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Oct 4, 2017

AmericaShare Senior Administrative Manager Job in Nairobi, Kenya

Job Title: Senior Administrative Manager

Reports to:
Executive Director (New York)

Location: Nairobi, Kenya

Background: AmericaShare is a non-profit organization focusing on helping venerable populations in Nairobi - Kenya through education, community outreach and economic empowerment programmes in order to facilitate sustainable change.

Job Purpose: To provide overall success to the AmericaShare programmes.
The position: The Senior Administrative Manager will be responsible for managing all operational aspects of Americashare - Kenya programmes, strengthening accountability initiatives and ensuring that the financial management and organization setup is adapted to the operational context.  

He/she will be responsible for the overall financial and human resources management of the programme and ensuring the requisite systems and structures are in place and well-functioning
Must be skilled senior manager who has the ability to build the capacity of staff to achieve  
AmericaShare strategic objectives; whilst proactively managing relationships with external stakeholders, including Multinational donors, GOK, civil society partners’ academics bodies, private sector, peer organizations etc.
Key Requirements
Programmes Management
  • Provide management in the development, implementation and review of the AmericaShare programmes in line with overall strategic plans of the organization.
  • Provide management for the dissemination of AmericaShare values, vision and mission and lead the organizations’ programmes and its staff in line with the overall strategy.
  • Ensure that systems and processes are in place for participatory monitoring and evaluating activities, results and impact assessment while involving the team and partners.
  • Oversee and coordinate the programme portfolio to ensure the highest level of project quality and accountability, while fostering continuity through building local capacity and development of innovative programme interventions especially in education segment.
  • Conduct field visits to ensure overall programme efficiency and effectiveness.
  • Facilitate trainings, researches that of relevance to the programme for future sustainability, with a view of improving the quality of field work and influencing changes in policy to improve the quality of life for the beneficiaries of the programme.
  • Represent the organization and be responsible for the management of relationships and interests in dealing international and local organizations’ networks both in private and nonprofit sector, community and peer institutions.
  • Represent the organization in strategic meetings, conferences, community forums, events and activities that is of interest to the organization
  • Develop and strengthen working relationship with the community, local organizations and forge alliances with strategic partners for the mutual collaboration and common good of the organization.
  • Promote the organization identity and capacity to all stakeholders and partners so as to ensure that the programme objective is achieved.
Funding and grant Management
  • Oversee fundraising and advocacy of the organizations’ programmes. Develop networks and partnerships with national/regional/international institutions in Kenya and spearhead donor collaboration, fund raising and project development.
  • Facilitate donor visits, donor meetings, and discussions and provide adequate and relevant information that promote donor funding.
  • Observe  all donors conditionality  and monitor adherence to donors compliancy
Financial management
  • Oversee financial and administrative services for the  organization 
  • Ensure effective implementation and compliance with the overall finance and grant requirements
  • Ensure that the control of expenditure and the disbursement of resources is in accordance with established procedures and maintain the financial and legal integrity of the organization.
  • Ensure that adequate internal control mechanisms are in place for budget monitoring and review and to minimize significant project expenditure variance.
  • Oversee annual and project-specific audit processes with the programmes both with internal and external auditors.
  • Ensure the preparation, accuracy and timely submission of financial reports that comply with grant of contract agreements, and ensure compliance with all aspects of the organization policies and donor funding.
  • Analyze the overall budget and closely track and monitor the effective use of programme funds
  1. Monthly financial reports, including bank reconciliations to NY office
  2. Check payments made out to AmericaShare Account
  3. Monthly Fund Requests to NY.
Human Resource Management
In close collaboration with the Executive Director and the Human Resource Manager,
  • Provide leadership support to staff and promote the best human resource practice.
  • Ensure that the employees in the programme observe the organization’s policies, guidelines and work procedures and apply key principles of transparency, accountability and good stewardship
  • Maintain effective and appropriate staff recruitment, induction, appraisal and development  practice at all levels to ensure optimum utilization and development of human resources
  • Oversee staff development plans through trainings, coaching, mentoring and counselling, etc.
  • Overlook staff disciplinary process.
  • Direct managerial oversight and support: Establish and maintain regular staff meetings  to discuss the ongoing progress of all programmes
Information and communication
  • Ensure that all external communications are made to reflect the objectives and goals of the organization and they conveyed in the best interest of the organization.
  • Ensure  our programme is maintaining  a coordinated and agreed information exchange both internally and in its dealing with external partners
  • Ensure that key programme documents are kept safe and in good custody
  • Ensure that all communication infrastructures are set in the programme and smooth information flow is maintained.
  • Ensure that experiences and best practices are documented and shared across the organization
  • Establish an appropriate public image that is keeping with the values and culture of the organization
Experience and Skills Required
  • A Bachelor’ degree in, Social sciences / Humanities / business administration or its equivalent.  A Masters’ degree in strategic management desirable.
  • At least six years’ in field /social experience within an NGO development programmes, with or more years in senior management position.
  • Proven track record experience in managing successive programmes in Kenya especially Community education based programmes in relatively informal sector.
  • Vast experience in strategy and programme formulation, implementation and monitoring.
  • Excellent in logistics planning, passionate networker, excellent negotiations skills, good mobiliser who can forge positive alliance and collaboration with the community leaders, partners, and other stakeholders.
  • Familiar with social work standards, information gathering systems and methods; Ability to proficiently manage and operate community programmes.
  • Exceptional verbal, written, presentation and listening communication skills including report writing.
  • Excellent financial management skills, analytical, planning and prioritization.
  • Strong human resource management skills in informal locations
  • Can multi-task effectively, with ability to handle heavy work load and various projects with strict deadlines.
  • Able to work effectively in a diverse team environment, with demonstrated success in problem-solving, collaboration and working with or, managing cross-cultural teams.
How to Apply

If you believe you are the right candidate for this position, having met the set requirements, please write to us through [email protected]  attaching your detailed curriculum vitae and cover letter indicating the position on the subject line. 

Application to reach us by COB of 14 October 2017

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