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NGO Jobs in Kenya - Centre for Victims of Torture (CVT)

Organization and Program Overview: The Centre for Victims of Torture (CVT) is an international non-governmental organization based in Minneapolis, USA. 

Founded in 1985, CVT was one of the first organizations in the US dedicated to providing care and rehabilitative services to survivors of politically motivated violence and torture, earning international recognition as a provider of psychosocial training and direct services.  

Since then CVT has worked in Guinea, DRC, Sierra Leone and Jordan. 

The goal of CTV is to heal the wounds of persons affected by torture and to stop torture worldwide. 

CVT Kenya has offices in Dadaab and Nairobi, to address the mental health needs of survivors of torture, violent conflict and SGBV. 

Position Title:
 HR / Admin Assistant

 Dadaab, Kenya

Reports to:
 Hierarchically to Field Coordinator and functionally to the HR/Admin Officer 
In Nairobi

General Position Summary:
 The Human Resources Assistant will assist with the administration of the day-to-day operations of the human resources functions and duties. 

The HR assistant will carry out responsibilities in some or all of the following functional areas: Management of personnel according to CVT Policy and Kenya Labour Law, Management of the communication system of the Dadaab office, leave administration, orientation among other responsibilities. 

Essential functions include [but are not limited to]:
  • Respect the Kenya Labour Law and CVT Kenya staff policy when dealing with matters related to human resources.
  • Management of personnel files:  Open new personal files for each new staff. Ensure that all personnel files have all documents deemed important for each staff. Organize the employee personnel files into sections for easy retrieval of documents. Ensure HR cabinets are lockable and are safe to keep HR personal files. Organize the filing system by ensuring that all files are labeled, and old files are archived.
  • Instrumental in providing technical and administrative support in recruitment activities including identifying vacancies, confirming specifications and availability of resources, drafting advertisements and liaising with the main HR office for the vacancies to be advertised
  • Effectively participate in and coordinate the interview process as a panelist, recording minutes and ensuring that the selection process is comprehensively done and concluded as per CVT HR policies and guidelines and The Kenya Labour Law.
  • Facilitate orientation and related on-boarding procedures for all new staff, plus continuously review and update the induction package to ensure it is up to date;
  • Ensuring all departments carry out the performance management processes as scheduled, while providing technical support to the line managers and staff on the process/ tools. 
  • Prepare and update monthly staff contact Submit to Nairobi office as required.
  • Prepare daily staff headcount report using information from staff movement, and staff headcounts and submit a report to FC on weekly basis.
  • Examining employee performance records to identify areas where employees could improve through job skills training or employee development, such as seminars or workshops on leadership techniques. Advise management on staff professional development. 
  • Prepare employee separation notices and related documentation, and conduct exit interviews to determine reasons behind separations.
  • Investigate accidents and prepare reports for insurances.
  • Coordinates Safety Committee meetings and acts as Safety lead person.
  • Open files for all staff Prepare and keep a log book for timesheets and daily working hours.
  • In collaboration with the Nairobi HR/Admin Officer, Finance Officer and Finance Controller, follow up the performance of the medical service provider (insurance) for CVT Dadaab staff. Make recommendations on improvements to medical scheme. Coordinate with insurer on presentations related to the policy. Follow-up on refunds.
  • Make sure each staff member understands the CVT Kenya Policy Manual and is aware of his/her rights and obligations related to the contract. Conduct information sessions of the policy before staff members sign contracts.
  • Protect the confidentiality of personnel and individual information.
  • Play a key role in conflict prevention, resolution and management  and Record proceedings during disciplinary hearings
  • Prepare a peaceful working atmosphere. Manage housekeeping and space planning.
  • Assist the Nairobi HR/Admin Officer to make travel arrangements for staff and visitors on ECHO and UNHAS flights to and from Dadaab.
  • Reviews leave applications, update the leave history as well as manage the leave schedule and prepare the schedule for R and R.
  • Take lead in organizing official functions in identifying suitable venues and sampling appropriate services at competitive rates. Take lead in team building.
  • Management of Communication system in the Dadaab project: Management and the distribution of communication to staff and other CVT locations as appropriate.
  • Prepare and distribute any memo related to the Personnel.
Qualifications & Competencies:   
  • A Bachelor’s Degree or Higher Diploma in Human Resource, Business management or a related qualification from a recognized institution.   
  • Minimum 3 years professional experience preferably in an international organization.
  • Sound knowledge of Kenya Labour laws
  • Ability to maintain confidentiality
  • Ability to work effectively with diverse groups and establish and maintain collaborative relationships with project partners and staff. Must be highly organized
  • Computer literate with ability to use Microsoft Office packages & any HR management system
  • Ability to take initiative and work independently
  • Commitment to and understanding of CVT’s vision, mission and values.
  • Good inter-personal skills; possess the ability to interact with all levels of staff as well as both internal and external clients.
  • Proven ability to organize, prioritize and complete work under tight deadlines.
  • Analytical skills and problem solving skills

Position Title: Finance Controller
Location: Nairobi, Kenya

Objective: The Finance Controller main functions are to efficiently and effectively coordinate the financial functions of the organization in order to meet the overall CVT’s goals.

Report to: Hierarchically to Country Director and functionally to the HQ Grants Accountant.

Main Duties and Responsibilities include but are not limited to:
a) Finance
  • Systems, Compliance and Procedures: Ensure the existence of proper financial systems that facilitate the recording and production of accurate financial reports, meet CVT’s internal control requirements and safeguard its assets.
  • Ensure that financial procedures are followed by all programs, and systems developed to accommodate the needs of those programs
  • Continually review and manage implementation of financial management strategies, policies and procedures.
  • Continually seek ways to improve the financial procedures/policies of CVT Kenya.
  • Stay abreast of changes to the country’s legal system as they affect payroll and taxes.
  • Continuously review and communicate cost control systems and procedures, including expenditure and  authorization protocols and monitor operations to ensure compliance
  • Ensure compliance with taxation and statutory requirements including preparing and managing VAT, PAYE and other statutory requirements. Document practices including updating finance and procurement manuals in consultation with the Country Director and HQ.
a) Budgeting and Reporting
  • Coordinate the timely, accurate and complete annual budget and revisions
  • Monitor expenditures against budgets and highlight/address expense over run
  • Prepare financial reports, both internal and for donors according to internal and donors’ standards and policies
  • Perform timely and accurately posting of budgets and journal entries
  • Oversee cost allocation systems in accordance with donors’ regulations
  • Verify system’s reconciliation and verifying system’s balances
  • Verify monthly bank reconciliations by the 10th of each month
  • Meet with the Country Director on a monthly basis to review overall performance and implementation levels and discuss short term strategies
  • Report monthly on the financial status of programs to the Country Director
b) Cash Management (Petty cash management is carried out by a different staff)
  • Consolidate monthly cash requirements for all locations and ensure timely information of the Country Director.
  • Ensure smooth cash flow between HQ, country office and the field offices.
  • Signing of petty cash for field operations.
  • Prepare monthly Nairobi cash forecast along with the Management Team.
  • Ensure journal entries related to petty cash are posted in a timely manner.
c) Auditing
  • Lead the preparation of internal and external audits and financial reviews.
  • Review and address questions and concerns from auditors in consultation with the Country Director.
  • Work with designated staff to ensure documents supporting monthly expenditures are copied and mailed to HQ in a timely manner for HQ’s internal audit.
d) General Duties
  • Ensure good internal and external communication with all stake holders including CVT HQ Grants Accountant, auditors, partners, funders, etc.
Qualifications & Competencies
  • Demonstrated strong ethical values at prior employment, strong attention to details and ability to follow instructions
  • Minimum BA degree and CPA in Accounting or similar; 
  • At least ten years of relevant work experience;
  • Preferred:  Experience managing US Government funding and familiarity with compliance requirements;
  • Computer proficiency in Microsoft Office (Word and Excel);
  • Good team player and able to work independently;
  • Strong attention to details and ability to follow instructions;
  • Excellent people management skills;
  • Strong organizational and analytical skills;
  • Good communication and problem solving skills.
General Conditions:  
  • Is strictly committed to respect CVT’s confidentiality policy and to not use any information that s/he will know about CVT’s policies, procedures, and clients outside of CVT and to not approach (potential) clients for their involvement in CVT activities without prior approval of CVT’s supervisor
  • Maintain neutrality regarding any sensitive issues such as religion, minority or political affiliation;
  • Strong commitment to serve beneficiaries of CVT’s project regardless of their religion, gender, minority affiliation or political background
How to Apply:
Interested candidates are requested to email their application letter and attached updated CV including Telephone contact and email of 3 referees to

To ensure timely review of your credentials, please insert “Finance Controller” in the subject line of the email, not later than On Friday 23rd September 2016.

Only shortlisted candidates will be contacted for interviews.

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