FilmAid
International
Operations
Officer - Kakuma
About FilmAid:FilmAid is an international development and humanitarian communications organization that harnesses the power and influence of media and the arts to respond to emergencies as well as promote social change through dialogue in order to protect the wellbeing of displaced and vulnerable populations by building stronger, healthier, and more informed communities around the world.
About FilmAid:FilmAid is an international development and humanitarian communications organization that harnesses the power and influence of media and the arts to respond to emergencies as well as promote social change through dialogue in order to protect the wellbeing of displaced and vulnerable populations by building stronger, healthier, and more informed communities around the world.
FilmAid
designs and implements communications initiatives on critical health,
protection and environmental issues.
FilmAid’s
Theory-Of-Change is based on the integration of access, creativity and
participation, which drive individual and community change, contributing to
positive social impact.
Underpinning
this approach is collaboration; working together is fundamental to achieving
change.
FilmAid
partners with communities, creators, NGOs, Governments, and the private sector
to ensure a collaborative approach to this end.
Position main function: Efficiently and effectively support the Kakuma Field programmes in managing the Finance, Procurement, Administration and HR functions of FilmAid Kenya.
Main Duties and Responsibilities include but are not limited to:
I. Finance
Position main function: Efficiently and effectively support the Kakuma Field programmes in managing the Finance, Procurement, Administration and HR functions of FilmAid Kenya.
Main Duties and Responsibilities include but are not limited to:
I. Finance
- Lead
the budget preparation, budget revision and budget management for Kakuma
field office.
- On
monthly basis coordinate and liaise with the Kakuma Desk office to review
budget to actual reports to ensure propriety of information
- On
monthly basis, meet with the Field Manager to review budget to actual
reports to ensure propriety of information and provide appropriate advise
to the Field Manager.
- Ensure
compliance with financial policies and procedures by the Kakuma program
- Prepare
for internal and external audits and donor financial reviews as may be
required.
- Prepare
and submit monthly cash projections for Kakuma based on work plans to the
Kakuma Desk Officer.
- Ensuring
timely and complete collection of invoices, placing payment requests,
submitting for payment and follows through on vendor balance
reconciliations with the Desk Officer.
- Maintain
communication and ensure timely payment of suppliers based in Kakuma as
well as obtain relevant documentation for transaction back-up.
- 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.
- Management
& maintenance of Kakuma petty cash and submitting the petty cash
vouchers to Kakuma Desk Officer within the stipulated timeline.
- Provide
support and basic training for administration, outreach, M&E creative
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.
II.
Human Resource Support:
- Ensuring
proper orientation of locally recruited staff.
- Managing
and administering Kakuma staff leave database and records, coordinating
annual leave plans and communicating leave policy benefits.
- Monthly
refugee staff salary processing and submission to the desk officer.
- Co-ordinate
HR activities such as making arrangements for internal staff trainings and
seminars/workshops for Kakuma field office.
- Maintaining
HR records related to employment contracts, performance reviews,
disciplinary actions, employment status and similar records for refugees
and local staff.
- Co-ordinate
all recruitment activities including posting job adverts, scheduling
interviews and ensuring reference checks for refugee and locally recruited
staff.
- Coordinate
and ensure submission of monthly Time and Effort Sheets by staff members
and ensure update and record keeping of the same.
- Maintain
HR records for incentive staff relating to; employment contracts/status,
performance reviews, disciplinary issues and maintenance of up to date
emergency contact list of all incentive staff.
- Supervision
of the Administration & Logistics Officer
- Maintain
absolute confidentiality of all information that he/she may have access to
in the execution of his duties.
III.
General Duties
- Oversee
the development and execution of procurement plans for Kakuma office.
- Support
general finance and procurement processes by researching needed
information.
- Be
proactive in improving skills by keeping up to date with new / latest
development in finance / procurement / administration.
- Ensure
clear and accessible record keeping and filing of all activities and
expenses.
- Ensure
good communication within and outside the project. Represent the project
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.
- Perform
any other financial duties as assigned by supervisor.
Qualifications
and Requirements:
- Qualification
in certified public accounts (CPA) part II or Association of Chartered
Certified Accountants (ACCA) or higher diploma in Finance.
- Working
knowledge in Logistics/supply chain management, Human Resources
Management, Administration or other relevant discipline.
- At
least 4 years’ experience in administration, finance and procurement
preferably with a humanitarian organization.
- Good
understanding of project management cycles and budget allocation/
tracking/reviews.
- Minimum
4 years of involvement in budget management (including drafting,
revisions, reporting).
- Experience
working in a field office and with experience in project planning and
budgeting
- Experience
or knowledge in fleet management, stores management.
- Minimum
4 yrs. experience in coordinating staff travel.
- Must
have supervised at least 3 people and involved in handling various human
resource process and functions within an organization or program.
- Appreciates
cultural diversity.
- Commitment
to humanitarian principles and action.
Competencies:
- Decision-making
and problem solving skills.
- Financial
reporting and budget management skills.
- Ability
to travel and work in hardship areas.
- Strong
interpersonal and people management skills.
- Good
supervision skills, asset and office management skills.
- Ability
to work under pressure and attention to detail.
- Ability
to use various finance programs (QuickBooks, Spread sheets e.g. Excel).
- Excellent
coordination, planning and reporting skills.
- Outgoing
character, honest, reliable and committed.
- Ability
to work alone and in a team.
- Presentable
and personable.
- Hands-on
and detail-oriented.
How to
Apply:
Interested and qualified persons with the required experience are invited to submit their applications with only Cover Letter, CV and 3 references to Email address: jobskenya@filmaid.org on or before 9th September, 2016 and clearly indicate on the subject line as ‘Operations Officer ’ and stating your expected remuneration for this role.
Interested and qualified persons with the required experience are invited to submit their applications with only Cover Letter, CV and 3 references to Email address: jobskenya@filmaid.org on or before 9th September, 2016 and clearly indicate on the subject line as ‘Operations Officer ’ and stating your expected remuneration for this role.
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 contacted.
FilmAid is an Equal Opportunity Employer
Only short-listed candidates will be contacted.
FilmAid is an Equal Opportunity Employer