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Administration Manager

1/1
Church World Service
Pretoria
Closing Date:
Thursday, 2 December 2021
Open

About the Organisation

The Resettlement Support Center (CWS RSC Africa) operates a US refugee resettlement program in sub-Saharan Africa through a Cooperative Agreement with the Department of State/Bureau of Population, Refugees and Migration. CWS RSC Africa is responsible for the preparation of refugee case files for adjudication by US Citizenship and Immigration Services (USCIS) officers, as well as the out-processing and cultural orientation of all approved cases. CWS RSC Africa is administered by the Church World Service Immigration Refugee Program (CWS/IRP) and is based in Nairobi, Kenya with a sub-office in Pretoria, South Africa.

About the Job

This position is primarily responsible for overseeing the general Office administration and operational functions at the CWS Pretoria office which include compliance with the policies, strategic planning, budget preparation, planning, coordination and management, and reporting. The position will coordinate office operations and procedures to ensure organizational effectiveness, efficiency, and safety. The position will also oversee the planning, training, quality control, and monitoring of the Administration, HR, finance and IT teams in Pretoria.

Key Responsibilities

  • Organizes and supervises the administrative functions (Office Management, Finance, HR and IT) of the CWS Pretoria office ensuring they are professional, effective and efficient.

  • Ensures the relevant SOPs are regularly updated and stored and training sessions on the same arranged.

  • Ensure the smooth day-to-day running of the office through supervision and management; planning and supervising work of the program-related finance staff including tracking and monitoring of procurements and expenditures.

  • Develops and maintains good working relationship with external partners, vendors, contractors and other stakeholder.

  • Provide leadership and support for all financial management areas including accounting, payments, and reporting systems and procedures. Coordinate with related staff to ensure that project budgets, accounting and fiscal control procedures are implemented effectively.

  • Responsible for annual budgeting process. Providing direct supervision of forecasting and costing out of items proposed in the budget. Manages and consolidates projections from all departments.

  • Provide ongoing financial administration to the country office, including the processing of approvals for procurements, consultant agreements, and vendor invoices

  • Oversees all administration and ensures strict compliance with CWS RSC Africa’s SOPs, Cooperative Agreement and 2 CFR 200.

  • Ensures the administration units are in compliance with Fileserver organization and group email protocols.

  • Ensures development, implementation, dissemination, monitoring and adherence of Standard Operating procedures (SOPs) for the entire administration function.

  • Various logistical, IT management, HR management, performance management and staff care administrative functions

Requirements

  • Bachelor’s Degree in Business Administration, Public Administration, Strategic Management or related field is required.

  • Eight (8) years of paid work experience required.

  • Minimum of eight (8) years of relevant work experience required.

  • Minimum of three (3) years of supervisory experience, with an international NGO in a similar position required

  • Two (2) years of work experience in an organization that adheres to US Government CFR 200 required.

  • Strong computer skills, in particular Microsoft Excel, Word, Outlook and Access required

  • Excellent organizational and time management skills

  • Strong verbal and written English language skills

  • Working knowledge of Sage ERP System

  • Working knowledge of the 2 CFR 200

  • Knowledge of South African laws and customs preferred

  • Exeperience and ability to supervise staff to ensure policies and procedures are implemented and executed in accordance with guidelines and standard operating procedures

  • Code 8 Driver’s License required

To apply

The candidate should be of good health, willing and able to travel extensively in often difficult conditions throughout Sub-Saharan Africa, and have a high degree of flexibility. A clear background check is required before the start of employment. Must be legally eligible to work full time in South Africa. Applicants are advised to be fully vaccinated for a better chance at appointment.


In order to apply, email your application by  Friday December 3rd 2021 to callum@actionappointments.co.za



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About the Organisation

The Resettlement Support Center (CWS RSC Africa) operates a US refugee resettlement program in sub-Saharan Africa through a Cooperative Agreement with the Department of State/Bureau of Population, Refugees and Migration. CWS RSC Africa is responsible for the preparation of refugee case files for adjudication by US Citizenship and Immigration Services (USCIS) officers, as well as the out-processing and cultural orientation of all approved cases. CWS RSC Africa is administered by the Church World Service Immigration Refugee Program (CWS/IRP) and is based in Nairobi, Kenya with a sub-office in Pretoria, South Africa.

About the Job

This position is primarily responsible for overseeing the general Office administration and operational functions at the CWS Pretoria office which include compliance with the policies, strategic planning, budget preparation, planning, coordination and management, and reporting. The position will coordinate office operations and procedures to ensure organizational effectiveness, efficiency, and safety. The position will also oversee the planning, training, quality control, and monitoring of the Administration, HR, finance and IT teams in Pretoria.

Key Responsibilities

  • Organizes and supervises the administrative functions (Office Management, Finance, HR and IT) of the CWS Pretoria office ensuring they are professional, effective and efficient.

  • Ensures the relevant SOPs are regularly updated and stored and training sessions on the same arranged.

  • Ensure the smooth day-to-day running of the office through supervision and management; planning and supervising work of the program-related finance staff including tracking and monitoring of procurements and expenditures.

  • Develops and maintains good working relationship with external partners, vendors, contractors and other stakeholder.

  • Provide leadership and support for all financial management areas including accounting, payments, and reporting systems and procedures. Coordinate with related staff to ensure that project budgets, accounting and fiscal control procedures are implemented effectively.

  • Responsible for annual budgeting process. Providing direct supervision of forecasting and costing out of items proposed in the budget. Manages and consolidates projections from all departments.

  • Provide ongoing financial administration to the country office, including the processing of approvals for procurements, consultant agreements, and vendor invoices

  • Oversees all administration and ensures strict compliance with CWS RSC Africa’s SOPs, Cooperative Agreement and 2 CFR 200.

  • Ensures the administration units are in compliance with Fileserver organization and group email protocols.

  • Ensures development, implementation, dissemination, monitoring and adherence of Standard Operating procedures (SOPs) for the entire administration function.

  • Various logistical, IT management, HR management, performance management and staff care administrative functions

Requirements

  • Bachelor’s Degree in Business Administration, Public Administration, Strategic Management or related field is required.

  • Eight (8) years of paid work experience required.

  • Minimum of eight (8) years of relevant work experience required.

  • Minimum of three (3) years of supervisory experience, with an international NGO in a similar position required

  • Two (2) years of work experience in an organization that adheres to US Government CFR 200 required.

  • Strong computer skills, in particular Microsoft Excel, Word, Outlook and Access required

  • Excellent organizational and time management skills

  • Strong verbal and written English language skills

  • Working knowledge of Sage ERP System

  • Working knowledge of the 2 CFR 200

  • Knowledge of South African laws and customs preferred

  • Exeperience and ability to supervise staff to ensure policies and procedures are implemented and executed in accordance with guidelines and standard operating procedures

  • Code 8 Driver’s License required

To apply

The candidate should be of good health, willing and able to travel extensively in often difficult conditions throughout Sub-Saharan Africa, and have a high degree of flexibility. A clear background check is required before the start of employment. Must be legally eligible to work full time in South Africa. Applicants are advised to be fully vaccinated for a better chance at appointment.


In order to apply, email your application by  Friday December 3rd 2021 to callum@actionappointments.co.za