Kenya: Director/Head of Operations and Technology

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Organization: International Planned Parenthood Federation
Country: Kenya
Closing date: 14 Feb 2018

The International Planned Parenthood Federation (IPPF) is the world’s largest non-governmental organization working in the field of sexual and reproductive health information and services. It has 6 Regional Offices, (Western Hemisphere based New York, East and South-East Asia and Oceania Region in Bangkok, Arab World Region in Tunis, South Asia Region in Bangkok, European Network in Brussels and the Africa Region in Nairobi, Kenya). The international secretariat is in London, UK.

IPPF AR is seeking to recruit a Director/Head of Operations and Technology in its Regional office.

JOB PURPOSE

As a member of the Senior Management Team (SMT), the job holder is to;

Lead and ensure that Operations (comprising Finance & Procurement, HR & Administration and Technology) are in line with IPPF’s new Strategic Framework (2016-2022) and support a high performing, accountable and united Federation.

Develop and ensure implementation and compliance of procedures and policies for operational efficiency.

Advise the RD on all financial matters and provide the RD with relevant and timely information to enable the RD to discharge financial responsibilities.

Ensure that audit results, including those from Member Associations (MA), inform long term Secretariat capacity building.

Responsible for the Finance & Procurement team, the HR team, MA Finance team and Information Technology team at the Africa Regional Office (ARO) and ensure that ARO Finance, HR and Technology teams provides a high-quality, business-focused service to ARO stakeholders as appropriate.

Has overall responsibility to ensuring that the Africa Regional Office complies with Kenyan regulatory requirements across Finance & Procurement, ICT and HR & Administration including and Health and Safety.

2. KEY TASKS

Finance

  1. Ensure that the statutory annual accounts for ARO are prepared and submitted to the relevant Authorities on a timely basis

  2. Ensure that IPPF’s risk management process is operated effectively by all staff and that the risk register is maintained and updated and that strategic risks are captured, reported on and managed

  3. Provide direction and leadership to the Operations Team ensuring an effective, modern and cost-effective service to ARO that benefits from economies of scale

  4. Provide support the delivery of the ambition of doubling income by 2022, in collaboration with colleagues in resource mobilization, new business development and technical teams

  5. Provide financial planning forecasts in terms of resource allocation, income and expenditure for ARO. To lead on the development of ARO’s business plans

  6. Review and analyse management and statutory reports and provide a commentary on the results for the SMT and volunteer committees. To be responsible for the relationship with the relevant Statutory Authorities and External Auditors ensuring that ARO is correctly meeting its obligations under current Kenyan legislation

  7. Oversee the operation and monitoring of a system of budgetary control for the Regional and field offices

  8. Ensure that accounting systems are responsive to the changing needs and requirements of ARO as well as donors and other third parties

  9. Ensure the production of quality financial reports and the compilation of financial management information for the RD, for Regional consideration and other key meetings and participants

  10. Oversee proper procurement management practices and procedures are in place at ARO

  11. In collaboration with Central Office Director, Operations and Financial Controller, to ensure effective bank relationships and to negotiate and establish with bankers’ preferential interest rates with regard to agreed lines of credit for ARO

  12. Identify and ensure corrective action is taken on problem areas which affect the reporting between field/regional offices and Central Office Units. Visit field/regional offices as necessary

  13. Review and monitor the Regional Director’s delegated financial responsibilities

  14. In collaboration with Central Office Financial Controller to ensure a comprehensive pension provision for ARO

  15. In collaboration with CO Financial Controller to oversee a comprehensive insurance provision for ARO.

Human Resources & Administration

  1. Provide strategic direction on matters relating to Health and Safety, including travel safety

  2. Provide direction and leadership to the HR team ensuring a business focused strategic and operational service.

  3. Oversee recruitment processes ensuring that laid down procedures are strictly followed and that the processes are transparent.

  4. Responsible for the development and implementation of an HR business partner model.

  5. Ensure compliance with Kenyan employment legislation and good HR practice. To ensure implementation of the IPPF People Strategy and compliance with global HR principles in ARO.

  6. Advise where appropriate on high profile HR risks and their mitigation

  7. Act as SMT ambassador for the development and utilisation of the HR Information System

  8. Ensure that IPPFARO is an employer of choice.

Information Communication & Technology

  1. Ensure effective implementation of all Kenyan Data Protection Regulation as it affects ARO. Ensure the security and protection of ARO Data and information

  2. Oversee ICT and infrastructure at ARO to facilitate efficient communication and between

ARO and stakeholders

  1. Provide leadership in monitoring the appropriate use of the infrastructure and equipment

in the ARO.

General

  1. To ensure gender is effectively mainstreamed within the remit of the post and in line with IPPF’s Gender Equality Policy.

  2. To build and maintain positive relationships with all members of staff, and contacts within and outside the Federation. In particular relationships with the Regional Treasurer, Regional Audit Committee and representatives of donor organisations.

  3. To become familiar with the Federation’s Health and Safety Programme and Guidelines for using Visual Display Units. To do everything possible to ensure a healthy and safe working environment, including following instructions and guidance.

  4. To undertake any other reasonable duties as may be requested from time to time.

3. RESPONSIBILITIES

Describe: a) staff responsibilities carried out by the job holder.

· Manages Finance, HR & Administration and IC Technology teams

b) financial responsibilities carried out by the job holder.

· Responsibility for financial forecasting that informs decisions on financial direction taken by IPPF.

· Overall responsibility for the above team budgets.

· Budgetary and treasury management responsibilities. Overall responsibility for the production of management and statutory financial reports. ARO has a budget in excess of US$15m for which the post holder carries a very significant responsibility.

c) advisory responsibilities carried out by the job holder.

· Responsible for providing financial guidance and advice to the RD and to the SMT, the Regional Treasurer and Regional Council, and Regional Audit Committee Chair on all aspects of ARO’s financial resources.

· Advise the SMT on high level HR business as appropriate.

PERSON SPECIFICATION

4. EDUCATIONAL QUALIFICATIONS AND EXPERIENCE

· Post-graduate qualification in Business Administration & Management (MBA/MSc) or equivalent standard of education/experience

· A fully qualified chartered accountant – ACCA/ACA/CIMA/CPA (K) (or equivalent standard of education)

· 10 – 15 years of post-graduate working experience.

5. PROVEN ABILITY.

· Significant exposure to related work, to include track record of proven ability in staff management.

· Good knowledge of International accounting standards.

· Significant experience of implementing risk based Internal financial control systems.

· Up-to-date knowledge of Kenyan employment legislation – desirable.

6. SKILLS

· Well-developed leadership skills and a proven track record in team building

· Exceptional interpersonal and communication skills. Influencing and diplomacy skills.

· Excellent financial management skills

· Previous charity / not for profit experience not essential, but some international experience (particularly developing country issues) desirable

· Strong IT skills (especially Microsoft Office) to include a thorough knowledge of spreadsheet and database applications

· Knowledge of NetSuite or similar Enterprise Resource Planning System desirable

· Fluent English (verbal and written) essential as well as excellent written communication skills. Knowledge of French advantageous.

· Strong staff management skills.

· Strong time and project management skills.

7. PERSONAL COMPETENCE

· Discretion in handling confidential information.

· Integrity.

· Willing to travel internationally – 15 – 20 days a year.

How to apply:

Interested persons are requested to submit a CV including three referees and cover letter indicating educational background, experience, skills and why you think you are the best candidate for the position to: hroffice@ippfaro.org

Competitive remuneration will be negotiated with the successful candidate.

IPPF is an equal opportunity employer. Closing date 14th February 2018

Check the job profiles at www.ippfar.org

We regret only shortlisted candidates will be acknowledged.

“Applications are particularly encouraged from candidates openly living with HIV.”

IPPF has​ been made aware of various fraudulent vacancy announcements circulated via e-mail from websites falsely stating that they are issued by or in association with IPPF. These correspondences, which may seek to obtain money from the recipients of such correspondence are fraudulent and IPPF does not charge a fee at any stage of the recruitment process (application, interview, meeting, processing, training or any other fees).

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