Latest Jobs at Concern for Women and Children Development Foundation (COWACDI) – Hiring Now

About the Role:

• The role holder plays a crucial role in ensuring that the organization’s operations are efficient, effective, and compliant with relevant laws and regulations, will lead and manage adherence to organizational goals. Develop and implement strategies to optimize processes and enhance overall operational performance. Oversee all compliance and Operations health of COWACDI. This involves managing the back-office operations of COWACDI’s internal budget and finances and oversight of investment opportunities and financial strategy for the organization.
• The operations and compliance manager will participate in Senior Management Meeting and will be responsible for effective compliance management and operations processes for projects, ensuring invoice uploading, electronic and hard copy archiving of financial documents, Single accounts reconciliations, and coordinate other Finance Administrative duties as per COWACDI guidelines. He/she will effectively interact with a diverse group of stakeholders, manage expectations and duties according to the agreed timelines. In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal job descriptions and be able to vary working hours accordingly. The role holder will work under the supervision of the Executive Director.

Operations Oversight:

• Manage day-to-day operations to ensure efficiency and effectiveness in the delivery of humanitarian programs.
• Collaborate with project managers to streamline operations and optimize resource utilization.
• Monitor and improve organizational processes to enhance overall performance.
• Ensure all operations activities comply with the policies and regulations of the donor(s).
• Responsible for submitting activity reports, meeting minutes, and financial reports on a regular basis to the Executive Director.
• Ensures close collaboration and coordination with cooperating partners to guarantee smooth implementation of activities and achievement of results as specified in grant agreements.
• Responsible for overseeing the development and execution of operations deliverables, leading the departments planning, budgeting, action plans, and monitoring processes.
• Responsible for submitting activity reports and financial reports on a regular basis to the Executive Director.
• Lead and motivate the operations team, Monitor their activities and expenditure on the project’s implementation.
• Provide guidance and monitoring for operations staff, ensuring clarity over teams plans and priorities and encouraging effective teamwork.
• Develops best practices and tools for departments activity execution and management.
• Defines operations scope, goals, and deliverables that support business goals and strategic vision of management.
• Coordinates the development and delivery of operations plans, documentation, training, presentations, and budget proposals to management and staff.
• Identifies and resolves operations issues and implements improvement plans to ensure the operation stays on schedule and within budget, ensuring every COWACDIs project being implemented is being done within the stated budget and ensures timely reporting.
• Identifies partnerships, opportunities, and information to present to management to help achieve strategic goals of the Organization.
• Ensures close collaboration and coordination with cooperating partners to guarantee smooth implementation of activities and achievement of results as specified in grant agreements.

Compliance Management and Budgeting

• Act always in accordance with local law and standards of accounting practice.
• Review budget with the aim of gaining a clear understanding of budget guidelines and instructions. 
• Review funding allocations to enable proper guidance to programs and proper coding. 
• Provide training to program staff on compliance issues. 
• Oversee the organization’s financial systems, ensuring accuracy, transparency, and compliance with relevant regulations.
• Develop and maintain budgets, financial forecasts, and financial reports.
• Implement effective internal controls and risk management practices.
• Produce monthly and quarterly reports to be reviewed by your supervisor.
• Managing the execution and sharing of all financial documents and monthly, quarterly or annual reports
• Analyzing financial reports and identifying opportunities to reduce costs
• Making strategy recommendations for identified problems or general financial decisions
• Staying updated with financial software, industry trends and investment opportunities
• Ensuring compliance with tax laws and other industry financial regulations
• Manage daily activities of the finance team by monitoring the progress of work, follow up on outstanding tasks and ensuring closed tasks are properly communicated and closed to the satisfaction of all.
• Ensure compliance with financial legislation, policies and procedures.
• Manage accounting and financial systems and ensure full and accurate accounting records.
• Conduct financial analysis and prepare detailed financial reports and statements.
• Provide financial and accounting advice, guidance, direction and leadership to the team.
• Respond to auditors’ concerning finances and operations; also oversee required action to address deficiencies.
• Assisting Country Director on special projects where relevant. •            Ensure project activities comply with the policies and regulations of the donor organization.
• Identifies partnerships, opportunities, and information to present to management to help achieve strategic goals of the Organization.
• Ensures close collaboration and coordination with cooperating partners to guarantee smooth implementation of activities and achievement of results as specified in grant agreements.
• Performs other duties assigned.

Project Coordination: • Collaborate with project managers to ensure seamless coordination and integration of programs and initiatives.

• Monitor project timelines, budgets, and resource allocation to achieve successful outcomes.

Logistics and Supply Chain Management:

• Oversee logistics, procurement, and supply chain activities to guarantee timely and cost-effective delivery of goods and services.
• Evaluate and enhance supply chain processes to minimize costs and improve efficiency.

Team Leadership and Development:

• Lead and mentor the finance and operations team, fostering a culture of collaboration and professional growth.
• Coordinate with other departments to facilitate cross-functional teamwork.
• Provide strategic guidance to the executive team on financial and operational matters.
• Identify training needs and provide professional development opportunities for team members.

Strategic Planning:

• Contribute to the development and execution of the organization’s strategic plan.
• Provide input on operational aspects of strategic initiatives and organizational growth.
• Contribute to the development and execution of the organization’s strategic plan.
• Identify opportunities for financial and operational improvements to enhance organizational impact.

Donor Compliance:

• Ensure compliance with donor requirements in financial reporting and project implementation.
• Work closely with program managers to align financial activities with project goals and donor expectations.
• Conduct regular audits to guarantee adherence to donor guidelines.

Required Skills and Qualifications 

• Bachelor’s degree in Business Administration, or a related field. Master’s degree preferred.
• Minimum Previous Experience: 3 – 5 Years’. Prior work experience in a non-governmental organization (INGO) preferred.
• Added advantage is Additional management Trainings, Accounting software, Advanced Excel skill
• Certification in ATS, ICAN, or ACCA will be an added advantage
• Experience in monitoring and evaluation as well as strategic planning, capacity building and team management.
• Proven knowledge of financial analysis and strategy
• Excellent verbal and written communication and presentation skills
• In-depth knowledge of financial reporting standards, tax regulations and industry legislation
• Analytical skills
• Attention to detail
• Interpersonal skills
• Negotiation skills
• Ability to influence, motivates, and collaborate with others.
• Must be able to read, write and speak fluent English.

Additional Skills 

• Building and Managing Relationships
• Good Interpersonal Skills
• Good NGO Knowledge
• Change Management Skills
• Good communication skills
• Ability to develop and deliver presentations.
• Ability to create, compose and edit written materials.

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Overall purpose of the role:

• The role of a logistics and procurement assistant is essential to ensure the effective management of the organization’s supply chain, procurement processes, and logistical operations. Some of the key responsibilities of a logistics and procurement assistant include:

Core Functions / Responsibilities

• Identify the procurement needs of an organization, review purchase requisitions, award supplier tenders and supervise the performance of contractors. 
• Ensure the organization works with competent and reliable suppliers by evaluating quantitatively and qualitatively all potential suppliers before entering supply contracts through a process of interviewing the managers of the supply firms, making site visits and measuring other aspects such as quality assurance, organizational structure and financials. Based on the gathered information, the Logistics Procurement Officer awards a score to each vendor for approval or rejection purposes by the Operational Manger and Executive Director respectively.
• Organize the transportation of goods/services from any location. For example, if a company buys desktop computers from an overseas manufacturer, the officer may hire a cargo airline to deliver the products. For local purchases, the logistics procurement officer can dispatch the company’s cargo vehicles to transport the goods from the supplier’s store to the office or a warehouse.
• Oversee the maintenance of COWACDI’s vehicles and handle other logistical issues such as fuel supply, driver/fleet management and insurance coverage.
• Identify and address barriers that decrease operational efficiency in the procurement department. 
• Monitor the use of purchased goods and materials to protect the organization from incurring losses by minimizing fraud and waste. 
• Organize training for store managers and other procurement officials to update their records management knowledge and skills.
• Ensure consistency of procurement according to the needs of the COWACDI by examining previous purchase requests to establish the average amount used within a given time frame.
• Issue Purchase Orders and prepare call for tenders in collaboration with the programs manager, operational Manager, finance officer.
• Maintain a complete, accurate and up-to-date inventory list, stocks and asset register.
• Conduct regular physical counts of assets and inventory.
• Maintain proper records of disposal of assets (lost, damaged, sold, donated, stolen, or other).
• Procure all materials and equipment ordered in a cost-effective and transparent manner in line with COWACDI and donor specific policies.
• Ensure that all order requests, purchase orders, RFQ are tracked from point of planning and request through to final receipt. Regularly review, update and share the databases and trackers to Operations Manager.
• Provide procurement planning support to the Programme staff as required.
• Ongoing market research for new suppliers that may provide better service or value for money for COWACDI.
• Maintain and update suppliers list using the Supplier Registration Form
• Ensure procurement files are accurate, and records are in compliance to COWACDI and donor procurement policies, filing system is properly established; all soft copies and hard copies of procurement files are accessible and manageable.
• Invite suppliers to submit their bids along with price proposals, examine the bids, select the most competitive supplier and proceed to negotiate better prices with the supplier, to enable COWACDI enter into a contract that meets its financial goals.  
• Assist with the preparation of contracts and amendments of contracts when needed. If the supplier violates the terms of the supply agreement, the officer may with the authorization of the management of COWACDI initiate a contract termination process.
• Ensure all purchasing activities follow COWACDI’s policies and government regulations through continuous monitoring and review of changing and new policies/legislation.
• Keep all records regarding procurement and logistics. These include records on the costs of transportation, purchases, storage, damages and any contracts. These records should be regularly updated in the course of business. 
• The procurement and logistics officer is responsible for preparing reports on inventory and stock management.
• General management of the entire fleet of vehicles of COWACDI.
• Ensure the transportation needs of program and office staff are met in accordance with COWACDI policies and assist staff as needed in following these policies and procedures.
• Ensure proper vehicle utilization, maintenance, fuel consumption, monitoring and controls systems.
• Maintain adequate vehicle administration files, including vehicle log sheets, fuel consumption, vehicle maintenance and repair/accident reports.
• Ensure all vehicles are safe and road-worthy and drivers observe road safety rules.
• Manage the daily operation and administration of the warehouse(s)
• Ensure materials are received, stored, shipped, and reported in accordance with established procedures and Government guidelines/regulations safely, securely and on time.
• Travel to field sites to receive and inspect goods delivered directly to the field.
• Support on other tasks when required and any other related tasks assigned by the line manager.
• Perform any other job required by COWACDI.

Required Competencies and Skills

The incumbent is expected to demonstrate the following values and competencies:

All COWACDI staff members must abide by and demonstrate these values:

• Inclusion and respect for diversity: Respect and promotes individual and cultural differences. Encourages diversity and inclusion.
• Integrity and transparency: Maintain high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
• Professionalism: Demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.
• Courage: Demonstrates willingness to take a stand on issues of importance.
• Empathy: Shows compassion for others, and makes people feel safe, respected, and fairly treated.

Core Competencies

• Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
• Delivering results: Produces and delivers quality results in a service-oriented and timely manner. Is action oriented and committed to achieving agreed outcomes.
• Managing and sharing knowledge: Continuously seeks to learn, share knowledge and innovate.
• Accountability: Takes ownership for achieving the Organization’s priorities and assumes responsibility for own actions and delegated work.
• Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.
• Minimum 1 years of relevant work experience
• Commitment to learning and implementing organizational policies and procedures
• Good skill in MS Word, Excel, and PowerPoint
• Fluency in local language
• Excellent oral and written communication skills.
• Must be able to read, write and speak fluent English. Other:
• An appointment will be subject to certification that the candidate is medically fit for appointment, confirmation of all documents, and security clearances.
• The appointment is subject to funding confirmation.

Disclaimer: This job description is not an exhaustive list of the skill, effort, duties, and responsibilities associated with the position.

Educational Qualification & Experience Requirements

• Bachelor’s Degree or its Equivalent preferably in Supply chain management, logistics, business administration or a related field from an accredited academic institution with one years of relevant professional experience.
• Prior work experience in a non-governmental organization (NGO) preferred.
• Strong understanding of human rights principles and international humanitarian law.
• Excellent communication and interpersonal skills.
• Ability to work independently and as part of a team.
• Fluency in [relevant languages].

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