KE-Special Projects Senior Specialist

Position Title
Special Projects Senior Specialist

Reports To
Deputy Director Admin and Operations

Supervises
N/A

Division
CWS Africa

Department
Admin and Operations

Team
Nairobi

Job Location:
Nairobi, Kenya

Grade Level
Grade 7, National

Primary Purpose
Special Projects Senior Specialist, Administration is a full time and onsite role responsible for organizing, supporting, and executing the implementation of CWS Africa's various special projects within the Administration division (Human Resources, Supply Chain, Finance and IT). He/She oversees and coordinates projects identified that will increase productivity and better time delivery for routine tasks and projects.

Key Relationships
Internal to CWS

• Deputy Director Admin and Operations
• CWS Africa Senior Management Team
• All Staff

External

• As Needed

Working Environment

• Mainly in the office with occasional travel to the field as may be required

Responsibilities

• Coordinates and monitors activities related to special projects within the CWS Administration Division
• Executes the defined project scope and objectives, involving all relevant stakeholders and ensuring technical feasibility
• Research unique projects and provides reports of ongoing projects to meet the projects' objectives.
• Analyses and recommends new projects based on the tasks assigned and trends observed.
• Serves as the repository of best practices in project management and ensures the same is shared across the organization for process improvement
• Serves as the project lead and develops recommended action plans, tasks, schedules, and timeframes for embarking on new projects in liaison with the DDA or respective Unit Lead.
• Coordinates impactful and effective project delivery through proactive and clear communication, strong team coordination, and excellent planning skills
• Organizes regular meetings with project teams to discuss progress, and to identify and manage risks.
• Monitors the daily workflow related to projects and their development follow through to ensure projects are implemented, the changes are communicated, and project closure is done with a report sent to the stakeholders upon project closure
• Measures and tracks project performance using appropriate tools and techniques specifically to analyse the successful completion of short and long-term goals
• Supports adherence to project budgets by tracking approved expenditures and reporting variances accordingly.
• Performs risk analysis to minimize project risks
• Creates and maintains comprehensive project documentation
• Coordinates with external service providers, ensuring their work meets the agreed specifications while tracking and reporting issues.
• Facilitates smooth cross-departmental collaboration using project management tools that are effective and enhance efficiency
• Supports with the development, implementation, dissemination, and monitoring of relevant standard operating procedures (SOPs) for a smooth transition and increased staff adoption and usage on changes made in processes.
• Coordinates the change management activities within a structured process framework.
• Executes and supports the organization in streamlining processes after a change in a process.
• Recommends and assist with the establishment of relevant working groups to complete short-term projects.
• Any other duty assigned

Experience
Qualifications

• A minimum of Six (6) years paid work experience required preferably in an international organization supporting senior
• A minimum of Two (2) years' paid experience in a similar role is
• Experience with event planning, coordinating travel logistics, and managing calendars preferred
• Direct experience in managing sensitive and confidential matters with a high level of professionalism

Skills

• Excellent results-driven project management skills
• Resilient self-starter who takes ownership of projects while working collaboratively in a team environment.
• Experience working across diverse geographies and cultures (advantageous)
• Working with multiple stakeholders and coordinating fast changing priorities

Education & Certifications

• Bachelor's degree in International Development, Project Management, Communication, Social Sciences, or relevant bachelor's degree.
• Master's degree is preferred.
• Current Certification from a professional body is preferred (e.g. PRINCE2 or PMP)

Abilities

• Work and make decisions independently and contribute to overall operations at management levels
• Exercise good judgment and seek guidance as appropriate when confronted with unanticipated problems.
• Maintain a high-performance standard with attention to detail, completing tasks within set timeframes.
• Exercise good judgement and seek guidance as appropriate when confronted with unanticipated problems.
• Deal effectively and courteously with a large number of associates, outside agencies, refugees and members of the public.
• Manage large and diverse workload under pressure with competing priorities.
• Maintain the integrity of official records.
• Analyze and solve complex problems and make sound decisions.
• Work with minimal supervision
• Maintain a high-performance standard with attention to detail.
• Work independently and contribute to overall operations of RSC Africa;
• Actively participate in the implementation of the U.S. Refugee Admissions Program (USRAP).

Important Requirements

• Strong English communication skills, both written and
• Ability to work in a multi-cultural environment
• Commitment to diversity, equity, and inclusion and willingness to support CWS' Platform o n Racial Justice as a CWS employee
• Remain alert and responsive to any child safeguarding and PSEAH (Prevention of Sexual, Exploitation, Abuse and Harassment) risks, acquire relevant knowledge and skills which will enable you to promote strong safeguarding PSEAH practices, understand the child safeguarding and PSEAH Policies and procedures, and conduct yourself in a manner consistent with the Child Safeguarding and PSEAH Policies.

Special Requirements

• The candidate should be in good health, willing and able to travel extensively in often difficult conditions,and have a high degree of flexibility. Must have proof of Yellow Fever vaccination before traveling for RSC Africa.
• This position is based in Nairobi in Kenya.
• This position requires use of laptops at all time, competence in Microsoft office packages is required.
• This position may require travel in sub-Saharan Africa on short notice and under sometimes difficult conditions to meet demands of a dynamic operational program.
• Background check which includes references, and an educational and criminal check is required before the start of employment.
• A valid passport and the ability to maintain a valid passport throughout the entire appointment is required,
• which includes having enough passport pages for travel.
• Environmental: Incumbents in this position will be exposed to excessive noise, marked changes in
• temperature and/or humidity, dust and infectious diseases, harsh weather climates, long work hours,
• bumpy roads, extended travel, excessive sun exposure, and non-ventilated spaces.
• The US Embassy rates Kenya as both HIGH in crime and HIGH in terrorism. Incumbents should fully understand the insecurities present within Kenya and the region.
• This position is Full time
• All employees should be prepared to work from the CWS office within their location of hire. Remote work arrangements may vary depending on location and the governing regulations based on prevailing context.

Overview
Church World Service (CWS) is a not-for-profit, faith-based organization transforming communities around the globe through just and sustainable solutions to hunger, poverty, displacement and disaster. CWS does not discriminate on the basis of race, color, religion, sex, national origin, gender identity, genetic information, age, disability or veteran status in employment or in the provision of services.