Deputy Chief of Party I – Operations At Catholic Relief Services

Reports To: NAWIRI COP
Length of Contract: 3 years
About CRS:
Catholic Relief Services (CRS) carries out the commitment of the Bishops of the United States to assist the poor and vulnerable overseas. Our Catholic identity is at the heart of our mission and operations. We welcome as a part of our staff and as partners people of all faiths and secular traditions who share our values and our commitment to serving those in need. CRS is an international non-governmental organization (NGO) supporting relief and development work in over 100 countries around the world. CRS programs assist persons on the basis of need, regardless of creed, ethnicity, or nationality. CRS works through local church and non-church partners to implement its programs.
Catholic Relief Services (CRS) opened operations in Kenya in 1965. For over 50 years, we have worked throughout the country to implement programs in agriculture, health, microfinance, water, sanitation, emergency relief and peacebuilding. We have built deep relationships with the Government of Kenya and the Catholic Church through ongoing collaboration and support. CRS’ projects in Kenya currently include agriculture, health, microfinance, emergency response, HIV care and treatment, and services for orphans and vulnerable children. CRS Kenya implements its programs through partnerships with local organizations, including the Catholic Church, other faith-based organizations and community entities for maximum impact and sustainability.
Background:
CRS, representing a consortium of international non-governmental organizations, local implementing partners and research institutions, is implementing a 5-year Food Security Activity (RFSA) in Kenya funded by USAID’s Bureau for Humanitarian Assistance (BHA). The overarching goal of this multi- sectoral activity referr ed as ‘Nutrition in ASALs within integrated resilient institutions (Nawiri)’ is to sustainably reduce levels of acute malnutrition in Kenya’s arid and semi-arid lands (ASALs), focusing on Isiolo and Marsabit counties. The project is now in the second phase which is specifically activity implementation and System and Institutional Strengthening.
Job Summary:
As Deputy Chief of Party- Operations, you will work as part of a team on a large project and provide oversight of operations function of the Nawiri project to serve the poor and vulnerable. You will be responsible for ensuring efficiency and accountability of Nawiri operations in support of high-quality programming, including generating financial reports, monitoring project expenses, ensuring cost effective services, facilitating requested audits (internal and external) including partners’ required audits; and ensuring coordination with main office’s Operations’ team; and supporting capacity building of implementing partners. As a senior leader you will oversee project administrative and finance functions, ensuring sound management of donor resources and compliance with internal and external policies, regulations, CRS policies and procedures and local government’s laws.
Job Responsibilities:

1. Manage key aspects of the development, implementation and transition of the Nawiri project. Liaise with USAID/BHA, Government of Kenya and private stakeholders, when needed; Contribute to ensuring coordination between program and operations leads.
2. Facilitate quarterly meetings with each Consortium Member on grants management and any Finance/Compliance TWG meetings.
3. Support the overall administrative needs of Nawiri staff including the optimal utilization and maintenance of program assets and resources e.g. computers, vehicles, furniture, supplies and other equipment, logistical arrangement for staff and visitors, and procurement of materials and equipment in a transparent and accountable manner.
4. In coordination with CRS Kenya Finance Manager, ensure accuracy, quality and timely preparation, review, approval and submission of all financial requirements for Nawiri project, including month end closing, balance sheet reconciliations, collection of delinquent receivables; Monitor monthly and quarterly cash needs ensuring accurate cash forecast and Nawiri project cash needs are met; Review the monthly budget comparison report and develop corrective action plan as needed for Nawiri project to ensure proper use of the approved project budget.
5. Work closely with CRS Kenya Head of Operations to ensure effective and efficient service delivery to Nawiri project, including Partners’ supports; Ensure that CRS Kenya Head of Operations is consulted on Nawiri’s project Operations for effective and quality coordination, compliance with CRS policies and procedures and compliance with Donor’s requirements and regulations.
6. Ensure effective and efficient coordination and team work with CRS Kenya Operations Divisions’ Team (Finance, Admin-Supply Chain, HR, ICT), ensuring quality, accuracy and timely support and service delivery and communication.
7. With the CRS Kenya Country Program Admin Office, take an active role in inventory planning and management, accounting and recordkeeping of all properties, inventories and fixed assets.
8. Effectively manage talent. Manage team dynamics and staff well-being. Provide coaching. Strategically tailor individual development plans and complete performance assessments for direct reports.
   • Two County Heads of Office (Marsabit and Isiolo) and as such closely track day-to-day management needs in each operating environment.
   • Grants Officer (Nairobi) and provide management of sub-grants to Nawiri implementing partners.
   • Administration Officer (Nairobi) to coordinate the provision of responsive, effective, and efficient administrative and procurement services in Nairobi and the field offices.
9. Contribute to the development of staffing plans and the recruitment process of senior staff.
10. Ensuring staff performance management in line with CRS policy and donor’s requirements.
11. Along with DCOP Programming, manage and mitigate risk through monitoring national and regional issues that may impact staff and programming. Ensure all staff understand and adhere to CRS staff safety and security policies and plans.
12. Promote, uphold and model a commitment to the efficient use of agency and donor resources. Help ensure compliance with the donor grants, including financial tracking and oversight of Nawiri partner budgets, finance, administration and reporting to the donor. Develop, analyze and review Nawiri grant and sub-recipient grant agreements. Ensure receipt and maintenance of all Sub–recipient agreements and supporting documents.
13. Maintain files of required financial compliance documentation (UG/33, NICRA letter, etc.); review documentation for potential issues; make recommendations to the Senior Management Team for improvements and action to be taken.
14. Ensure that Nawiri Project adheres to the donor’s requirements in Risk Management and Fraud Reporting systems, develop and maintain a project Risk Management and Issues log, and develop a system for digitizing/tracking payments from the project. Ensure compliance with CRS Risk and Fraud policy and procedures.
15. Ensure regular cost efficiency analysis and Risk comprehensive are conducted and shared with Nawiri Management team and CRS Senior Management Team.
16. Ensure regular assessment and monitoring with Nawiri Project’s Implementing Partners and ensure effective implementation of any developed Corrective Action Plan to address the identified issues.
17. Prepare monthly, quarterly and annual financial reports for internal and external stakeholders – namely the Consortium Members and USAID’s Bureau of Humanitarian Assistance (BHA).
18. Ensure that Nawiri partners provide accurate and timely inputs into program audits; ensure timely closure of audit recommendations; document and ensure discussion and preparation of a plan of action; and monitor implementation of action/improvement plans relative to Nawiri activity. Maintain close working relationships with key staff from consortium partners to foster clear understanding of roles and responsibilities.
19. Create and maintain proper conditions for learning. Establish a safe environment for sharing of ideas, solutions, and difficulties and the capacity to detect, analyze and respond quickly to deficiencies. Identify performance gaps and training opportunities for CRS and partner staff and recommend trainings and technical assistance.
20. Manage capacity strengthening implementations for CRS staff, partners staff and Government representatives that have direct engagement with the project to align them with CRS polices and Donor requirements. Support the COP and DCOP Programming in designing and managing the transition between Nawiri Phase 1 research and Phase 2 implementation, including restructuring the management structure and workplan.

Personal Skills

• Very good strategic, analytical, systems thinking, and problem-solving skills, with capacity to see the big picture and ability to make sound judgment and decisions.
• Very good relations management abilities. Ability to relate to people at all levels internally and externally. Strategic in how you approach each relationship.
• Team leadership abilities with diverse/multi-disciplinary teams.
• Proactive, resourceful, solutions-oriented and results-oriented.
• Demonstrated commitment to respect, equity, diversity and inclusion including gender equality.

Required/Desired Foreign Language: Excellent written and oral communication skills in English
Travel Required: at least 40% field travel to Marsabit and Isiolo Counties.
Key Working Relationships:
County Heads of office, Grants Officer, Administration Officer
Internal: Nawiri Chief of Party, Nawiri DCOP – Programming, CRS Kenya Head of Operations, CRS Kenya operations pooled support, other Nawiri Managers, all Country Program staff, Regional and Headquarters technical staff**.**
External: Consortium partners, Implementing partners, officials at USAID, government bodies at different levels.
Typical Background, Experience & Requirements:
Education and Experience

• Master’s Degree in related field with 10 years’ relevant experience.
• Demonstrated experience of successful management, including management of functions of complex, multi-activity projects.
• Staff management experience and abilities that are conducive to a learning environment.
• Experience engaging partners and strengthening partnerships. Knowledge of CRS partnership strategy a plus.
• Previous experience in USAID projects; BHA a plus.
• Experience in MS Office package (Excel, Word, PowerPoint, Visio), Web Conferencing Applications, and information and budget management systems.

Agency-wide Competencies (for all CRS Staff):
These are rooted in the mission, values, and guiding principles of CRS and used by each staff member to fulfill his or her responsibilities and achieve the desired results. **

• Integrity
• Accountability & Stewardship
• Builds Relationships
• Develops Talent
• Continuous Improvement & Innovation
• Strategic Mindset

Disclaimer: This job description is not an exhaustive list of the skill, effort, duties, and responsibilities associated with the position.
What we offer:
CRS offers a comprehensive benefits package and the opportunity to work in a collaborative, mission-driven culture that is committed to improving the lives of the poor throughout the world.
*Our Catholic identity is at the heart of our mission and operations. Catholic Relief Services carries out the commitment of the Bishops of the United States to assist the poor and vulnerable overseas. We welcome as a part of our staff people of all faiths and secular traditions who share our values and our commitment to serving those in need. CRS’ processes and policies reflect our commitment to protecting children and vulnerable adults from abuse and exploitation.
CRS Kenya stri ves to be a place where a diverse mix of talented people want to come and work, stay, and do their best.
CRS provides equal employment opportunity to all qualified employees and applicants for employment and does not discriminate on the basis of race, color, religion, ancestry or national origin, sex, age, marital status, physical or mental disability or handicap, medical condition and any other status protected by law. As an equal opportunity employer, CRS will recruit, hire, train and promote persons solely on their qualifications and abilities. Women are highly encouraged to apply.
By applying to this job, I understand and acknowledge that CRS requires its staff to treat all people with dignity and respect and to actively prevent harassment, abuse, exploitation, and human trafficking. Further, I understand that if I am a successful candidate, I will be subject to a comprehensive background check, and my personal/professi onal references will be asked to evaluate my behaviors related to the above safeguarding-related topics. **

Catholic Relief Services carries out the commitment of the Bishops of the United States to assist the poor and vulnerable overseas. Our Catholic identity is at the heart of our mission and operations. We welcome as a part of our staff and as partners people of all faiths and secular traditions who share our values and our commitment to serving those in need.