Position
Title: Finance, Admin & HR Facilitator
Location: Witu Kenya
Duration
of contract: 4
months
Expected
starting date: ASAP
Monthly
Salary range: As
per Experience
Organization Profile: Secours Islamique France (SIF) is a
Non-Governmental Organization of international solidarity based in France.
Founded in 1991, SIF is a non-profit and non-political organization dedicated
to alleviate the suffering of the poorest people.
SIF
acts wherever humanitarian and social needs require mobilization of emergency
relief and implementation of development programs.
Today,
SIF intervenes in around 20 countries and has been providing its help for 20
years in the respect of cultural diversity, without any distinction of origin,
religion or sex.
General
Responsibilities: With the support and under the supervision of the Field
coordinator, the Finance/Admin Facilitator is responsible of all the daily
management and reconciliation of SIF field bases accountancy and any other
administrative issues, as delegated by the Regional administrator / Field
coordinator.
He/she
collaborates with the Field Coordinator for the daily administration and
follow-up of activities.
The
incumbent will conduct his or her duties in respect of the Secours Islamique
France (SIF) policies.
SIF
expects that its staff and contractors’ professional conduct reflect proper
behavior in accordance with local culture and traditions.
The
incumbent assures the moral protection of the name of SIF and defends in all
circumstances the interests of the organization.
Specific Responsibilities
Line Management
Specific Responsibilities
Line Management
- Report
technically to the Field Coordinator / Regional Administrator.
Accountancy and Financial Management
- Daily
update of the accountancy according to the project activities and Finance
and Administration needs;
- Double
check of records, according to SIF procedures;
- Verify
that all the receipts/invoices are correctly filled and they are eligible
for SIF accountancy;
- Check
& maintain the right allocation of expenses to right budget line and
project at the field level;
- Archive
all the relevant administrative and accountancy documentation in the
proper way indicated by the Administrator and according to SIF procedures;
- Collect
the monthly statement of Bank Accounts and prepare reconciliation
documents;
- After
monthly closure sending of accountancy to regional office;
- Fill
properly the monthly reconciliation form for each cash and bank, to be
signed by the regional administrator/ Field co.
Cash management
- Supervise
the cashbox and accounting management. Line management has the right to
verify randomly the cash box balance;
- Prepare
cash projections and coordinate with the Regional office for fund
transfers;
- Check
the Invoices, process all approved advances, payments and record the information
and transactions in cash book;
- Daily
update of cash books;
- Withdraw
from the bank account under Filed co or Head of Mission request;
- Close
the cashbox and cash book on the last working day of each month and do
physical cash count with field co and send to regional office.
HR management
- Support
the regional administrator in the contractual placement of the human
resources and keep the records of field based staff updated;
- Organize
administrative briefing for all new field employees;
- Keep
track of paid leave/holiday/overtime/compensation and R&R for the
staff based in field bases;
- Make
payment of salaries to Casual workers;
- Participate
to all other aspects related to HR management (Evaluation follow up,
disciplinary procedures etc);
- Work
as liaison between staff and regional administrator and/Field Coordinator
in order to smooth any problem and maintain a high standard of HR
management.
Administration
- Pay
suppliers under Program Coordinator, Field co or Regional Administrator
request and double check the acceptability of the expenditure;
- Support
the Logistics Department in filling the yearly office assets inventory;
- Develop
administrative training for the staff when needed.
- Ensure
respect and implementation of SIF administrative procedures in the base;
- Ensure
the full confidentiality regarding financial and human resource
information.
Reporting
- Provide
weekly, HR & finance report to the Field co / Regional administrator.
Coordination
- Ensure
and facilitate the communication and information sharing within the team
and the department, and contribute to the team responsibilities;
- Work
in close collaboration with other departments.
Others
- Undertake
all other duties that may be determined by the regional administrator
and/or Field Coordinator and that are compatible with the job.
Profile Required:
- Qualification:
Minimum bachelor’s degree in Finance/Administration or equivalent in
accounting, management, Administration.
- Languages:
Fluent English, Fluent Kiswahili.
- Computer
skills: Excellent knowledge of Word and Excel.
- Professional
experience: 3-4 years in a similar position, preferably with an INGO.
- Qualities
required: Rigour, dynamism, honesty, interest for humanitarian issues.
Please submit your application (CV, cover letter, references) at
the attention of: apply.sif@gmail.com thanks to use basic excel, word or PDF
format) not later than 31st August, 2014.
Please clearly mention the position title in the subject line.
Women and Minority groups are encouraged to apply.