Head of Support Services (HoSS) at Peace Winds Japan

Peace Winds is a disaster preparedness, response and recovery organization. Peace Winds advocates for increased collaboration between governments, militaries, NGOs, and the private sector to prepare for and respond to natural disasters across the globe, with the Japan - U.S. relationship as the cornerstone of humanitarian assistance.

 

Head of Support Services (HoSS)

  • Job TypeFull Time
  • QualificationBA/BSc/HND
  • Experience8 years
  • LocationNairobi
  • Job FieldProject Management 

The Head of Support Services (HoSS) operationally and strategically be responsible for Finance, Human Resources, Logistics and Procurement, Administration, and IT. They will oversee, develop, and provide strategic direction, mentorship and support to their support areas. This role ensures that all aspects of the Country Office management are represented and considered in decision making resulting to contributions to the development of PWJ country strategies, which will translate into action plans and day-to-day tasks.

Duties and Responsibilities.

FINANCE

In coordination with the Finance Manager and Finance Officer:

  • Support in the development of annual country and project budgets, and donor financial reports.
  • Identify and report on financial trends, working collaboratively with the CD to produce options/scenarios/corrective action plans that ensure ongoing financial stability for the Country Programme.
  • Oversee all financial accounting matters, including maintenance of the general ledger, receipts, payments and payroll requirements.
  • Oversee the cash flow requirements of the programme, liaising with PWJ HQ to facilitate cash transfers.
  • Manage the effects of exchange rate fluctuations between local and contract currencies, highlighting upcoming issues early and identifying mitigating strategies.
  • Oversee the financial management of partner delivery contracts.
  • Lead on audit matters.
  • Manage and review the monthly accounts closing process for the programme, ensuring HQ deadlines are met.

HUMAN RESOURCES

In coordination with the Human Resources Officer:

  • Oversee HR Management to ensure a strategic approach to HR issues, promoting good management practices, and strengthening HR capacity throughout the programme.
  • Develop management capacity and understanding of HR and people management issues to ensure sustainable HR frameworks, improve employee relations and enhance job performance and productivity.
  • Manage and review the monthly leave tracking and payroll reporting cycle for national staff to ensure that any issues are flagged and followed up on a timely basis, and payroll deadlines are met.

LOGISTICS AND PROCUREMENT

In coordination with the Procurement/Logistics Officer:

  • Ensure that all procurement and logistics activities are carried out in line with policies and procedures, donor requirements and INGO best practices, maintaining appropriate controls and accountability, and ensuring the best value for PWJ.
  • Provide technical logistics and procurement expertise to the programme senior management to guide the development of budgets, proposals and operational plans, ensuring that new projects are appropriately resourced.
  • Develop and update programme procurement plans to ensure timely procurement and a smooth supply chain to enable the efficient running of operations.
  • Oversee the selection and appointment of suppliers in line with procurement procedures, conducting local market surveys, competitive tendering processes and the development of fit-for-purpose supply agreements.

IT / ADMINISTRATION

  • Assess needs and recommend software and IT solutions and support the resolution of IT issues that arise.
  • Ensure a proper filing system for all support documents.

MANAGEMENT

  • Develop and manage a team of resources in Human Resource, Administration and IT, Finance, Logistics and Procurement departments ensuring efficient support to the Country Office.

GENERAL COMPLIANCE

  • Work within the framework of PWJ’s core values, promoting its ethos and mission statement.
  • Ensure familiarity with and adhere to all PWJ policies and procedures.

ESSENTIAL EXPERIENCE

  • At least 8 years of relevant overseas experience in the NGO sector, at a senior level, managing programme, Finance and support service functions.
  • Experience of managing projects including, implementation, management, monitoring and evaluation, risk assessment and contract compliance.
  • Excellent people management experience with proven ability to lead and manage national staff.
  • Experience of having developed successful relationships and negotiated with donors, government bodies, other NGOs and local partners.
  • Experience managing logistics, administrative and human resource systems to ensure project efficiency.
  • Proven expertise in managing finance.

ESSENTIAL SKILLS AND KNOWLEDGE

  • Excellent communication and interpersonal skills, with the ability to establish effective working relationships at all levels internally and externally.
  • Project management skills including excellent written skills to be able to write proposals and reports.
  • Excellent Knowledge and understanding in reviewing major international donor reports and knowledge of major donor rules including UN, UNHCR, ECHO, UNICEF, UNFPA.
  • Excellent Knowledge and understanding in reviewing major Japanese donor reports and knowledge of major donor rules including MoFA-Japan and JPF-Japan.
  • Strong representation and negotiation skills.
  • Excellent organizational skills with the ability to coordinate multiple activities.
  • Experience working in an ERP (NetSuite) system.

Method of Application

Interested and qualified candidates are cordially invited to send a cover letter (1 page) and resume (Max 5 pages) as one pdf document. not later than October 9th 2024 to: recruit@peace-winds.or.ke . In your cover letter please reflect on your motivation for taking this post and indicate your expecting salary range. Only shortlisted candidates will be contacted.

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