About
FilmAid:
Since
1999, FilmAid has used the unique power of film to reach large numbers of
people with critical information in a compelling visual format, overcoming
language and literacy barriers.
Working with other relief agencies and community leaders, FilmAid identifies emerging critical issues and develops appropriate film messages to help educate and inform.
People
of concern participate actively in the creation of these films, and the
resulting pieces are widely distributed and screened throughout beneficiary
communities.
In
this way, FilmAid is able to respond to an immediate, unmet need for locally
relevant messaging.
Through
real collaboration, FilmAid’s community-based films support the work of other
aid agencies and effectively address the issues and concerns of beneficiary
communities.
FilmAid
also seeks to experiment with other media that can be used to achieve its
stated goals.
Job Purpose:
Job Purpose:
Support
the Kakuma field programme in managing Finance, HR, Administrative and
Logistics functions.
He/She
ensures compliance with FilmAid Administration, Procurement and Finance
policies and procedures under the guidance and oversight of the Kakuma Program
Manager.
Key
Responsibilities
Finance
Support (50%)
- Management &
maintenance of Kakuma petty cash. Continually maintaining proper systems
of storing cash, making payments and keeping cash books and other
financial records. Responsible for the integrity of the petty cash system
in Kakuma.
- Processing and
submitting the petty cash vouchers to Kakuma Finance & Procurement
Officer within the stipulated timeline.
- Maintain
communication and ensure timely payment of suppliers based in Kakuma as
well as obtain relevant documentation for transaction back-up.
- Provide support
and basic training for administration, program and production staff in the
preparation of payment and petty cash vouchers and other related finance
transactions such as travel accountability, interpretation of financial
reports, communication and continuous staff on- job trainings.
- On monthly
basis, meet with Kakuma Finance & Procurement Officer to review budget
to actual reports to ensure propriety of information.
- Review and
submit to Kakuma Finance & Procurement Officer monthly cash
projections for Kakuma based on work plans.
- Coordinate in a
timely manner with Kakuma Finance & Procurement Officer to ensure
timely funds transfer to Kakuma Field office based on submitted cash
forecasts.
- Participating in
budget preparation and revision for Kakuma office.
- Prepare for
internal and external audits and donor financial review as may be
required.
Procurement
& Logistics Support (15%)
- Coordinate with
Kakuma Finance & Procurement Officer Kakuma’s process of procurement
until goods reception
- In-charge of
Kakuma storage & stores management of assets and consumables. Maintain
lists of items in stores and know the re-order levels of such.
- Maintain Kakuma
fixed asset register, ensuring that equipments received are properly
tagged with FilmAid asset tags and are received in good working
order.
- Carrying out
quarterly asset verification process and send an updated report and asset
list every quarter to the Administration Manager.
- Participate in
collaboration with Program Manager, Kakuma Finance & Procurement
Officer and relevant staff to draft procurement plans.
- Work with Kakuma
Finance & Procurement Officer to coordinate procurement by assisting
relevant staff (procurement committees) in evaluating vendor quotes as per
budget and technical requirements.
- In-charge of
vehicle fleet management. Maintain vehicle and generator monthly reports
and send to the Administration Manager
- Monitor,
reinforce and advice on improvement of internal procurement controls
Human
Resource Support (15%)
- Make
recommendations for improvement of staff development programmes and any
other benefits that may be determined by the organization
- Will provide
basic training of the interpretation and implementation of the personnel
manual.
- Ensure that
recruitment procedures are followed for Kakuma incentive staff.
- Guide staff as
necessary and report to management any breaches of the Code of Conduct if
the situation arises.
- Maintain the
Kakuma staffs leave schedule for national and incentive staff with records
of all leave benefits. In charge of coordinating the leave plan and
communication to the Kakuma staff.
- Maintain
incentive staff files with proper records of dates of hire, staff
contracts and staff leave and any staff disciplinary issues(including the
maintenance of up to date emergency contact list of all incentive
staff)
- Providing all
basic information to new staff upon arrival in Kakuma.
- In charge of
orientation of new staff in Kakuma office.
- Represent FilmAid
in all administrative related task forces in Kakuma.
Office
Administration (20%)
- Responsible for
overall management of the Kakuma office including its security.
- Ensuring Kakuma
staff’ adherence to travel policies and procedures.
- Manage IT and
communications solutions for Kakuma office.
- Ensure Kakuma
overall office outlook is maintained.
- Ensure clear and
accessible record keeping and filing of all activities and expenses.
General
Duties
- Be proactive in
improving skills by keeping up to date with new / latest development in
finance / procurement / administration
- Ensure good
communication within and outside the program. Represent the program and
its goals to callers, writers, and visitors from the community, NGOs, and
CBOs as needed.
- Collaborate with
FilmAid colleagues as needed or requested to meet reporting requirements,
develop proposals, address management needs, design products, or respond
to funders.
- Maintain
absolute confidentiality of all information that he/she may have access to
in the execution of his duties.
Knowledge,
Skills and Experience
- Must be of
Kenyan nationality OR Must be eligible to work in Kenya.
- Qualification in
certified public accounts (CPA) or Association of Chartered Certified
Accountants (ACCA) OR Higher Diploma in Logistics / supply chain
management or other relevant discipline.
- At least 4 years
experience in Administration, Finance and Procurement preferably with a
humanitarian organization
- Proficient in MS
office applications and at least one computerized accounting system.
Knowledge in Quick Books will be an added advantage.
- Minimum 3 years
petty cash management experience
- Minimum 2 yrs
experience in coordinating staff travel.
- Minimum 2 years
of involvement in budget management (including drafting, revisions, reporting)
- Experience or
knowledge in fleet management, stores management
- Good
understanding of project management cycles and budget allocation/
tracking/reviews
- Must have
supervised at least three or more staff and involved in handling various
human resource process and functions within an organization or
program.
- Articulate in
command of English language (written & spoken). Knowledge of Turkana
language will be an added advantage.
- Experience in
supervising or leading or being part of cross functional team.
- Commitment to
humanitarian principles and action.
How
to apply:
Please email applications with only cover letter, CV and 3 references by 14th June 2013 to: jobskenya@filmaid.org.
Note that applicants who send letters of references, testimonials or any other documents apart from those requested will be automatically disqualified.
Only short-listed candidates will be notified.
Please email applications with only cover letter, CV and 3 references by 14th June 2013 to: jobskenya@filmaid.org.
Note that applicants who send letters of references, testimonials or any other documents apart from those requested will be automatically disqualified.
Only short-listed candidates will be notified.
