Vacancies at Center for Civilians in Conflict

Key Functions:

• Provide operational and technical support to multiple projects, including document and information management, monitoring and responding to internal and external deadlines, synthesis of financial and other data, and communicating with staff and donors
• Work across program and country teams to encourage collaboration, efficiency and consistency of processes
• Support internal and external meetings, including preparation of meeting materials, note taking and distribution, and follow up with relevant parties
• Provide research support and data analysis to identify relevant trends in civilian harm in East Africa
• Provide copy editing support to internal and external reports
• Work closely with Program team to create deliverables for donors on grants
• Provide logistical support with arranging travel, both domestic and international, including flights, hotels, trains, and local transportation
• Provide direct support to East Africa programs with finance and accounting, as well as with both short and long term programmatic goals

Skills/Qualifications:

• English fluency required
• BA/BS degree and 3-5 years of relevant work experience OR MA/MS degree and 2-3 years of relevant work experience
• Strong interpersonal skills to effectively interact with all levels of staff, U.S. and foreign government personnel, and the NGO community
• Strong verbal communication skills to effectively present information and respond to questions
• Strong writing and copy-editing skills
• Capacity to work both independently and as a member of a team and to work within multiple deadlines and timeframes
• Basic understanding of protection of civilians and relevant legal frameworks
• Ability to define problems, collect data, establish facts, and draw valid conclusions
• Working knowledge of Microsoft Office Programs (Word, Excel)
• Experience with Google Workspace (Gmail, Calendar, Google Drive, G+, etc.), Dropbox, and Slack strongly desired

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Financial Management

• Responsible for establishing financial management practices for the East and Horn of Africa (EHA) region in alignment with CIVIC policies
• Ensure day-to-day accounting operations and financial management functions are performed in compliance with internal and donor policies and procedures
• Ensure fund availability and verify that all procurement actions are compliant with both client and internal financial management guidelines
• Ensure that all accounting data is updated and reconciled on time and fully supported with backup documentation
• Responsible for the timely processing of staff payroll, allowances, and other reimbursements
• Monitor program and operational forecasting
• Maintain cash controls to ensure supply of adequate funds
• Design and write budget narratives for internal and external proposals and projects
• Design, develop, monitor, and report on regional internal budget and operational budget
• Support the preparation, monitoring, review and revision of budgets as needed, in close coordination with the regional field director and HQ
• Meet financial reporting requirements, ensuring that all financial reports are submitted before deadline
• In coordination with HQ, ensure accurate and smooth month and year-end closing and reporting within agreed upon schedules
• Provide financial status of project expenses and budget information as requested
• Ensure compliance with local laws, particularly on withholding taxes
• Coordinate with Program Manager(s) to establish proper controls and monitoring for grants management
• Ensure and routinely test for maintenance of audit-ready documentation
• Oversee and provide all necessary documentation for financial auditing

Operations Management

• Management operations for Nairobi office and forthcoming offices, in alignment with internal policies
• Manage physical offices and liaise with building management
• Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement
• Keep track of CIVIC assets (technology equipment, etc.)
• Control official correspondence including fax and mail dissemination
• Serve as first point of contact for staff with technical issues
• Manage technological needs within the program office and ensure all staff are equipped and have an understanding of how to use CIVIC-approved technologies
• Troubleshoot technical issues including internet, phones, printers, network, etc.
• Manage supplies and approve staff requests for furniture, equipment, and other supplies

Human Resources

• Manage new hire employment certification, benefit enrollment, and other paperwork for staff and local consultants
• Together with team, oversee in-house 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.
• Prepare contracts and additional paperwork for consultants
• Liaise with HQ to ensure close communication and consistency of processes, as well identify HR needs and requirements
• Monitor consultancies to ensure prompt payment of fees

Other

• Coordinate CIVIC Kenya Board meetings and any other country board

Skills/Qualifications

• Minimum of 7 years financial management and bookkeeping experience, including budgeting, forecasting, accounts payable, accounts receivable, payroll, general ledger, and financial reports
• Minimum of 5-7 years operations and human resources management experience, including oversight of benefits, taxes, insurance, assets, and property
• Kenyan residency or citizenship required
• Strong command of English required, in both verbal and written communication
• Understand local labor law, human resources, and facilities regulations
• Experience working with international NGOs (INGOs)
• Understanding of Kenyan Revenue Authority requirements (how to file PAYE TAX, tax returns, etc.)
• Knowledge of the NHIF and NHSS of Kenya
• Ability to manage several tasks concurrently with tact and professionalism
• Maintain strict confidentiality around sensitive CIVIC matters
• Excellent interpersonal skills
• Excellent Microsoft Office skills, particularly Excel
• Experience managing multi-year grants with large funders preferred