BACKGROUND
WUSC (World University Service of Canada) is a Canadian non-profit organization working to create a better world for all young people. We bring together a diverse network of students, volunteers, schools, governments, and businesses who share this vision. Together, we develop solutions in education, economic opportunities, and empowerment to overcome inequality and exclusion for youth around the world, particularly young women and young refugees. WUSC currently works in 25 countries across Africa, Asia, the Middle East, and Latin America, with an annual budget of approximately CAD $40 million. We have over 90 staff in our Ottawa office, and over 200 people overseas implementing 16 development projects in collaboration with donors such as Global Affairs Canada, the UK Department for International Development (DFID), the World Bank, the Asian Development Bank, and the African Development Bank.
Sub sector: Professional Services Branch
The Field Support Services Program (FSSP) is responsible for providing a range of services to support the effective and efficient implementation of Global Affairs Canada’s development programming. These services include, but are not limited to, the provision of administrative, logistical, technical, and financial services for Global Affairs Canada and other clients identified by Global Affairs Canada. The services provided by the FSSP may also include management of small local funds or development initiatives.
RESPONSIBILITIES
Based in Addis Ababa, Ethiopia, the Field Support Services Program Manager will be responsible for managing the delivery of administrative, logistical and financial management services provided by the FSSP as well as the overall human resources and office management of the WUSC FSSP Office in Ethiopia. The Program Manager will report to the WUSC Senior Manager, International Services, who is based in Ottawa, Canada.
Human Resources & Office Management
- Working with WUSC Ottawa to set policy and planning priorities for FSSP office in Ethiopia;
- Complying with local employment laws and practices as well as WUSC human resources management policies;
- Supervising, directing and evaluating the work of the FSSP-Ethiopia staff and consultants in Ethiopia in coordination and consultation with WUSC-Ottawa (including responsibility for direct reports’ job descriptions, recruitment and selection, orientation, training, performance management, attendance management, and discipline);
- Overseeing management issues such as questions of taxation, benefits and insurance, banking controls, records management and archiving, (WUSC is aiming to have consistency in HR and financial policies and practices across all country programs);
- Maintaining and directing the required administrative and project infrastructure of staff, office and equipment as well as recommending decisions on administrative policy, planning and procedural matters.
Global Affairs Canada Programming Support:
- The FSSP Program Manager in Ethiopia will support the efficiency and effectiveness of Global Affairs Canada programming through the provision of timely and reliable administrative, financial, procurement, and logistical services. In addition to providing cost-effective services, the FSSP will support improved quality and relevance of GAC programming in Ethiopia through the provision of local knowledge, sector strategies, monitoring, and other technical expertise.
Administrative
- Administrative support including the translation, printing, and binding of documents and other secretarial services;
- Conducting regular research into the latest trends and changes in the local context and sectors of relevance for GAC, including key stakeholders and Canadian organizations;
- Maintaining a secure server and back-up that documents all FSSP correspondence, reports, and contracts;
- Arranging communications technology such as telephone or video conferencing and assists with multimedia presentations during meetings, conferences, or events;
- Providing advisory services to GAC officials and Canadian Executing Agencies, including guidance on culturally appropriate engagement, local structures, and relevant local stakeholders. For example, the FSSP provides advice on security risks, assists GAC to identify local stakeholders, and provides additional advisory services including training on results-based management and gender mainstreaming;
- Procuring translation services by conducting annual calls for suppliers, and shortlisting candidates based on the specific requirements of the event, meeting, or report; and
- Preparing management tools to support FSSP operations, including Annual Work plans and budgets, Semi-Annual and Annual Progress Reports and Financial and Procurement Reports.
Financial
- Processing payments and disbursements to personnel, technical specialists, and suppliers, including office operating costs;
- Monitoring local economic indicators such as inflation and exchange rates, providing guidance to GAC officials as required on anticipated changes that will affect project implementation;
- Monitoring local laws and regulations, banking institutions, and estimated rates for products and services, compiling information on rates into a supplier database (using local sources);
- Preparing annual budgets, analysis of cash flow, and regular reconciliation of finances;
- Monitoring spending and applying internal controls; and
- Preparing for and completing annual external audits.
Procurement
- Maintaining a database of organizations and professional resources in relevant technical sectors;
- Monitoring changing markets for relevant goods and services and their costs;
- Developing Terms of Reference, selection criteria, and other necessary documentation to support competitive procurement of technical specialists at best value for money;
- Evaluating bids against selection criteria in order to recruit high-level technical consulting services;
- Issuing and administering contracts for technical specialists in accordance with local laws and regulations, and with WUSC’s Human Resources policies; and
- Liaising with GAC through regular meetings in order to coordinate the workload of technical specialists and ensure that deliverables are being completed satisfactorily.
Logistical
- Coordinating GAC missions, including arranging and confirming meetings and appointments, providing transportation services such as airport pickup, in-country travel, and messengers, organizing accommodation, facilitating translation or interpretation services, and other logistics as required;
- Booking meeting rooms with necessary video and teleconferencing services for meetings or events;
- Planning events and managing conferences and workshops for GAC, including arranging venues, organizing and translating presentations, arranging logistics for participants, and contracting local suppliers as required; and,
- Providing other logistical support in the management of assets.
Local Initiatives
- Managing small local funds and development initiatives as required.
QUALIFICATIONS AND COMPETENCIES
Education
- Bachelor’s Degree in a relevant discipline such as business, finance, accounting, logistics, or management.
Experience & Competencies
- 10 years or more of experience providing project coordination services in a developing country for international development stakeholders or projects;
- Experience in management of large initiatives of $1 million annually or more;
- Expertise in provision of administration, procurement, and logistical services, for example, hiring of consultants, procurement of equipment, and supervision of event organization; and
- Expertise in local development initiatives, for example, management of small grants for local organizations.
- Curious, enthusiastic and willing to innovate and adapt.
Languages
- Complete fluency in English is required. Knowledge of Amharic is an asset.
WHY WORK WITH WUSC?
Join Us. Our work is important, cutting-edge, and fast-paced. We encourage curiosity, innovation, and flexibility, and we provide a phenomenal learning experience.
WUSC offers a dynamic international work environment with a diverse intercultural workforce. We offer employees exciting opportunities to apply their skills and gain experience all while making a difference in the lives of youth around the world. Employees at WUSC work hard to create lasting change in education, economic opportunities and empowerment.
APPLICATIONS
WUSC’s activities seek to balance inequities and create sustainable development around the globe; the work ethic of our staff, volunteers, representatives and partners shall correspond to the values and mission of the organization. WUSC promotes responsibility, respect, honesty, and professional excellence and we will not tolerate harassment, coercion, sexual exploitation or abuse of any form. Successful applicants will be required to undertake an enhanced criminal record check where appropriate.
WUSC is an equal opportunity employer. We welcome and encourage applications from people with disabilities. Accommodations are available upon request for candidates taking part in all aspects of the selection process. Only those candidates selected for an interview will be contacted. No telephone calls please.
If you wish to apply for this position, please follow this link to register on WUSC’s candidate database.
Keli Villoz
Senior Human Resources and Office Management Officer
Chargée des ressources humaines