CBM Project Secretary (PS) Job in Kenya

Job Designation: Project Secretary (PS)

Job Category: Category IV

Location: Central Africa Regional Office (AROC), Nairobi / Kenya

CBM encourages women and persons with disabilities to apply for this position.

Background:

The role of the Central Africa Regional Office is mainly programme development as well as strategic planning complemented with a solid operational component for implementation and monitoring of programme and project support.

The Central Africa regional annual budget for programme support has more than doubled over the last eight years (from 2000 to 2008). Therefore specialization in tasks of positions at the Regional Office is indicated in order to respond appropriately to the growing complexity of the Regional Programme.

I. Purpose:

The PS is a support position to assist the Chief Operations Officer (COO) at the Regional Office in accompanying programmes during the implementation and monitoring phase within the Project Cycle Management (PCM).

II. Structure of Authority:

The incumbent will report to the Chief Operations Officer.

III. Mandated Aims:

The PS ensures implementation of programme support according to CBM standard and following-up on adherence of programmes on set reporting cycles and standards.

IV. Core Responsibilities:

• To Monitor and report on progress of implementing partners’ activity plans and assist in administrative support to partners where required;
• To manage data in the system(Navision -NAV for all reports which includes contact management; setting project classifications and updating of project cards;
• Budget data entry into NAV which includes receiving applications from partners and creating cost plan; finance plan and budget plan to recommendation level; entering monitoring details and provisos; filing log frame; financial plans and supplies forms in SharePoint;
• Monitor the implementation of liquid funds in NAV which includes creating of payment suggestions; follow up on advice notes; data entry of payment notifications; confirmation arrival; shipping instructions update and monitoring of the carry over process;
• Monitoring, analyzing, filing and data entry of statistics reports into NAV;
• Monitoring of document filing in Share point including annual project contracts; Partnership framework memorandum, discontinuation of partnerships and financial reports;
• Facilitation of organizational support and logistics; receiving internal and external inquiries to the RO and dispatching to relevant departments or persons;
• Communication to RO, IO and partners regarding information on new procedures, regulations, etc.
• Giving Program team support in entry of MYP data into NAV;
• Critically analyze financial, narrative and statistical reports and provide timely feedback to the partners/RO.

V. Additional / Stretch Duties:

In addition to the responsibilities outlined in section III above, the incumbent will upon instruction by his / her superior (s), perform ad hoc activities which are either by their nature related to his / her normal duties or evolve from operational requirements.

These may include, but are not limited to: 

• Providing support to project partners in procurement / local purchase related issues.

VI. Qualifications:

• Work experience in similar field, particularly with international NGO preferred. 
• Project management knowledge an advantage 
• Diploma in a related field, such as, Business Management, Administration, Disability and Development, Community Development. 
• Experience in administration of projects 
• Budget implementation and budget monitoring 
• Interpretation of financial reporting and follow-up 
• Experience in similar position (one year minimum) preferably with international NGO

V. Competencies and Skills:

• Computer literate, experience in Microsoft Packages: Outlook, Word, PowerPoint, Excel, Access. 
• Effective communication skills at partner levels: verbal and written. 
• Good written and spoken English & French Excellent communication skills 
• Effective communication skills at partner levels: verbal and written. 
• Ability to integrate into a multi-cultural environment. 
• Ability and willingness to learn. 
• Able to work independently, and as a member of a team. 
• Reflects CBM values in daily work.

The future job holder adheres to CBM values and commits to CBM’s Child Protection Policy

CBM is an international Christian development organisation, committed to improving the quality of life of persons with disabilities in the poorest countries of the world. 

CBM works with partner organisations to support persons with disabilities in the developing world to access affordable and comprehensive health care and rehabilitation programmes, quality education programs and livelihood opportunities. 

CBM's vision is of an inclusive world in which all persons with disabilities enjoy their human rights and achieve their full potential.

Qualified candidates are invited to submit, a cover letter indicating their current salary, CV with three professional references to recruit@cbmi-nbo.org

Application deadline: 31st July, 2012.

Only shortlisted candidates will be communicated to.

How to apply:

Qualified candidates are invited to submit, a cover letter indicating their current salary, CV with three professional references to recruit@cbmi-nbo.org

Application deadline: 31st July, 2012.

Only shortlisted candidates will be communicated to.