Job Opportunities

Role & Responsibilities

The Nairobi Office Manager is responsible for the daily running of the Medair office in Nairobi; facilitating, coordinating, managing and monitoring all shared aspects of the Nairobi shared office and ensuring appropriate oversight. Managing the office budget and working with the South Sudan and Somalia teams, the GSO positioned staff/departments and the Finance and Logistics Shared Service Centres.

Project Overview

Medair’s Nairobi shared office supports a multi-sector relief and rehabilitation programme including: provision of primary and emergency health care, psychosocial services, nutrition services, water and sanitation, and non-food items and emergency shelter to assist in reducing morbidity and mortality in vulnerable populations of South Sudan and Somalia, as well as provide support services to various other programmes.

Workplace & Conditions

This is a Medair role based in Nairobi Kenya, reporting into the Global Support Office in Switzerland. Kenyan or those with a valid work permit for Kenya, can apply.

Key Activity Areas

Administration

  • Ensure the overall management of the Nairobi Office including appropriate sizing of facilities for all stakeholders, contract management (rent, utilities, security), ongoing maintenance, discrete projects and any other duties that may arise to ensure the smooth running of the office space. Ensure the efficient provision of administrative services/support in the organisation of Medair global workshops and conferences (e.g. Sector workshops), and regional trainings in Nairobi.
  • Overall management of the maintenance and quality control of any work on Medair premises in Nairobi.
  • Make sure the base remains well stocked and furnished, while complying with the Medair procurement procedures.
  • Oversee the organisation of and supervise activities of the office such as events, travel, conferences, trainings, office meetings and retreats. Develop the shared office budget in collaboration with the various shared office stakeholders. Monitor and manage the budget. Approve expenditure against the shared components. Ensure appropriate cost recovery from the various other (Country and GSO) budgets within Medair.
  • Coordinate the development weekly/monthly duty rotas and ensure the fair allocation of duties and tasks that foster good team life. Promote and use the Medair online platforms, ensuring that all standardised guidelines are followed.
  • Develop systems to improve transparency to detect and ultimately prevent loss or fraud within office. Carry-out regular inspections and spot-checks, both on systems and on-going work, to ensure the best use of Medair assets and resources.

Logistics Management

  • Coordinate and facilitate understanding, planning and addressing shared resource requirements and needs within budget parameters. Meet the logistics related administrative requirements of Medair, donors, local legislation, suppliers, contractors, so that the logistical aspects of Nairobi office function efficiently, effectively and with integrity.
  • Oversee stock management for the shared office in Nairobi, conducting periodic stock checks on behalf of the management team. Ensure good management of Medair shared resources; equipment, vehicles and staff time within the Nairobi office.

Staff Management

  • Ensure that all Nairobi staff have the necessary Human Resource Partner type support for recruitment, contract related questions, disciplinary matters etc.
  • Manage and oversee the direct reports, including recruitment, day-to-day management, development and training, appraisal, etc. Hold regular meetings with any direct reports or people within the office who tasks can be delegated to, for the smooth running of the shared office.
  • Reviewing objectives and ensuring team members are kept informed of issues relevant to their work. Delegated matrix management of all Nairobi office-based staff for team contributions and activities.

Communication

  • Coordinate and facilitate the collaboration between the shared office components, country programmes and the global support departments. Identify, address and resolve office interpersonal conflict and tensions.
  • Hold regular team meetings with all Nairobi office-based staff to encourage information sharing and
    prevent the formation of silos. Provide information updates to Nairobi-based staff about supported country programmes. Foster the spiritual aspect of Nairobi team life and lead the office in praying for Medair’s work.
  • Develop and maintain a transparent, honest and supportive communication structure with colleagues to ensure they are kept informed of applicable activities and requirements. Provide feedback to GSO Support departments and South Sudan and Somalia Country Directors about developments and staff wellbeing in the Nairobi office.
  • Maintain positive relationships with any other stakeholders related to office management and security, representing Medair and ensuring good co-operation and partnerships.

Nairobi Security

  • Ensure the good management of any security incidents occurring in Nairobi, with support from the South Sudan Rep and Country Director and Somalia Country Director as required.
  • Working with the South Sudan and Somalia Country Directors, SOM Deputy Country Director and SOM Programme Support Manager, ensure facilities are secure & compliant with Medair security requirements.
  • Ensure the Nairobi Security plan is reviewed and updated every 6 months or as required if the security situation changes. Ensure security briefings are provided for Medair staff arriving in Nairobi.
  • Ensure all staff are aware and compliant with the security requirements while in Nairobi.
  • Ensure there is good communication, shared ad hoc and regular messages and guidance on Kenya security for international and transiting staff using the Medair accommodation or hotels in Nairobi.
  • Ensure Nairobi facilities are safety compliant and equipped in accordance with staff health guidelines.
  • Facilitate welcoming and familiarising visitors and new staff to the Nairobi office and accommodation.

Compliance

  • Ensure that Medair’s operations in Nairobi are compliant with Kenyan NGO regulations. Maintain Medair’s registration with the Kenyan NGO Board.
  • Provide administrative support to the Medair East Africa Board.

Team Spiritual Life

  • Reflect the values of Medair with staff, beneficiaries, and external contacts.
  • Work and pray together in our Christian faith-based team settings. Fully contribute to the rich spiritual life of your team, including team devotions, prayers, and words of encouragement.
  • Encouraged to join and contribute to Medair’s international prayer network.
  • This job description covers the main tasks that are anticipated. Other tasks may be assigned as necessary.

Qualifications

  • University degree in a relevant subject such as Management / Development Studies / Business Administration or other.
  • Strong working knowledge of English (spoken and written).

Experience / Competencies

  • 6 – 8 years’ post-qualification professional experience.
  • At least 3 years humanitarian management experience, Personnel / Project Management / Security management experience including preferably experience training and supervising teams.
  • Good communications skills, team player experienced in working in a cross-cultural setting, ability to communicate ideas clearly.
  • Good interpersonal skills. Able to set clear objectives for staff and to delegate.
  • Ability to prioritise clearly and oversee multiple tasks and to take the initiative in support decisions, problem solving ability, good negotiation skills. Experience in training / mentoring / coaching staff. Support team in upholding Medair values.
  • Committed to consultative and servant-minded leadership. Good numerical, report writing and administration skills.
  • Knowledge of humanitarian principles, Sphere and The Core Humanitarian Standard on Quality and Accountability (CHS).

Apply Via https://www.medair.org/positions/nairobi-office-manager-ken-nairobi/?utm

05 Jul, 2021

Specialist, Control, Process & Gov – Deadline: 15/07/2021

We’re committed to promoting equality in the workplace and creating an inclusive and flexible culture – one where everyone can realise their full potential and make a positive contribution to our organisation. This in turn helps us to provide better support to our broad client base.

The Role Responsibilities

Business

  • Support regulatory and audit requests pertaining to IMO areas of responsibility
  • Maintain good working relationships with the various Business Units, Finance, Risk, Technology, and Operations community
  • Undertake ad-hoc duties and when delegated by Line Manager and Country Head of IMO

Processes

  • Perform relevant credit fulfilment activities including discharge of security documentation, monitoring of collateral values, monitoring of dated credit and security documents, etc. on time and to agreed standards
  • Ensure proper working of Key Control Self-Assessment (KCSA) / Control Standard Test (CST) process- all KCSAs/CSTs must be conducted following the relevant guidelines and completed within the deadlines
  • Lodge CST exceptions in EORP system; ensure relevant stakeholders and committees are informed and clear plans of action to address CSTs exceptions are in place
  • Ensure CST scores are maintained within thresholds. Ensure rework is closely monitored and controlled. Conduct monthly rework forums to discuss repeat themes and arrive at corrective actions involving IMO.
  • Preparation of ASTAR (Account Subject to Additional Review) report
  • Preparation of the Credit Issues Committee (CIC) pack, managing invites and minutes
  • Daily excess and past due monitoring and reporting
  • Generation of relevant reports and requirements to meet audit and regulatory requests, ensuring submissions are made on a timely basis and the integrity of information used for reporting purposes
  • Generates daily, fortnightly, monthly reports as required for Senior Management
  • Works with second line functions (e.g. Financial Crime Compliance Assurance teams) to manage second line reviews, queries, and escalations
  • Discharge of custodial functions as per Group Standards
  • Check and process lodgement / withdrawal in Collateral Management System (CMS)
  • Ensure CMS reports are downloaded and actioned based on the laid down process
  • Maintain a record of temporary withdrawal security documentation and monitor if status of the security documentation is still outstanding for more than 6 months on a monthly basis
  • Discharge of Key Holders Responsibilities as per Group Policies
  • Ensure arrangement is made to change combination of the vault keys semi-annually
  • Ensure the rolling of vault keys within semi-annual basis and ensure safe keeping of spare keys in Standard Chartered Bank Branch
  • Safe keep the security documentation in Fire Proof Vaults and with Cisco
  • Scan securing documents in shared drive

Risk Management

  • Support the development of a compliance culture, undertake compliance monitoring through the Operational Risk Framework, pro-actively advise management on compliance issues
  • Assist in coordinating, facilitating and promoting understanding of operational risk and in implementation and management of OR within the Unit.
  • Ensure all activities are done in line with the laid down Departmental Operating Instructions (DOI) / Roles & Responsibilities and other procedures that are rolled out from time to time. Report any deviation (if any) to appropriate authorities and obtain proper dispensations
  • Ensure all internal policies and procedures are implemented with the group policies, local legal and regularity guidelines

Strategy

Enablement Standards

  • Champion consistent application of Department Operating Instructions (DOIs) and standard work across IMO teams
  • Supports and contribute to a consultative, collaborative, and risk-based approach towards addressing identified risk issues
  • Support the development of a local culture of open and transparent engagement with auditors and regulators across IMO teams
  • Enhance IMO knowledge and embedding of risk management, governance, and reporting best practices
  • Facilitate a “zero operational loss” and “first time right” culture by servicing as a subject matter expert in areas of responsibility

Governance

  • Ensure that filing of security documentation / obsolete documentation / all maintenances / instructions on own portfolio are in good manner and easy to retrieve if required
  • Ensure that there is effective MIS in place to monitor performance of countries include Key Risk Indicators and that these reports are analysed and actions initiated where necessary

Regulatory & Business conduct

  • Display exemplary conduct and live by the Group’s Valued Behaviours and Code of Conduct.
  • Take personal responsibility for embedding the highest standards of ethics, including regulatory and business conduct. This includes understanding and ensuring compliance with, in letter and spirit, all applicable laws, regulations, guidelines and the Group Code of Conduct.
  • Achieve the outcomes set out in the Bank’s Conduct Principles: Financial Crime Prevention; The Right Environment.
  • Effectively and collaboratively identify, escalate, mitigate and resolve risk, conduct and compliance matters.

Key Stakeholders

Internal

  • Client Delivery Managers, Specialists, Makers, and Checkers
  • Country IMO Head
  • Lending Documentation Unit
  • Commodities Transaction Management Unit
  • Regional CDD Risk Managers
  • Country Operational Risk
  • Country Compliance
  • Group Internal Audit
  • Country Financial Crime and Risk Committee
  • Financial Crime Compliance Continuous Assurance
  • Early Alert Committee
  • Credit Issues Committee
  • Country Operational Risk Committee
  • Business Operational Risk Manager

Other Responsibilities

  • Embedding Here for good and the Group’s brand and valued behaviours in the Integrated Middle Office team.
  • Performing other responsibilities assigned under Group, Country, Business or Functional policies and procedures

Our Ideal Candidate

  • Strong ability to positively influence stakeholders across value chain to both orchestrate and execute on processes and deliver exceptional client service and experience
  • Ability to positively engage and build rapport with clients
  • Strong writing and presenting skills in English
  • Problem solver; looks for solutions and finds ways to progress despite blockages
  • Strong drive to deliver
  • Has a clear understanding of the client needs being serviced
  • Ability to work independently without direct supervision and able to cope with pressures from tight deadlines
  • A team player with good interpersonal skills

Apply now to join the Bank for those with big career ambitions. 

Apply Via https://scb.taleo.net/careersection/ex/jobdetail.ftl?job=2100017071&lang=en&utm_source=MyJobMag&utm

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