Administrative Secretary (Northrift Region)
Accountant
Senior Program Officer
Main Purpose Of The Job
To provide administrative and secretarial support to the
Regional Office.
Responsibilities
·
In charge of the Regional office’s
secretariat: i.e. documentation, record keeping, and typing reports, office
stationery purchases, telephone, fax, and e-mail communication and minute
taking.
·
In liaison with Regional Coordinator,
ensure the proper maintenance of Regional motor vehicle(s).
·
As a key staff in the Regional
office, maintain cordial relations with the membership, stakeholders and other
publics that interact with the office.
·
Enhance the Council’s image by
ensuring that Regional office are kept clean and tidy at all times.
·
Maintain the Regional office diary.
·
Maintain petty cash, office float and
do the necessary banking duties.
·
Prepare bank reconciliations
·
Provide support to Regional office
staff in the areas of travel arrangements and other administrative issues
·
Perform any other duties that may be
assigned from time to time by the management.
·
Perform any other duties as may be assigned
by the management from time to time.
Qualifications
Level of Education/Academic Qualification
·
At least Form IV – KCSE or
equivalent.
Specialised Training/Professional Qualifications
·
Diploma in Secretarial Studies;
Diploma in Business Studies, CPA I
Other Competencies/Abilities/Skills Required
·
Computer literacy.
·
Excellent communication and writing
skills.
·
Strong organizational, office and
time management skills
·
Excellent interpersonal skills and
professional demeanor.
·
A good sense of integrity and confidentiality
·
Dynamic and proactive
·
Good command of English and
Kiswahili.
·
Ability to work with minimum
supervision.
Relevant Job Experience
·
At least 3 years’ experience in a
similar position.
Accountant
Main Purpose Of The Job
To maintain accurate accounting records and ensure compliance
with established internal controls in the project.
Responsibilities
Prudent Management of project funds
·
Prepare weekly cash flow forecasts
against project needs and budget
·
Prepare cash request on the basis of
planned activities, expenditure and commitments as per budget lines
·
Prepare monthly bank reconciliations
on or before 10th of every month
·
Conduct monthly cash count and
prepare cash certificates
·
Verify authenticity of various
payments, ensuring proper authorization, support documentation and accounting
to appropriate budget lines.
·
Act as bank Agent in the operation of
NCCK/RSP Bank accounts in Kakuma.
·
Custodian of the Camp accountable
documents
·
Disburse fully authorized floats for
planned activities and follow-up accountability of the same within 48 hours of
completing such activities
·
Ensure spending within the budget
lines by the project implementers
·
Ensure that payments to incentive
workers are fully supported and signed by recipients.
Maintain Records and books of accounts related to Refugee
Services Programmes in Kakuma.
·
Ensure timely keying in of programme
accounting data into the software.
·
Review float returns made and ensure
that they are accurate, complete, properly supported, analyzed and coded
against the budget.
·
Ensure all expenditure returns are
properly captured and posted in respective budget codes.
·
Ensure proper and sequenced filing of
all accounting payment vouchers, supporting documents and Petty cash
reimbursements
Asset Management
·
Ensure that all Camp assets are well
secured and coded
·
Ensure maintenance of an up to date
asset listing stating the location/user
·
Ensure proper handing over and safe
custody of the assets upon staff transition
·
Ensure disposal of assets is in line
with NCCK and UNHCR disposal policy
Financial Reporting
·
Prepare timely Implementing Partner
Financial Report (IPFR) as per the donor guidelines
·
Prepare monthly General Ledger for
updating the Head Office accounting system.
·
Prepare budget vs. actual monthly
income and expenditure report to head office as part of the monthly management
Accounts for the Camp.
·
Participate in budget preparation for
the Camp.
·
Facilitate smooth external audit and
verification of the projects
·
Facilitate monthly reconciliation of
the Camp float account with Head Office
Liaison Role
·
Liaise with Camp Coordinator on all
Project expenditure and cash flows
·
Liaise with UNHCR, NCCK Kakuma office
and Head Office management on all financial matters of the project.
·
Liaise with the Head Office RSP
accountant and Senior Programmes Account on all financial matters.
·
Attend seminars and meetings related
to project work as may be requested.
Leadership Roles
·
Provide leadership in financial
management and stewardship.
·
Carry out occasional visits to
project implementation sites as it may be necessary to confirm the activities
and stock take.
·
Provide Leadership to the Assistant
Accountant
·
Perform any other duties that may be
assigned from time to time by the supervisor.
Qualifications
Level of Education/Academic Qualification
·
At least Form IV – KCSE or
equivalent.
Specialised Training/Professional Qualifications
·
Part qualification professional
accounting qualifications – At least CPA II
Other Competencies/Abilities/Skills Required
·
Strong management and leadership
skills
·
Good interpersonal skills
·
Experience in computerized accounting
system.
·
Must be flexible and versatile.
·
Work under minimum supervision
Relevant Job Experience
·
At least 2 years’ experience in a
similar position.
Authority And Decision Making
·
The position involves making
recommendations to the Camp Coordinator on issues related finances or areas of
work.
Senior Program Officer
Main Purpose of the Job
The position is responsible for leading in the design and
development of NCCK’s Programme in Emergencies and Refugee Services. It will
provide technical support and ensure resource mobilization, management,
administration, monitoring, assessment and evaluation. It is also responsible
for ensuring documentation, sharing of experiences and lessons that enhance
programme accountability to partners and other stakeholders.
Responsibilities
Programme Management
·
Lead in the design, planning and
implementation of strategies, agendas and campaigns at NCCK to support
Emergencies and Refugee Services initiatives and activities.
·
Develop programmes and projects that
will facilitate NCCK initiatives in the area of Emergencies and Refugee
services focusing on disaster preparedness, disaster response and mitigation,
disaster risk reduction and refuges services
·
Gather, analyze and prioritize issues
of humanitarian assistant at the local, national and global levels that NCCK
needs to address in accordance to its specific objective.
·
Work closely with the SPOs to build
the capacity of the regional structure to accompany the membership in building
their capacity to enhance community resilience and humanitarian assistant.
·
Support the development and
implementation of budgets, and ensure monitoring and controls, for the unit.
·
Develop and implement mechanisms for
continuous monitoring of emergencies and refugee services
·
Facilitate the production of quality,
accurate and timely programme reports and documents as per agreements,
requirements and schedules/work-plans.
R2: Resource Mobilization and Fundraising
·
In line with the corporate plan,
facilitate the development of a resource mobilization plan for Emergencies and
Refugees Programmes
·
Facilitate the execution of plans for
resource mobilization and fundraising including the identification of resource
requirements and opportunities for fundraising.
·
Mobilize and raise adequate funds to
meet the approved annual budget targets of the emergencies programmes as per
the Corporate Plan 2019 – 2023.
·
Ensure accurate data and information
relating to emergencies programmes exists to support the development of concept
papers and proposals.
·
Proactively scout for new funding
avenues, research on funding sources and establish strategies to approach
funding agencies in the area of emergencies.
·
Facilitate collection and
documentation of the impact of humanitarian assistant initiatives namely
success and transformational stories and evidence of change to support shared
learning.
·
Build capacity of the regional teams
to mobilise resources for regional specific initiatives on disaster
preparedness, disaster risk reduction, disaster response and disaster
mitigation.
R3: Facilitation of Advocacy and Influencing
·
Support NCCK advocacy, capacity
building on Emergencies and Refugee Services.
·
Work closely with the other SPOs to
facilitate the membership on advocacy related to emergencies & refugee
services.
·
Facilitate early warning
systems/signs, research and study on specific contextual issues affecting the
lives of Kenyans and make available useful information for the effective
function of the membership.
·
Prepare and disseminate information
on outcomes of programs within emergencies and Refugee services and other
relevant results to government partners so as to promote evidence-based
policymaking and programming.
·
Draft talking points, speeches and
statements on the organization’s position on issues that relate to its areas of
focus and interventions.
R4: Relationship Management, Networking and Collaboration
·
Facilitate networking and
collaboration needed to encourage debates and discussions on issues of
Emergencies and refugee services.
·
Represent NCCK in meetings, forums,
meetings, seminar and conferences that are related to the Council’s work and
supports emergencies and refugee services programmes.
·
Develop strategic links and
collaboration with other local, national and international organizations to
deliver common goals relating to campaigns in areas of common interest.
·
Maintain good public relations,
networking and collaboration with other like-minded organizations.
R5: Research, Monitoring and Learning
·
Facilitate research and study on
issues of Emergencies and Refugee Services.
·
Facilitate mechanisms for determining
the quality and impact of emergencies and refugee services initiatives
internally and with other organizations.
·
Support monitoring activities,
baseline surveys, research, studies, external assessments and evaluations and
use findings to improve program management.
·
Support programs to undertake
research on policy matters, build case studies, and assist in conducting
operations research to inform programme work and agendas.
·
Document and use experiences and
lessons to enhance program work and promote learning both internally and
externally.
R6: Management of Staff
·
Responsible for supervision and
management of staff in the unit.
·
Provide leadership, management,
supervision, mentoring and capacity building to staff in the unit.
·
Maintain an effective, committed, and
motivated program team and ensure that staff issues are addressed in a timely
manner.
·
Ensure effective supervision of staff
in the unit, and timely handling of grievance and disciplinary issues.
·
Undertake periodic performance
evaluation of programme staff.
R7: Carry out any other duties and
responsibilities which may be assigned by the Programmes Director from time to
time.
Qualifications
Level of Education/Academic Qualification
·
At least a basic degree in Social
Sciences from a recognized University.
·
Those with qualifications in Project
Management will have an added advantage
Other Competencies/Abilities/Skills Required
·
Strong interpersonal skills.
·
Experience in working with refugees
or marginalized groups
·
Familiar with programme/projects for
community empowerment
·
Skills in capacity building
·
Planning and organizational skills
·
Strong networking skills.
·
Fund-raising skills.
·
Computer Literacy
·
Readiness to work with others in the
programme as a team.
·
Ability to work in a multiple actor
situation
·
High level of flexibility.
Relevant Job Experience
·
At least 3 years related work
experience in a recognized organizations
How to Apply
Qualified and interested candidates should download the
NCCK Job
Application Form (Click
Here to Download). Candidates are advised to STRICTLY send the
application form ONLY, duly filled in PDF format to recruitment@ncck.org indicating job reference number in the email subject
line. The application forms to be received not later than 12.00
on 18th September 2019. Only short listed candidates
will be contacted. Please indicate the position you are
applying for in the subject line of the email