Job: Deputy Country Director Finance and Operations

Roles and Responsibilities

1. Strategic and Operational Management (25%)

• Sets direction and takes responsibility for provision of overall strategic management across all Operations functions (Finance, Procurement, Administration, Logistics and Business Systems) by providing strategic leadership and advice to the Operations team.
• Develop and organize activities of Operations Department to provide timely and effective support to CO program to ensure objectives are met.
• Fosters links between Programs and Operations ensuring seamless coordination and support for program management.
• Ensure Operations strategies are integrated into the overall CO strategy, work with the senior management team to ensure that CARE has the appropriate staffing structures, management systems, and support systems to implement high quality programming.
• Lead business process improvements for the CO operations to bring about efficiency and effectiveness to the CO. Responsible for staff performance management, development and talent management, capacity building of the Operations team and the CO.
• Influences ways of working within the Operations Team to have a positive impact on the efficiency of the different units and value addition to the CO.
• § Works closely with CD and SMT to ensure financial viability, critical financial analysis and decision making for the program and CO mission.
• Ensure CO compliance with CARE’s accounting policy and procedures and generally accepted accounting principles.
• In collaboration with the program team, ensure effective sub grant management including due diligence review, capacity building and implementation of preventive/corrective actions.

2. CO Policy and Operations Systems Development, Review, and Implementation (25%)

• Initiate new, revise existing operations policies, systems and procedures in line with the legal and donor requirements in Kenya.
• Ensures CO compliance with donor rules and regulations in all Operations functions; actively work with ECSA RO Team in the preparedness for audits; supports in CO response to audit findings as well as planning and implementing audit recommendations.
• Ensure sound internal control systems are in place and functioning to ensure adherence to policies and procedures.
• Ensures the consistent and uniform implementation of the Policy and Procedures throughout the CO to ensure the accomplishment of the CO deliverable.
• Coordinate with management on legal matters in the CO, work with CARE USA legal, in Country legal advisor, AMS and the RO.
• Work with Country Director and Programs Director to ensure that operation policies, systems and procedures are supportive of working with local partners.

3. Planning, Monitoring and Reporting (20%)

• Coordination of functional units’ operations budgets in line with agreed plans.
• Approve and ensure spending of Operations budget is in line with donor requirement
• Co-signatory of checks and instructions to the banks.
• Monthly budget versus actual monitoring and ensure required actions and adjustments are done timely
• Ensure effective internal control systems and that assets and resources and CARE are appropriately safeguarded.
• Work with program teams to ensure donor compliance for all projects and programs under existing and new donors.
• Provide input including operational risk analysis and recommendations to the Country Director related to effectiveness of CO reporting and planning systems.
• Ensure Country risk mitigation and response.

4. Team Leadership and Management (20%)

• Provide proper supervision and management for all direct reports and lead the establishment and functioning of a strong, effective, and coordinated team,
• Ensure the proper and timely implementation of CARE’s performance management systems for direct reports including job description, regular feedback, midterm reviews and annual performance appraisals,
• Proactively address performance issues through regular, and constructive feedback and coaching; identify necessary staff development, and career development strategies for direct reports.
• Ensure across the board compliance with organizational, donor and (host) government rules and regulations.
• Ensure the effective and efficient implementation of PeopleSoft (CAREs financial software) at all applicable levels of Operations.
• Ensure that functional units under Operations are organized in the best way possible, i.e.
• the structure is the most appropriate and is aligned to the goals of the unit and the situation
• the staff has clear, well-designed responsibilities, is well trained and motivated
• the policies are relevant and easy to manage
• the systems are efficient, effective, and user-friendly
• services are effectively and efficiently rendered
• Ensure that these units achieve the goals they have set for themselves by providing guidance and momentum to the planning process; monitoring progress on a regular basis and checking that the objectives remain relevant and redirecting efforts as needed,

5. Field Office Operations and External Stakeholders Management (10%)

• Collaborate with the Head of Field offices to ensure strong, effective, and principled CARE Kenya liaison with government agencies and departments at national level and in areas of operations.
• Work closely with the Head of Field offices to ensure that support systems and structures are in place to meet program needs and that they are compliant with relevant internal and external policies and procedures.

6. Other Responsibilities as Assigned

• Acting CD from time to time as required
• Undertake/Lead on regional/global initiatives
• Perform other duties expected at the DCD – Operations level and those specified by the Country Director from time to time