Deputy Director for Administration

Church World Service Africa
  • Location
    Nairobi, Kenya
  • Sector
    Non Profit
  • Experience
  • Posted
    Jun 19

Position description

The Resettlement Support Center (CWS RSC Africa) operates a US refugee resettlement program in sub-Saharan Africa through a Cooperative Agreement with the Department of State/Bureau of Population, Refugees and Migration. CWS RSC Africa is responsible for the preparation of refugee case files for adjudication by US Citizenship and Immigration Services (USCIS) officers, as well as the out-processing and cultural orientation of all approved cases. CWS RSC Africa is administered by the Church World Service Immigration Refugee Program (CWS/IRP) and is based in Nairobi, Kenya, with a sub-office in Pretoria, South Africa.



CWS Global and RSC Africa offer a total compensation package. The total compensation package includes a housing stipend, company life insurance, comprehensive health insurance, vision coverage, a non-participatory 5% retirement contribution, 22 vacation days a year, 3 personal days per calendar year, 1 day of sick leave per month, AD&D insurance, Bereavement leave, Employee Assistance Program (EAP), and optional dental coverage.


Church World Service does not discriminate on the basis of race, color, national origin, sex, sexual orientation, religion, age, disability, or veteran status in employment or the provision of services.

Due to the volume of applications that we receive, only those individuals shortlisted will be contacted.


Essential Duties

  1. Financial Management:
  • Ensure accurate preparation and timely submission of all financial records, reports and statements as required under the terms of the Cooperative Agreement with the U.S. Government and other funding agreements and contracts, including timely submissions of accurate reports and responses to CWS Headquarters’ requests.
  • Develop policies and standard operating procedures to ensure the accountability, transparency, and efficiency of CWS Africa, and to ensure compliance with the Cooperative Agreements, grants, sub- grants, relevant OMB Circulars, 8 CFR 200, and donor and CWS policies.
  • Prepare the annual RSC Africa budget and revisions, and monitor expenses in accordance with authorized budgets. Assist in preparation and management of other program budgets as necessary.
  • Ensure cost-effective use of CWS Africa human and financial resources, including a monthly review of expense reports and financial projections with relevant supervisors.
  • Supervise the transparent disbursement of program funds in accordance with GAAP, relevant OMB circulars, the Cooperative Agreement and CWS/IRP policies and procedures.
  • Supervise the annual external audit and implement recommendations in a timely manner.
  • Supervise the authorization of accounting and banking services.
  1. Physical Assets:
  • Supervise the requisition, maintenance, and inventory of expendable and non-expendable equipment.
  • Review and sign Purchase Orders to ensure correct budget line allocation and that all information and supporting documents are adequate and correct.
  • Review all contractual agreements for goods and services, equipment and insurance, and maintain copies of all relevant contracts.
  • Ensure that all adequate insurance is arranged for all property and personnel and other liabilities in accordance with US and Kenyan laws.
  • Supervise the efficient and cost-effective planning and implementation of official travel ensuring compliance with donor and CWS travel policies and procedures.
  1. Human Resources:
  • Oversee the human resource functions of CWS Africa including staff recruitment, training and performance management, interpretation and implementation of CWS Africa personnel policies, and administration of payroll and employee benefits.
  • Ensure that CWS Africa human resources management draws on best practices from the international NGO community.
  • Develop, implement and support staff training and staff care strategies
  • Ensure all CWS Africa policies are complementary and in line with general CWS HR policies and procedures, as well as with the applicable donor guidelines.
  1. Information Technology:
  • Ensure that CWS Africa has a robust strategy for using information technology to increase the efficiency and effectiveness of its work across the organization.
  • Ensure that mission critical IT systems and electronic data are effectively managed, protected and backed up.
  • Coordinate with the IT Manager for effective communication of IT policies with CWS Africa staff members and CWS headquarters.
  1. Other Functions:
  • Serve on the CWS Africa Safety and Security Management Team.
  • Ensure that standard operating procedures for the Administrative departments are supported and in line with CWS Africa security policy and that the administrative staff receives relevant security training.
  • Other duties that may be assigned to enhance the quality and efficiency of the administration of operational programs to attain program objectives and maintains the high professional standards of RSC Africa and CWS.



Bachelor’s Degree in Finance, Accounting, Business Administration, Public Administration, Organizational Behavior, or related field required.

Master’s Degree in a related field preferred.


  • Twelve (12) years of paid work experience is required.
  • Eight (8) years of supervision including 4 years supervising managers with direct reports is required.
  • At least two (2) years of supervisory experience with an international humanitarian or development organization overseas is required.
  • Minimum of two (2) years upper management experience with an international development or humanitarian organization in a similar position required.
  • Minimum of two (2) years overseeing human resource services required.
  • Proven experience with financial management on US federal government funded projects and knowledge of US federal government financial regulations required.
  • Previous experience living and/or working in a developing country required.
  • Knowledge of Kenya, South Africa and Tanzania laws and customs preferred.
  • Experience with overseas processing or US refugee resettlement preferred.


  • Thorough knowledge of the US Refugee Admissions Program preferred.
  • Strong computer skills, in particular Microsoft Excel, Word, and Outlook required.
  • Excellent organizational and time management skills.
  • Strong verbal and written English language skills.


The Deputy Director of Administration must have the ability to:

  • serve as a coach/mentor to staff;
  • supervise staff to ensure policies and procedures are implemented and executed in accordance with guidelines and standard operating procedures;
  • exercise good judgment and seek guidance as appropriate when confronted with unanticipated problems;
  • travel in sub-Saharan Africa on short notice and often under sometimes difficult conditions to meet demands of a dynamic program;
  • travel to the US on short notice;
  • communicate effectively both verbally and in writing;
  • follow instructions with a positive and receptive attitude;
  • deal effectively and courteously with a large number of associates, outside agencies, refugees and members of the general public;
  • conduct oneself in a professional and courteous manner to represent the best interests of CWS Africa;
  • maintain a high performance standard with attention to detail;
  • carry out all of the duties of the position efficiently and effectively with minimal supervision;
  • work independently and contribute to overall operations of CWS Africa;
  • take initiative in the development and completion of projects within the specified timeframe;
  • maintain strict confidentiality with CWS Africa administrative and operational information;
  • manage a large and diverse workload under pressure with competing priorities;
  • work well as a team in a multi-cultural environment while maintaining a high level of motivation.
  • effectively manage CWS Africa’s resources; and
  • actively contribute to the successful implementation of the U.S. Refugee Admissions Program (USRAP).

Application instructions

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