Terre des hommes Foundation
Job title: Logistics, Administration and Finance Manager
Job title: Logistics, Administration and Finance Manager
Location: Nairobi,
with frequent visits to Garissa County project locations; regional travel
according to work requirements
Supervisor: Country
Representative
Background: The Terre des hommes Foundation country office
programmes are concentrated in two main target areas: Garissa County (Dadaab
refugee complex, for child protection services, and rural areas in Garissa
county in the health sector) and in Nairobi (child protection).
General Responsibilities
Overall operations (finance, administration, human resources, logistics, and information technology and communications (ITC)) responsibility for Tdh intervention in Kenya under the direction of the Country Representative, with the support of the operations teams, in collaboration with the Garissa Head of Office, programme and support managers, and with guidance from Tdh HQ Administration and Logistics specialists.
The incumbent will conduct his or her duties in respect of the Charter of Terre des hommes and the Tdh Child Safeguarding Policy.
Terre des hommes expects that its contractors’ professional conduct reflect proper behaviour in accordance with local culture and traditions. The incumbent assures the moral protection of the name of Terre des hommes and upholds in all circumstances the interests of the organization.
Tdh intervenes without any affiliation to politics, religion or financial profit. The incumbent will direct his or her activities and engagements without preoccupation of political, racial or religious affiliation.
Specific Responsibilities
Line Management
- Supervise Nairobi-based finance,
administration, human resources, and logistics staff.
- Provide technical support to field-based
finance, administration, human resources, and logistics teams in
collaboration with line managers.
Financial Management & Accounting
Budget and Financial management
- Ensure implementation of Tdh and donors'
finance rules.
- Ensure Tdh budget monitoring (real cost
analysis, monthly budget follow up, quarterly forecast, etc.) and donors’
contracts management.
- Follow-up Tdh budget breakdown in close
collaboration with the Country Representative and programme/project
managers.
- Coordinate on a monthly basis with senior
management for budget follow up.
- Participate in the design of the budgets in
order to forecast the needs for future projects.
- Participate in grants management and follow up
meetings.
- Facilitate all financial aspects of audits
(statutory local, donor, ad hoc, etc.).
Treasury management
- Plan cash needs and organise and monitor cash
flow between HQ, the delegation and the country office project locations.
- Monitor all country office bank accounts.
- Joint responsibility on cash withdrawal with
the Country Representative (Nairobi accounts) and the Garissa Head of
Office (Garissa accounts).
- Consolidate the monthly cash requests and
coordinate with the Project Managers on the quarterly forecasts.
Accounting management
- Manage and follow-up bank account activity
including monthly reconciliation.
- Verify filling/stamping of the accountancy
documents.
- Check the allocations and posting in Saga
accounting system.
- Prepare and consolidate monthly accountancy
closure (including donor expenditure allocation) to be sent to HQ
(electronic files, scanned docs).
- Update the allocation board to support admin
in the allocation in Saga accounting system.
Administration and logistics
- Verify the correct utilisation of
administrative forms (quotations, purchase request, sold notes, etc.);
update them as necessary.
- Ensure the application of the security
schedule for purchases and payments authorisations.
- Provide accountancy information necessary for
the asset inventory management.
- Support the logistics team in the stipulation
of contracts for vehicles and premises rental; ensure payment of
contracts.
Logistics
- Responsible for office/guest houses
maintenance (water, electricity, generator, painting, etc.) for all Tdh
premises.
- Responsible for the equipment maintenance
(computers, printers, photocopiers, fridges, generators, etc.).
Project support
- Provide punctual support to programme activities
through provision of needed supplies and equipment, performance of
maintenance in the projects’ facilities, and other logistics needs arising
during implementation.
Procurement
- Responsible for the correct implementation of
Tdh procurement and supply chain procedures in compliance with donor
requirements.
- In coordination with the Programme staff,
ensure forecasting of purchases and material delivery (for office and
project sites’ needs).
- Lead and support in monthly logistics budget
forecast planning and monitoring of expenses.
- Coordinate with the Programme staff for
monthly follow-up of purchase requests.
- Responsible for coordination of transport of
all supplies and equipment to and from site in Garissa County.
Contracts
- Stipulate & manage contracts for vehicles
and all other logistical services, in close collaboration with field
managers.
- Responsible for contracts management (calls to
tender, vehicles, service contracts or miscellaneous rental).
- Responsible for the follow-up on contractual
commitments for the rental vehicle fleet in Garissa County.
Fleet management
- Responsible for vehicle fleet maintenance.
Ensure good state/performance of all vehicles.
- Coordinate with Programme Managers and support
teams on fleet requirements and ensure an appropriate provision of
vehicles.
Stock / Assets management
- Responsible with the field teams for the
correct implementation of Tdh stock and physical asset management
procedures in line with donor requirements.
- Ensure maintenance of transparent stock
management systems including documented monthly inventory controls and
spot checks.
Information Technology and
Communication
- Oversee maintenance of personal computer fleet
(functionality, software licensing, anti-virus, allocation, etc.) in
liaison with logistics staff and IT consultant.
- Responsible for functioning of Tdh internal
and external communications network and equipment (VHF radios, HF radios,
mobile phones, Inmarsat phones, Internet service).
- Responsible for training staff on the use of
communications equipment.
- Ensure that all the necessary official
procedures and tax payment are followed by Tdh for the use of the VHF and
HF system.
- Implement country office ITC policy in line
with HQ guidelines; train staff as appropriate.
Corporate Policies, Management Systems
and Procedures
- Adhere to and contribute towards promoting the
Terre des hommes Charter, Code of Conduct and Operating Principles.
- Ensure the implementation of transparent
finance, administrative, human resource and logistics procedures, as
defined in Tdh Regulations.
Administrative procedures and liaise
with authorities
- Ensure the implementation of proper procedures
for expatriate visas and work permits.
- Ensure compliance with Kenyan administrative
regulations. Liaise with legal counsel as needed.
- In coordination with the Country
Representative, guarantee that all formalities required by the government
are prepared properly, kept up to date, and presented punctually.
Human resources management
- Monitor the national staff recruitment process
in line with Tdh procedures and Kenyan Labour Law.
- Draft finance, administrative, HR and
logistics staff job descriptions ensuring adherence the needs of the
mission and consistency across work locations.
- Assist the managers in staff resource
planning: job descriptions, recruitment, induction and training for all
staff as appropriate.
- Lead in the recruitment of national operations
staff.
- Manage (day to day activities, working hours,
presence planning, etc.) and evaluate staff, encouraging effective team
work and providing supervision and guidance.
- Prepare payslips for national employees.
- Update and follow national staff work
contracts.
- Ensure the national staff database is up to
date, according to Tdh guidelines (sick leave, vacation, basic salary,
personal details, contact, etc.).
- Ensure compliance and maintenance of the
country office staff regulations and internal policies.
- Ensure the regular updating and transparent
management of the country office salary scale.
- Ensure that project managers conduct
disciplinary and grievance procedures and exit interviews consistently, as
necessary.
Capacity
building
- Evaluate finance, administration, human
resources, and logistics staff capacities and make recommendations for
delivery of trainings utilising internal or external resources.
- Identify the training needs and gaps
(individual and collective) for the national finance, administration,
human resources, and logistics staff and implement a training plan.
- Mentor all staff in the areas of finance,
administration, human resources, and logistics.
Coordination
- Closely coordinate with the senior management
team (Country Representative, Head of Office and Managers).
Representation
- Attend or delegate attendance to relevant
inter-agency coordination meetings as required.
- Act as Country Representative when duly
delegated.
Reporting
- Produce and submit to the Garissa Head
of Office and the Country Representative a monthly situation report and
admin pack.
- Ensure timely submission of monthly Situation
Reports by national operations staff.
- Coordinate, prepare and elaborate financial
and donors’ reports for submission to the Country Representative and
Garissa Head of Office.
Child Safeguarding
Policy
- Commit to respect the Child Safeguarding
Policy.
- Commit to ensure the best implementation
possible of the Child Safeguarding Policy in Kenya, including
participation in annual audit, and reviews and updates of action plan.
- Commit to inform the Country Representative
and/or the Child Protection Programme Manager and to deal with any case of
any allegations or possibility of transgression, even potential, of the
Child Safeguarding Policy.
Others
- Undertake all other duties that may be
determined by the Country Representative and that are compatible with the
job including similar responsibilities at a regional level.
Requirements:
- Proven experience in accountancy and financial
auditing
- Strong budgeting and financial management
skills
- Professional level in SAGA accounting software
- Significant knowledge and experience in
logistics management and procurement procedures
- Significant knowledge and experience in human
resources management
- Basic knowledge of HOMERE HR and pay slip
management software
- At least 5 years’ experience in a similar
position
- Significant knowledge of international
humanitarian response and development work
- Degree in accounting; economics, or political
science
- Excellent written and spoken English
- Advanced IT skills
Qualified Kenyan national candidates
are highly encouraged to apply.
A Swiss employment contract would be
offered to any successful international candidate.
A Kenyan employment contract would be
offered to any successful Kenyan national candidate due to compliance
requirements with local laws.
Interested candidates should apply online at www.tdh.ch
