Operations Manager

By Live Lover -
BACKGROUND AND REQUIREMENTS
The RVI
The Rift Valley Institute (RVI) is a small, expanding, non-profit organization that has operated in Eastern and Central Africa since 2001. The Institute works at the interface between research, policy and education, bringing local realities to bear on interventions by governments and international agencies. There are RVI offices in the UK (London), in Kenya (Nairobi), in South Sudan (Juba) and in the United States (Annandale-on-Hudson). The Operations Manager The RVI Operations Manager is a new position in RVI's office for Eastern Africa in Nairobi. The Operations Manager will be responsible for general office management and project administration in Nairobi. The post involves work in the following areas:
  • Financial management of RVI activities in Eastern Africa
  • Human resources and training
  • Office management
  • Event coordination and research project administration in Eastern Africa
  • Information & communications management
Essential qualifications and skills
  • Legal residency in Kenya or right to work in Kenya
  • Minimum of 4 years' relevant experience working in office/operations management
  • Experience of working with an international organisation in Eastern Africa
  • Experience of human resource management
  • Experience of working in small-to-medium teams in an inter-cultural context
  • Familiarity with Mac OS and Microsoft Office and management of IT systems
Desirable qualifications and skills
  • Familiarity with Quickbooks accounting software
  • Fluency in a regional language (e.g kiSwahili, Arabic, Somali, Amharic, French)
  • Knowledge of and interest in Eastern Africa
Reporting and management lines
The Operations Manager will undertake the responsibilities described below with support from the RVI Director of Finance and Human Resources, the RVI Programme Director, and Finance Officer based in London. The Operations Manager will report to the Regional Director for the Horn and East Africa in Nairobi.

DESCRIPTION OF DUTIES
Financial and legal management
  • Financial management and oversight of RVI Nairobi office and operations in the region, liaising with the RVI Director of Finance in London and RVI accountants in Kenya and the UK.
  • Prepare and monitor budgets, submit invoices, authorise and execute payments.
  • Manage RVI's Kenyan bank account, office petty cash, RVI MPesa account and currency exchanges.
  • Address payment queries raised by RVI staff and funders.
  • Ensure compliance with financial regulations and other legal requirements (including taxation and registration) in Kenya.
  • Review and provide financial inputs for grant applications prior to submission to donors.
  • Assist during annual audits in Nairobi and London.
  • Assist in the preparation of regular financial reports for funders.
  • Provide orientation and training to employees and consultants in the region on RVI financial reporting procedures.
  • Maintenance of the RVI as a legal entity in Kenya.
  • Ensure NHIF and NSSF registration details are up to date.
  • Ensure relevant office and employee insurance policies are sufficient.
  • Assistance with visa and permit applications in Kenya and throughout the region for RVI staff, Fellows and consultants.
Human resources management and training
  • Ensure the RVI Nairobi office is a safe and healthy environment conducive to productive work.
  • Assist the RVI Director of Human Resources in the preparation of employment contracts for permanent employees and consultants.
  • Ensure employee and consultant contracts are up to date and compliant with employment regulations in Kenya.
  • Ensure security arrangements for the Nairobi office and for all RVI events in Kenya are sufficient and up to date.
  • Ensure permanent staff and relevant consultants receive regular security briefings.
Office management
  • Oversee procurement of office goods and services.
  • Manage office driver/and or transport arrangements.
  • Negotiate contracts for office space.
  • Ensure office equipment is maintained in working order and adequate for the needs of the organisation. 
    Event coordination and research project administration in Eastern and Central Africa
  • Coordination, with other RVI staff, of RVI events held in Eastern Africa, including publication launch events, seminar series, training courses and conferences.
  • Logistical arrangements and general support for visiting RVI staff and consultants.
Information & communications management
  • Preparation of the monthly Nairobi office narrative and financial report for RVI internal circulation.
  • Test, revise and update existing manuals, templates and guidelines, and create new ones.
  • Establish and maintain hard-copy and digital filing systems.
  • Liaise with RVI Information Officer in London and provide basic IT support to Nairobi office staff and visiting staff, consultants and fellows.
Modification to duties
The normal duties of the Operations Manager are as described above. However, in accordance with the needs of the job and the organisation, the description and extent of duties may be subject to change. Any changes will be made in consultation with the employee.

AIMS OF THE RIFT VALLEY INSTITUTE
RVI Job Description -Operations Manager - 21 January 2013.docx Page 4 of 4 The Rift Valley Institute (www.riftvalley.net) is a non-profit research, education and advocacy organisation established in 2001. It operates in Sudan, South Sudan, the Horn of Africa, East Africa, the Great Lakes and the Democratic Republic of Congo, with offices in the UK (London), in Kenya (Nairobi), in South Sudan (Juba) and in the United States (Annandale-on-Hudson). The Institute works with communities, institutions and individuals to bring local knowledge to bear on political and economic development. RVI programmes are designed to inform aid interventions, support local research capacity, record indigenous culture and promote human rights. The activities of the Institute include field-based, action-oriented social research, support for indigenous educational institutions, in-country training courses, legal support programmes and open-access digital libraries (www.sudanarchive.net). The RVI is an equal-opportunity employer.

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