For its new program in Ijara district, the Solidarity Islamic
France, is seeking a
Logistic / Security Officer
Start date: 15 August 2012
Based in: Masalani (Ijara district)
The Logistics and security Officer is responsible for
supervising logistic of the SIF offices (procurement, equipment and
communication system, vehicle fleet) and ensuring security and safety of team
and SIF property.
In short, the logistic/security officer is responsible of:
1.
Providing the SIF program with adequate and defined
logistics support
2.
The respect of the SIF logistic procedures by all SIF employees
as per guidelines.
3.
Managing efficiently the logistic team.
4.
The respect of security rules and hardware used by SIF employees
as per security guidelines and in collaboration with the field coordinator.
Objectives:
1. Ensure SIF logistic service are efficiently managed and procedures are respected/logistic document properly archived:
1. Ensure SIF logistic service are efficiently managed and procedures are respected/logistic document properly archived:
Supply chain:
·
Ensure that all procurement documents for each purchase/contract
are in respect of SIF procedures and properly archived.
Equipment management
·
Enter all assets in the SIF inventory whenever new purchases are
done. Maintain accurate inventory of funded activities and assets. Update the
inventory on a regular basis.
·
Supervise allocation and use of equipment by SIF employee (use
of allocation sheet for each staff).
Communication tools management
·
Responsible (maintenance, repair, contract and allocation) of
all communications system: landline; internet; mobile phone and radio. Train
staff on proper use of communication tools.
Vehicles and movement
·
Ensure and supervise the vehicle fleet; set up vehicle tracking
system (movement planning and recording movement). Ensure with drivers, cars
and equipment for off road are in good conditions.
Building and rehabilitation work
·
Develop and monitor any work contract (construction,
rehabilitation and maintenance according to lease contract).
·
Identify needs for repair/rehabilitation/construction and hire
relevant casual or contractors.
2. Ensure logistic service is properly coordinated with program
teams
·
Meet regularly with program team to define needs/seek clarification.
·
Follow up and keep track of all orders made and goods issued to
requesters.
3. Ensure the logistic team is properly managed
·
Maintain clear rules and regulations for the guards and drivers
on SIF duty.
·
Draw up a work plan for all DRC logistic staff and ensure smooth
management.
4. Security Management
·
Responsible of organizing and managing the security of persons,
goods and property.
·
Implement and ensure that clear security rules/regulations and
procedures (DRC security plan) are respected by all DRC staff, contractor and
guest.
·
Ensure that relevant recommended equipment e.g. first aid kit,
fire extinguisher, tyre changing equipment and card containing emergency call
numbers is available.
Management
·
The Logistic/Security officer reports to the Field Coordinator.
·
The Logistic/security officer manages and supervises the
drivers, watchmen and casual workers.
Requirement:
·
Relevant diploma or equivalent in the logistic sector (Supply,
transport, procurement, warehousing, ICT, or other relevant)
·
At least 4 years of relevant field experience in the logistic
sector with NGO and/or UN agency.
·
Proven experience of large and various purchase through tender
(sample/reference will be asked).
·
Proven experience in security management – implementation of
security plan.
·
Highly motivated to join a new INGO in Kenya; Pro active and
able to work independently.
·
Proven experience in team management and team player in a larger
team.
·
Proficient in Microsoft pack office and communication system (IT
studies a plus).
Deadline for applications: Send Cover letter
and CV to apply.sif@gmail.com before 30 July 2012.
Human Resource / Finance Manager
Start date: 15 August
2012
Based in: Masalani (Ijara district)
Responsibilities:
The Finance and HR manager is responsible for supervising human resources and finance of the field offices (employee files, HR regulation, salary payment, accountancy, archiving supporting document, contract payment) according to SIF internal procedures and donor requirement.
In short, the HR/Finance manager is responsible of:
·
Ensure proper booking of expenditure in respect to SIF
regulation and budget availability.
·
Proper archiving of expenditure/cash book per project and month.
·
Proper update of human resources document (attendance, leave,
salary etc.).
·
Control proper procurement procedure before approval of expenses
·
Ensure that line manager and staff are respecting SIF Human
resource policy (leave policy, appraisal evaluation etc.)
Objectives:
1. Finance and cash book
1. Finance and cash book
·
Update cash books according to budget plan and archive
hardcopies in files. Close account and perform systematic check- bank
reconciliation.
·
Make and/or order payment according to forecast and purchase
request – ensure efficient cash flow.
·
Compile all finance documents at field level and liaise with
country administrator.
2. Accountability and compliance
·
Check the eligibility of invoices submitted for payment
(compliance with purchase order, delivery note, required information) ;
·
Ensure that all procurement procedures are respected in
collaboration with logistic officer.
·
Ensure that procurement is done with relevant
authority/threshold and budget holder (right signatures are appended)
3. Manage efficiently administrative matters at field level:
·
Manage and archive contracts: rental, staff, and purchase.
·
Ensure Kenyan government regulations for NGO are applied and
respected – Liaise with local authorities for all administrative matters.
·
Manage guesthouse and office’s staff and caretakers in
collaboration with logistic officer.
4. Ensure application of SIF HR guidelines:
·
Provide monthly employee report/matrix (leave, absence, sick,
warning, overtime etc.)
·
Ensure code of conduct and SIF HR regulations are respected and
procedures applied.
·
Support field coordinator in HR issues as required.
Management
·
The HR/Finance manager reports to the Field Coordinator.
·
The HR/Finance manages and supervises the guesthouse staff.
Requirement:
·
Relevant diploma or equivalent in the accounting sector
(Business/Administration, Accounting and finance, or other relevant)
·
At least 4 years of relevant field experience in the accounting
sector with NGO and/or UN agency.
·
Proven experience of large and various purchase through tender
(sample/reference will be asked).
·
Proven experience in managing cash flow and cash books.
·
Highly motivated to join a new INGO in Kenya; Pro active and able
to work independently.
·
Proven experience in team management and team player in a larger
team.
·
Proficient in Microsoft pack office and communication system (IT
studies a plus).
Deadline for applications: Send
Cover letter and CV to apply.sif@gmail.com before 30 July 2012.
