This role will help keep people safe. In fulfilling our mission, we work in insecure environments that expose staff to great personal risk. We also work with a range of people, including many who are vulnerable, and we must ensure they are protected from abuse.
Job purpose
We are headquartered in London, with a regional office in Nairobi (Kenya) and local offices in Jigjiga (Ethiopia) and Bangui (Central Africa). This role will support operationalisation of the Nairobi office and provide project, administrative and logistical support to offices, staff and partners in the Africa department. As part of a small team, there will be a lot of ‘hands on’ work and multitasking in this role.
This role involves supporting development, implementation and maintenance of systems and processes to ensure the smooth running of operations to support a team of 10-15 peacebuilding staff spread across Nairobi, Bangui, Jigjiga, Addis, Kampala and Accra. This is a wide-ranging role, supporting and directly carrying out aspects of Financial Management, Office Management, IT, Human Resources and Compliance.
The post holder will play a key role in liaising with programme teams, consultants, partners and suppliers, ensuring they have what they need to get work done. Reporting to the Finance and Operations Manager – Africa Department, the post will be based in Nairobi and will undertake regular travels to Central Africa Republic (CAR) and Ethiopia and occasional travels to 2-3 other Africa programme contexts and global operations (in London).
As this is a wide-ranging role, the post holder is not expected to be an expert on all the relevant areas. Training will be provided. Expertise in one area, with a willingness to develop knowledge in skills in the other areas is very welcome.
Specific responsibilities and tasks
Entity and Office Management
Support in ensuring that Africa department’s multiple office spaces are well set up and maintained for health, safety and security, and compliant with local legal requirements.
Responsible for the management of service providers for Africa Dept multiple offices including the landlord, utilities, internet and telephone providers, along with managing maintenance issues.
Support in managing the assets, resources and property across the whole Department.
Manage the provision of administrative services, including, but not limited to, services such as set up and maintenance of office, laptops and IT equipment Support the issuing and revision of contracts and agreements
Responsible for electronic and physical filing of all department related documents
Provide technical support across procurement activities during all phases of procurement cycle
Support legal and governance related processes (such as registration, constitution, AGM, governance) to ensure compliance within any Africa based jurisdiction.
Department Compliance
Ensure that systems and processes are in place to support Conciliation Resources to demonstrate compliance with regulations, external and donor standards as well as implementation of policies and practices on topics such as terrorist financing, money laundering, bribery and procurement.
Work with the Finance and Operations Manager and the Africa programme teams to ensure that Safety and Safeguarding are prioritised within the Africa team, and a culture of safety is developed and maintained.
Ensure the Africa department’s compliance calendar is maintained and kept updated.
Ensure that the organisation’s safeguarding policies and processes are being followed.
Support teams to ensure that donor compliance needs are met, including financial compliance needs.
Responsible for maintaining and updating the department’s risk register and supporting the Department Director with risk management across the department.
Security coordination
Oversee the implementation and improvement of our Programme Security and Contingency Plans. Following this, provide support to programmes staff to ensure that they are competent, informed and able to accurately undertake local security policy development, pre-trip briefings, risk assessments and risk management steps.
Ensure that all security equipment, i.e. trackers, Satphones, First Aid kits and up to date and refreshed.
Review trip forms and monitor check ins for all trips to contexts within the Africa Department.
Keep informed of security developments within and affecting the various regions where the Africa department is operating and lead on monthly security meetings for the Africa Department.
Develop and implement efficient methods of ensuring information about security and risk is obtained by the department, and appropriately disseminated within the department staff and partners.
Coordinate the provision of Hostile Environment Training across the department.
Assist the Department Director and other team members in producing and regularly updating security documentation, including work-plans, budgets, financial and narrative reporting forms, consultant contracts and associated Terms of Reference.
Supervise occasional volunteers and consultants as required, including ensuring that consultants and volunteers adhere to Conciliation Resources’ security and safeguarding policy and guidelines when working and travelling in all regions.
Human Resources
Support development and roll out of appropriate systems and processes to promote staff wellbeing, and a positive and supportive work environment.
Support CR-Africa to be compliant with all human resources regulations including supporting implementation of localised policies in Ethiopia and Central Africa Republic (and others) where necessary
Be responsible for updating a HR system (such as Breathe HR), coordinating recruitment processes including contacting candidates, and ensuring that employee records are up to date and correct in the Africa department.
Representation and Networking
Represent the department at security and safeguarding training, events and regulatory updates, including through close coordination with organisations undertaking similar work.
Contribute to Conciliation Resources’ information systems: entering information into Conciliation Resources’ Contacts Database, and handle information in line with Conciliation
Resources’ Data Protection and Privacy Policy and any other relevant policies.
Other
Contribute to the organisation’s strategic and operational planning processes, including through participation in the annual planning cycle and monitoring and evaluation processes, through scheduling and minuting meetings, and assisting with the preparation and submission of completed annual plans.
Support and advise the Department Director in their duty of care to Africa department staff, to establish and maintain a culture of safeguarding, transparency and reporting within the department and all its programmes and partnerships.
Perform additional tasks, consistent with the skills and expertise of the post-holder, as requested by the Africa Finance and Operations Manager and Africa Department Director. Apply our core values to all work and develop them within the organisation, including through signing and adhering to Conciliation Resources’ Code of Conduct.
Person specification
Essential knowledge, skills, and experience
Experience in supporting a variety of organisation operational functions, including: finance, IT, office management, human resources, and/or safety compliance.
Experience in developing, implementing and adapting organisational policies and processes including finance, human resources, safety and compliance.
Strong organisational skills including planning, developing, implementing, and maintaining administrative systems.
Experience in developing and delivering systems for audit or quality assurance
Experience in delivering safeguarding trainings or willingness to undertake safeguarding training.
Experience working with vulnerable individuals, particularly in a conflict context.
Innovative thinking and judgement to advise, develop and support on department strategy, transition processes, new concepts and complex systems.
Knowledge of and interest in peacebuilding/ humanitarian/ development sector safety and security and safeguarding issues.
Able to explain, advocate and express facts and ideas in a convincing manner, and negotiate with individuals and groups internally and externally.
Excellent skills in prioritisation, organisation, communications interpersonal relations and the ability to manage multiple projects simultaneously
Excellent verbal and written communication skills in English and French.
Strong interpersonal and communication skills with the ability to negotiate, facilitate and represent Conciliation Resources within networks.
Excellent working knowledge of Microsoft Office software packages, SUN system, databases, email, internet.
Appreciation of issues of confidentiality, and cross-cultural and political sensitivity.
Willingness to work irregular hours occasionally and to undertake some travel.
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