peace winds JAPAN




Position: Head of Support Services (HoSS) – Peace Winds Japan (PWJ), Kenya
Location of work: Nairobi, Kenya
Direct supervisor: Head of Mission, PWJ Kenya

Peace Winds Japan (PWJ) – Kenya opened the office in Nairobi in 2012 and has been supporting refugees from neighboring countries and host communities in Dadaab, Kakuma and Kalobeyei in Kenya providing shelters, water facilities and latrines funded by the Japanese Government and UN Agencies such as UNHCR, UNICEF, UN Women, IOM. PWJ is an inclusive working environment for all its staff. Applications are particularly encouraged from all qualified candidates without distinction on the grounds of race, color, sex, national origin, age, religion, disability, sexual orientation, and gender identity.
The Head of Support Services is responsible for ensuring the efficient management of support services for the mission, including Logistics, Finance, HR, Administration, and IT.
Core responsibilities
In coordination with the Finance Manager and Finance Officer:
-Support in the development of annual country and project budgets, and donor financial reports.
-Identify and report on financial trends, working collaboratively with the CD to produce options/scenarios/corrective action plans that ensure ongoing financial stability for the Country Programme.
-Oversee all financial accounting matters, including maintenance of the general ledger, receipts, payments and payroll requirements.
-Oversee the cash flow requirements of the programme, liaising with PWJ HQ to facilitate cash transfers.
-Manage the effects of exchange rate fluctuations between local and contract currencies, highlighting upcoming issues early and identifying mitigating strategies.
-Oversee the financial management of partner delivery contracts.
-Lead on audit matters.
-Manage and review the monthly accounts closing process for the programme, ensuring HQ deadlines are met.
In coordination with the Human Resources Officer:
-Oversee HR Management to ensure a strategic approach to HR issues, promoting good management practices, and strengthening HR capacity throughout the programme.
-Develop management capacity and understanding of HR and people management issues to ensure sustainable HR frameworks, improve employee relations and enhance job performance and productivity.
-Manage and review the monthly leave tracking and payroll reporting cycle for national staff to ensure that any issues are flagged and followed up on a timely basis, and payroll deadlines are met.
In coordination with the Procurement/Logistics Officer:
-Ensure that all procurement and logistics activities are carried out in line with policies and procedures, donor requirements and INGO best practices, maintaining appropriate controls and accountability, and ensuring the best value for PWJ.
-Provide technical logistics and procurement expertise to the programme senior management to guide the development of budgets, proposals and operational plans, ensuring that new projects are appropriately resourced.
-Develop and update programme procurement plans to ensure timely procurement and a smooth supply chain to enable the efficient running of operations.
-Oversee the selection and appointment of suppliers in line with procurement procedures, conducting local market surveys, competitive tendering processes and the development of fit-for-purpose supply agreements.
-Assess needs and recommend software and IT solutions and support the resolution of IT issues that arise.
-Ensure a proper filing system for all support documents.
-Develop and manage a team of resources in HR, Finance, Safety and Security, and Logistics and Procurement departments ensuring efficient support to the Country Office.
-Work within the framework of PWJ’s core values, promoting its ethos and mission statement.
-Ensure familiarity with and adhere to all PWJ policies and procedures.
-At least 8 years of relevant overseas experience in the NGO sector, at a senior level, managing programme, Finance and support service functions.
-Experience of managing projects including, implementation, management, monitoring and evaluation, risk assessment and contract compliance.
-Excellent people management experience with proven ability to lead and manage national staff.
-Experience of having developed successful relationships and negotiated with donors, government bodies, other NGOs and local partners.
-Experience managing logistics, administrative and human resource systems to ensure project efficiency.
-Proven expertise in managing finance.
-Experience working with Japanese Organisations is an added advantage.
-Excellent communication and interpersonal skills, with the ability to establish effective working relationships at all levels internally and externally.
-Project management skills including excellent written skills to be able to write proposals and reports.
-Knowledge and understanding of relevant institutional donors e.g. UN, MoFA-Japan and JPF-Japan.
-Strong representation and negotiation skills.
-Excellent organisational skills with the ability to coordinate multiple activities.
-Knowledge of audit requirements for Japanese funds and preparation of financial reports
If you meet the above requirements, kindly send your application and CV to no later than 8th June 2023. Only shortlisted candidates are contacted.