travel itineraries of official CWS staff travel in accordance with the CWS standard operating procedures within Sub Sahara Africa and Internationally.

This position provides support to CWS Sub –Offices within the region.

Supervision

This position reports directly to the Travel Logistics Supervisor.

Essential Duties Travel and Logistics

1. Requests for domestic and international flight schedules, itineraries, bookings, and tickets from local travel agents for efficient and cost effective travel.
2. Works with Programs Management and other travellers to plan and execute all confirmed travel.
3. Works with relevant embassies to obtain visas for staff travel, makes hotel reservations when required, coordinates ground transportation and other travel arrangements for CWS staff and visitors.
4. Prepares travel authorisations for all travelling staff.
5. Maintains updated shared logistics resources.
6. Regularly reviews all issues raised in the issue logs after travel is complete, makes follow up with the vendors and updates the log with feedback.
7. Works directly with Logistics officers in region offices on required logistics work.
8. Conducts site assessments in processing locations when required.

Budgeting

1. Maintains updated travel costs for all regions.
2. Participates in annual travel budget costing and preparation.
3. Monitors travel budget in the assigned locations and reports any additional costs.
4. Vendor Engagement
5. Maintains a tracking system for all partner Invoices across the sub offices to ensures they are captured and processed in a timely manner.
6. Use ERP system to raise requisitions, review payments and reconcile vendors.
7. Works closely with Procurement and Accounts to ensure vendor payments are processed as per policy.
8. Conducts vendor reconciliations on a quarterly basis.
9. Regularly reviews travel expenses while renegotiating with vendors for competitive rates.
10. Reviews CWS trip reports and communicates follow-up items to the Logistics Supervisor.
11. Reviews monthly invoices for local taxi service providers, ensures correct rates are being charged and also identifies local versus regional travel expenses.
12. Performs other duties that may be assigned to ensure the logistical support of operations related to official travel and other program objectives.

Qualifications Education:

Bachelor’s Degree or equivalent in Business Administration, Supply Chain Management, Public Administration, Procurement or other related field required.

Experience:

1. Five (5) years of paid work experience is required. Administrative experience is preferred.
2. Knowledge in Amadeus booking tool is preferred.

Knowledge/ Skills:

• · Demonstrated written and verbal English skills;
• · Demonstrated computer skills, especially Microsoft Excel;
• · Demonstrated organisational and time management skills;
• · Demonstrated strong communication skills.
• · Demonstrated interpersonal relations
• · Demonstrated ability to manage heavy workload

Abilities:

The Travel Logistics Officer must have the ability to:

• · maintain the integrity of confidential financial and personnel information;
• · communicate effectively both verbally and in writing;
• · read, understand and follow all SOPs within the Logistics unit
• · follow instructions from the Supervisor with a positive and receptive attitude;
• · deal effectively and courteously with a large number of associates, outside agencies, applicants and members of the general public;
• · conduct oneself in a professional and courteous manner to represent the best interests of RSC Africa and CWS/IRP;
• · maintain a high performance standard with attention to detail;
• · carry out all of the duties of the position efficiently and effectively with minimal supervision;
• · take initiative;
• · maintain strict confidentiality with RSC Africa administrative and operational information;
• · manage a large and diverse workload under pressure with competing priorities;
• · work well as a team in a multi-cultural environment while maintaining a high level of motivation;
• · effectively manage RSC Africa’s resources;
• · 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.

Working environment: Normal office working conditions.

Licensing/Certification:

IATA training/certification is preferred.

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 Communication

Ensure effective exchanges of information with others. Examples of skills and behaviours include speaking to others respectfully; expressing ideas in a logical, organised way; sharing information appropriately; and clarity and conciseness in written communication.

Relationships

Ensure constructive and supportive interactions with others. Examples of skills and behaviours 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.

Job Knowledge

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.

Teamwork

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.

Problem Solving

Analyze information and develop solutions to challenges that arise during the course of performing a job. 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.

Program Planning and Management

Organize work and/or plan projects and ensure timely completion and/or successful implementation. 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.

Leadership

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.

Resource Building and Stewardship

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: 6

Level: Senior Specialist

Division: Administration

Department: Finance

Primary Purpose

This position is responsible for the daily expenditure, management and maintenance of the RSC Africa financial records, in accordance with the guidelines of DOS/PRM and RSC Africa policies and procedures. The position also acts as a back up to the Senior Accountant and works closely with the Regional Deputy Director for Administration, Human Resources staff, General Services staff and other staff in the Administration and Operations Departments.

Supervision

This position reports directly to the Senior Accountant.

 

Essential Duties

1. Administers, disburses and replenishes the Shilling and Dollar petty cash funds.
2. Enters check and petty cash payments into Sage 300 accounting system.
3. Enters data into the accounts receivable module and distributes quarterly debtors’ statements to staff/Bill staff with any owed amounts.
4. Assists and organizes relevant documents for the annual audit both internal and external.
5. Receives refunds of unused travel cash advances and any other cash and check refunds, issues receipts for any refund received and ensures regular and timely banking of all refunds received.
6. Review and ensure that Trip Expense Reports are reviewed and duly signed by the relevant staff supervisors and filed appropriately.
7. Performs quarterly stock-take of Inventory and prepares and submits a report on variances to the Regional Deputy Director for Administration and General Services Manager for follow up.
8. Assists in budget preparation by providing requested data.
9. Follows sound accounting procedures and practices in conformity with GAAP, IAS and OMB circulars to ensure accuracy and transparency on the use of US Government’s funds.
10. Reviews purchase requests before they are turned into purchase orders.
11. Files and retrieves financial documents.
12. Assist with bank reconciliations on monthly basis.
13. Reconciles and disburses monthly, quarterly and annual statutory deductions and returns, including pension, withholding tax, NHIF, NSSF, PAYE within the statutory period.
14. Prepares monthly financial reports on accrual basis using fund accounting principles
15. Prepares staff Telephone Bills report and any other receivable and sends to payroll section on monthly basis. Prepares and disburses accounts payable for approved purchases and contracts according to procedures and policies in place.
16. Undertakes all duties as may be assigned by supervisor in order to improve on internal controls and financial operations for the overall achievement of RSC Africa’s goals and objectives.

Qualifications

Education:

• Bachelor of Commerce, Accounting, Finance or other Business Degree or four (4) years of experience in lieu of a degree required.
• Computer Literacy and CPA qualification necessary for the position is preferred.

Experience:

• 5 years of paid work experience is required.
• 2 years directly related specialized experience performing the essential duties in finance is required.
• Experience in the Non-Governmental sector preferred.

Knowledge / Skills:

• Knowledge of Excel spreadsheets and Sage 300 or similar accounting software required.
• Knowledge of fund and accrual accounting principles is required.

Abilities:

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

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 be exposed to marked changes in temperature and/or humidity, dust and infectious diseases and harsh weather climates.

Special Requirements

Certificate of Good Conduct is required before the start of employment. A valid passport and the ability to maintain a valid passport throughout the entire appointment is required, which includes having enough passport pages for travel. The candidate should be of good health, willing and able to travel extensively in often difficult conditions, and have a high degree of flexibility. Must have proof of Yellow Fever vaccination before traveling for CWS RSC Africa. Employee will be entrusted with the receipt, custody and payment of money.

Licensing/Certification

Certified Public Accountant Part III (CPAK) or Association of Certified Chartered Accountants (ACCA) required.

Competencies

Communication

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.

Relationships

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.

Job Knowledge

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.

Teamwork

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.

Problem Solving

Analyze information and develop solutions to challenges that arise during the course of performing a job. 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.

Program Planning and Management

Organize work and/or plan projects and ensure timely completion and/or successful implementation. 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.

Leadership

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.

Resource Building and Stewardship

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.