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.
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
Location: 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.
Position Title: HR / Admin Assistant
Location: 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]:
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:
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 cvtkenyajobs@gmail.com
Interested candidates are requested to email their application letter and attached updated CV including Telephone contact and email of 3 referees to cvtkenyajobs@gmail.com
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.
Only shortlisted candidates will be contacted for interviews.