For its new program in Ijara district, the Solidarity Islamic
France, is seeking a
Logistic / Security Officer
Start date: 15 August 2012
Based in: Masalani (Ijara district)
Responsibilities:
The Logistics and security Officer is responsible for
supervising logistic of the SIF offices (procurement, equipment and
communication system, vehicle fleet) and ensuring security and safety of team
and SIF property.
In short, the logistic/security officer is responsible of:
- Providing
the SIF program with adequate and defined logistics support
- The
respect of the SIF logistic procedures by all SIF employees as per
guidelines.
- Managing
efficiently the logistic team.
- The
respect of security rules and hardware used by SIF employees as per
security guidelines and in collaboration with the field coordinator.
Objectives:
1. Ensure SIF logistic service are efficiently managed and procedures are respected/logistic document properly archived:
1. Ensure SIF logistic service are efficiently managed and procedures are respected/logistic document properly archived:
Supply chain:
- Ensure
that all procurement documents for each purchase/contract are in respect
of SIF procedures and properly archived.
Equipment management
- Enter
all assets in the SIF inventory whenever new purchases are done. Maintain
accurate inventory of funded activities and assets. Update the inventory
on a regular basis.
- Supervise
allocation and use of equipment by SIF employee (use of allocation sheet
for each staff).
Communication tools management
- Responsible
(maintenance, repair, contract and allocation) of all communications
system: landline; internet; mobile phone and radio. Train staff on proper
use of communication tools.
Vehicles and movement
- Ensure
and supervise the vehicle fleet; set up vehicle tracking system (movement
planning and recording movement). Ensure with drivers, cars and equipment
for off road are in good conditions.
Building and rehabilitation work
- Develop
and monitor any work contract (construction, rehabilitation and
maintenance according to lease contract).
- Identify
needs for repair/rehabilitation/construction and hire relevant casual or
contractors.
2. Ensure logistic service is properly coordinated with program
teams
- Meet
regularly with program team to define needs/seek clarification.
- Follow
up and keep track of all orders made and goods issued to requesters.
3. Ensure the logistic team is properly managed
- Maintain
clear rules and regulations for the guards and drivers on SIF duty.
- Draw
up a work plan for all DRC logistic staff and ensure smooth management.
4. Security Management
- Responsible
of organizing and managing the security of persons, goods and property.
- Implement
and ensure that clear security rules/regulations and procedures (DRC
security plan) are respected by all DRC staff, contractor and guest.
- Ensure
that relevant recommended equipment e.g. first aid kit, fire extinguisher,
tyre changing equipment and card containing emergency call numbers is
available.
Management
- The
Logistic/Security officer reports to the Field Coordinator.
- The
Logistic/security officer manages and supervises the drivers, watchmen and
casual workers.
Requirement:
- Relevant
diploma or equivalent in the logistic sector (Supply, transport,
procurement, warehousing, ICT, or other relevant)
- At
least 4 years of relevant field experience in the logistic sector with NGO
and/or UN agency.
- Proven
experience of large and various purchase through tender (sample/reference
will be asked).
- Proven
experience in security management – implementation of security plan.
- Highly
motivated to join a new INGO in Kenya; Pro active and able to work
independently.
- Proven
experience in team management and team player in a larger team.
- Proficient
in Microsoft pack office and communication system (IT studies a plus).
Deadline for applications: Send Cover letter and CV to
apply.sif@gmail.com before 30 July 2012.
Human Resource / Finance Manager
Start date: 15 August 2012
Based in: Masalani (Ijara district)
Responsibilities:
The Finance and HR manager is responsible for supervising human resources and finance of the field offices (employee files, HR regulation, salary payment, accountancy, archiving supporting document, contract payment) according to SIF internal procedures and donor requirement.
In short, the HR/Finance manager is responsible of:
- Ensure
proper booking of expenditure in respect to SIF regulation and budget
availability.
- Proper
archiving of expenditure/cash book per project and month.
- Proper
update of human resources document (attendance, leave, salary etc.).
- Control
proper procurement procedure before approval of expenses
- Ensure
that line manager and staff are respecting SIF Human resource policy
(leave policy, appraisal evaluation etc.)
Objectives:
1. Finance and cash book
1. Finance and cash book
- Update
cash books according to budget plan and archive hardcopies in files. Close
account and perform systematic check- bank reconciliation.
- Make
and/or order payment according to forecast and purchase request – ensure
efficient cash flow.
- Compile
all finance documents at field level and liaise with country
administrator.
2. Accountability and compliance
- Check
the eligibility of invoices submitted for payment (compliance with
purchase order, delivery note, required information) ;
- Ensure
that all procurement procedures are respected in collaboration with
logistic officer.
- Ensure
that procurement is done with relevant authority/threshold and budget
holder (right signatures are appended)
3. Manage efficiently administrative matters at field level:
- Manage
and archive contracts: rental, staff, and purchase.
- Ensure
Kenyan government regulations for NGO are applied and respected – Liaise
with local authorities for all administrative matters.
- Manage
guesthouse and office’s staff and caretakers in collaboration with
logistic officer.
4. Ensure application of SIF HR guidelines:
- Provide
monthly employee report/matrix (leave, absence, sick, warning, overtime
etc.)
- Ensure
code of conduct and SIF HR regulations are respected and procedures
applied.
- Support
field coordinator in HR issues as required.
Management
- The
HR/Finance manager reports to the Field Coordinator.
- The
HR/Finance manages and supervises the guesthouse staff.
Requirement:
- Relevant
diploma or equivalent in the accounting sector (Business/Administration,
Accounting and finance, or other relevant)
- At
least 4 years of relevant field experience in the accounting sector with
NGO and/or UN agency.
- Proven
experience of large and various purchase through tender (sample/reference
will be asked).
- Proven
experience in managing cash flow and cash books.
- Highly
motivated to join a new INGO in Kenya; Pro active and able to work
independently.
- Proven
experience in team management and team player in a larger team.
- Proficient
in Microsoft pack office and communication system (IT studies a plus).
Deadline for applications: Send Cover letter and CV
to apply.sif@gmail.com before 30 July 2012.