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Administration Officer Job in Dadaab Kenya

Vacancy for Administration Officer

Duty Station: Dadaab

Reporting To: Program Manager

Project Background / Description:

Since 1999, FilmAid has used the unique power of film to reach large numbers of vulnerable communities with critical information in a compelling visual format, overcoming language and literacy barriers. FilmAid uses films that are both educational and entertaining to draw audiences’ attention to subjects of vital concern to their health and well-being.

FilmAid International has operational presence in Dadaab refugee camp and is one of UNHCR’s Implementing partners. Currently FilmAid is implementing a variety of projects with funding support from UNHCR and the US government through Bureau of Population and Migration (BPRM). These projects generally correspond to FilmAid’s core response areas of Health, Protection and Community services and involve production and dissemination of various videos.

The large influx of new arrivals due to the ongoing drought afflicting the Horn of Africa and the insecurity in Somalia has led to increase in mortality rates among under 5’s as well as an increase in acute malnutrition figures, prompting UNHCR to declare an emergency and institute a rapid response.

UNHCR has also revised its registration protocols and introduced registration/reception centers in all the three camps as part of coping with the massive influx. FilmAid has been co-opted into the technical committee overseeing this response and proposes to respond by developing and disseminating a New Arrivals Information Kit targeting approximately 180,000 newly arrived refugees by the end of the project period.

FilmAid is looking to recruit an Administration Officer to coordinate and provide support in Human Resource, Administration, Logistics and finance support to the team on ground.

Key responsibilities:

Finance Support
  • Receiving invoices and raising payment requests
  • Management & maintenance of petty cash in the office
  • Processing and submitting the cash books to Nairobi office within the stipulated timeline
  • Help in preparation for internal audits and financial reviews by management and donors
  • Help in preparing for annual external audit
Office Administration
  • Perform day-to-day administrative duties as assigned including receiving of FAI visitors and answering the telephone
  • In charge of receiving & redirecting of office mails, including organizing for collection of mails from the Nairobi and dispatch of the same.
  • Maintaining a communication list of all focal persons of agencies operating in Dadaab
  • In charge of office outlook: cleanliness & organization
  • Ensuring proper working of office utilities
  • Maintain absolute confidentiality of all information that he may have access to in the execution of his duties
  • Develop and maintain an accurate and efficient filling system
Travel Arrangements
  • Arranging flights, transport and accommodation for staff and visitors on travel
  • Arranging all travel documents for staff and visitors and advising them on all issues that relate to traveling including liaising with the relevant government offices
  • Ensure all staff are abiding by organization’s travel regulations
HR administration Support
  • Maintain the leave schedule for Dadaab Office
  • Maintaining an up to date emergency contact list of all Dadaab staff
  • Providing all basic information to new staff
  • Represent FAI in all administrative related task forces in Dadaab
  • Be familiar with Code of Conduct, guide staff as necessary and report to management any breaches of the Code if the situation arise
  • Must be a Kenyan nationality
  • Certified Public Account (CPA) part II
  • Diploma in Business Administration, Human Resources or logistics from a recognized institution
  • At least 3 years experience in Accounting and/or logistics department preferably with a humanitarian aid organization
  • Proficiency in MS Word, Excel and at least one computerized accounting system. Knowledge in Quick Books will be an added advantage
  • Ready to work with minimal supervision with ability to work both independently and as part of a team
  • Ready to work for long hours in a hardship area
  • Team player, excellent interpersonal, organizational, multitasking and communication skills
  • Commitment to humanitarian principles and action
Please email applications with only cover letter, CV and 3 references by 6th October 2011 to: 

Only short-listed candidates will be notified

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