Vacancy for Administration Officer
Duty Station: Dadaab
Reporting To: Program Manager
Project Background / Description:
Since 1999, FilmAid has used the unique power of film to reach large numbers of vulnerable communities with critical information in a compelling visual format, overcoming language and literacy barriers. FilmAid uses films that are both educational and entertaining to draw audiences’ attention to subjects of vital concern to their health and well-being.
FilmAid International has operational presence in Dadaab refugee camp and is
one of UNHCR’s Implementing partners. Currently FilmAid is implementing a
variety of projects with funding support from UNHCR and the US government
through Bureau of Population and Migration (BPRM). These projects generally correspond
to FilmAid’s core response areas of Health, Protection and Community services
and involve production and dissemination of various videos.Duty Station: Dadaab
Reporting To: Program Manager
Project Background / Description:
Since 1999, FilmAid has used the unique power of film to reach large numbers of vulnerable communities with critical information in a compelling visual format, overcoming language and literacy barriers. FilmAid uses films that are both educational and entertaining to draw audiences’ attention to subjects of vital concern to their health and well-being.
The large influx of new arrivals due to the ongoing drought afflicting the Horn of Africa and the insecurity in Somalia has led to increase in mortality rates among under 5’s as well as an increase in acute malnutrition figures, prompting UNHCR to declare an emergency and institute a rapid response.
UNHCR has also revised its registration protocols and introduced registration/reception centers in all the three camps as part of coping with the massive influx. FilmAid has been co-opted into the technical committee overseeing this response and proposes to respond by developing and disseminating a New Arrivals Information Kit targeting approximately 180,000 newly arrived refugees by the end of the project period.
FilmAid is looking to recruit an Administration Officer to coordinate and provide support in Human Resource, Administration, Logistics and finance support to the team on ground.
Key responsibilities:
Finance Support
- Receiving
invoices and raising payment requests
- Management
& maintenance of petty cash in the office
- Processing
and submitting the cash books to Nairobi office within the stipulated
timeline
- Help
in preparation for internal audits and financial reviews by management and
donors
- Help
in preparing for annual external audit
Office Administration
- Perform
day-to-day administrative duties as assigned including receiving of FAI
visitors and answering the telephone
- In
charge of receiving & redirecting of office mails, including
organizing for collection of mails from the Nairobi and dispatch of the
same.
- Maintaining
a communication list of all focal persons of agencies operating in Dadaab
- In
charge of office outlook: cleanliness & organization
- Ensuring
proper working of office utilities
- Maintain
absolute confidentiality of all information that he may have access to in
the execution of his duties
- Develop
and maintain an accurate and efficient filling system
Travel Arrangements
- Arranging
flights, transport and accommodation for staff and visitors on travel
- Arranging
all travel documents for staff and visitors and advising them on all
issues that relate to traveling including liaising with the relevant
government offices
- Ensure
all staff are abiding by organization’s travel regulations
HR administration Support
- Maintain
the leave schedule for Dadaab Office
- Maintaining
an up to date emergency contact list of all Dadaab staff
- Providing
all basic information to new staff
- Represent
FAI in all administrative related task forces in Dadaab
- Be
familiar with Code of Conduct, guide staff as necessary and report to
management any breaches of the Code if the situation arise
Requirements:
- Must
be a Kenyan nationality
- Certified
Public Account (CPA) part II
- Diploma
in Business Administration, Human Resources or logistics from a recognized
institution
- At
least 3 years experience in Accounting and/or logistics department
preferably with a humanitarian aid organization
- Proficiency
in MS Word, Excel and at least one computerized accounting system.
Knowledge in Quick Books will be an added advantage
- Ready
to work with minimal supervision with ability to work both independently
and as part of a team
- Ready
to work for long hours in a hardship area
- Team
player, excellent interpersonal, organizational, multitasking and
communication skills
- Commitment
to humanitarian principles and action
Please email applications with only cover
letter, CV and 3 references by 6th October 2011 to: jobskenya@filmaid.org
Only short-listed candidates will be notified
Only short-listed candidates will be notified
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