LocationDuty Station: Nairobi. Missions in project locations when required
Duration: 1 year (possible extension/renewal) – three months of probation
Type of contract: Following the local regulation
Starting date: ASAP
Closing date for application: 24th April 2018
The Administrative Coordinator is in charge of the administrative management of projects in the mission.
S/he supports the Country Representative and Project Coordinators to ensure a proper financial management of the country mission and the projects.
The administrative coordinator reports to the Country Representative and functionally to the HQ Administrator in Italy.
Main Responsibilities
The Jobholder’s main responsibilities:
Amministrative Organization
S/he ensures the application of the general organizational guidelines adopted by CCM at the main office and at the field offices.
S/he supports the Country Representative and Project Coordinators providing adequate technical assistance and appropriate monitoring to the field administration and finance, also through regular field visits as required.
Bookkeeping, Finance and Budgeting
S/he ensures the updating and the validity of bookkeeping entries ensuring the proper allocation of costs according to the information received.
S/he ensures the proper management of the bank accounts and contracts with local banks.
S/he ensures the reconciliation of bank accounts and cash boxes.
Based on information provided by the Country Representative and Project Coordinators, s/he ensures the preparation and management of cash flows both from/to the Head Office and projects.
S/he ensures the preparation of the annual financial report and its certification.
Project management
S/he ensures the preparation of financial reports according to the contracts signed with the Donors and CCM’s internal procedures
S/he supports the Country Representative in preparing the budget for new projects, and budget revision for on-going contracts.
S/he supports the Country Representative and Project Coordinators in monitoring the expenses by providing them with periodic follow up.
S/he supports the Country Representative and Project Coordinators in planning the annual financial reporting and in identifying the project financial needs (this information will be consolidated in the country Cash-Flow).
Personnel management, legal compliance
S/he ensures the proper administration management of local and expatriate staff in accordance with local legislation and CCM procedures.
S/he ensures compliance of the legal obligations related to CCM presence in the country like the NGO registration with relevant ministries, predispositions of agreements with Authorities and Local Partner, obtaining work permits or other matters for expatriate staff or volunteers.
Purchasing and Logistics
S/he provides support to the Project Managers in the procuring process of goods and services
S/he oversees contracts stipulation and purchase transactions of goods and services complying strictly with donor and CCM requirements, both at project and country level.
Competences Required
Degree in Business and Administration, Economics, Political Science or relevant academic background for the position,
At least 5 years’ experience in the role (overseas and/or at the HQ)
Strong budgeting and financial management skills
Extensive experience in elaborating financial reports
Good knowledge of donors’ administrative and procurement rules (UE, UN, ECHO, USAID)
Strong ability to work under pressure and meet deadlines
Good communication and negotiation skills
Ability to coordinate, manage and supervise multidisciplinary team
Flexible, positive attitude, patience
Strong problem solving attitude
Strong computer skills
Fluency in English (written and spoken)
Fluency in Italian (written and spoken) is an asset
Knowledge of administration software is an asset
