Job Title: Finance Base Administrator
Hiring Organization: Action
Against Hunger International
Location – Locality: Nairobi
Location – Region:
Industry: Humanitarian
Job Type: Full
Time
Salary: KES
Date Posted: 04/17/2024
About
Action Against Hunger International
Founded in 1979, Action Against Hunger International (ACF) is an
international humanitarian recognized in the fight against hunger. ACF mission
is to save lives through the prevention, detection, and treatment of
malnutrition, especially during and after emergency situations and conflicts.
Helen Keller International (HKI) was founded in 1915 and is dedicated to saving
the sight and lives of the most vulnerable and disadvantaged. HKI aims to
combat the root causes and consequences of blindness and malnutrition by
establishing programs based on evidence and research in vision, health and
nutrition.
Activity 1 : General Finance
- Responsible for
finance at base level,
- To ensure proper
implementation of Action Against Hunger’s financial rules and procedures.
- Responsible for
the financial authorization of the expenses done on the base in compliance
with financial procedures and monthly cash forecast
- Record all
working advances in the advance book and follow up on their clearance by
staff on a timely basis.
- To ensure that
each cash & bank transaction is justified by an appropriate
invoice/receipt, and to ensure the quality of receipts (name, patent no.,
stamp, description, date, amount, etc.)
- Responsible for
proper & regular filing of all finance documents at the base.
Activity 2 : Budget Management
- Where required
and in consultation with the Field Coordinator-Mandera, provide inputs to
budget proposal design and procurement plan design.
- Check
availability of funds for all activities and expenses- validate the
procurement requests and SPOs
- Hold monthly
Budget Follow Up(BFU) meetings at base level and communicate feedback to
Nairobi Finance office
- Ensure that
correct budget lines are used for each activity & expenses- link to
PFU and BFU
Activity 3 : Cash & Bank Management
- To ensure
respect of Action Against Hunger’s finance procedures and Cash Management
Policy at the base level.
- Monthly cash and
Bank reconciliation
- Ensure
safekeeping of Action Against Hunger funds and assets
- Make cash count
at least once a week and also at the end of each month (in writing)
- Consolidate the
base cash forecasts. Ensure liquidity at base level- sending balances to
Nairobi, follow up on transfers to bases
- Ensure base
expenditures are in line with the approved cash forecast, analyze
discrepancy between actual expenditures and cash forecast
Activity 4 : Sylogist
- Record all
transactions in the Sylogist cashbook in full respect of internal rules.
This cashbook & bank book must be updated on a daily basis to be able
to verify the physical bank & cash balance at any time.
- Ensure that
correct budget lines are used for each activity & expenses- link to
PFU and BFU
- Accountable for
the Sylogist monthly closing: check all books and transmit all documents
before the 4nd of the following month to Nairobi finance team.
- Objective 2:
MANAGEMENT OF THE HUMAN RESOURCES AT THE BASE
Activities
under this objective include:
Activity 1 : Administration of Employment practices
- To ensure the
implementation of the staff regulation in the base,
- To ensure the
proper communication within the base concerning administrative issues,
- To implement all
HR procedures, projects and initiatives in the base and to propose to the
Head of Base on new procedures where required,
- To maintain an
accurate staff database of the staff in Isiolo, management of leave to
include leave plans and leave follow up
- To ensure the
Payroll Alteration Forms are remitted to Nairobi HR on the 15th of every
month for payroll processing.
- Responsible for
all HR filing in the base to include recruitment files, personnel files
etc.
Activity 2: Employee Resourcing
- HR Planning,
Recruitment& Selection, Induction& Orientation in collaboration
with the Head of Base, participate in the recruitment and selection
process at the field level to include preparing JD’s, job adverts,
receiving and sorting applications, preparing interview materials,
interview schedules, contact candidates for interviews and help set up for
interviews.
- Working closely
with the HR Manager, prepare recruitment documentation to include the
recruitment matrix and conducting reference checks to assist the Head of
Base in the orientation and induction of new staff at the base. This
includes, preparing an induction schedule for new staff, collecting all
documents from new employees as per the employee personnel checklist and
opening employee personnel files for all new employees as well as
assisting in conducting comprehensive HR induction at base level.
- In consultation
with the Head of Base, advise on staffing needs including need for new
hire and/or reduction.
Activity 3 : Employee Relations
- Responsible for
staff welfare at the base level to include but not limited to staff
meetings, medical, contributions etc.
- To ensure that
each disciplinary action is justified, compliant to the law and staff
regulation, and validated by the Head of Base in conjunction with HR
Nairobi.
- To prepare for
the base all proposition regarding changes in the HR policy, i.e. food
baskets, organization chart, comments on the salary grading structure and
to be communicated to the Head of Base who will liaise with other
coordination
- Be a change
champion for HR initiatives and projects at the base level
- Working closely
with the Head of Base, assist in the implementation of HR projects and
initiatives at the base level
Required
Education:
- Degree in
business related Field: Finance/Accounting.
- Professional
qualification of CPA will be added advantage
- Basic knowledge
of and interpretation of the Kenyan labour laws
Preferred
Skills/ Competencies:
- Excellent
analytical and writing skills.
- Problem Solver.
- Compatibility
for both independent and team work.
- Persuasive and
confident communicator, able to deal with senior colleagues throughout the
organization.
- Persistence and
assertiveness combined with tact and diplomacy
- 3 -5 years’
experience in busy organization or Nonprofit organization
- Demonstrated
flexibility and or adaptability.
- Excellent
organizational and planning skills
- Good writing
skills.
- Good management
and representation skills.
- Good
interpersonal skills
- Strong
leadership skills
- Ability to work
in a high pressured environment
Reporting
responsibilities
- Base Treasury
and Cash Count,
- Monthly
accountancy and supporting documentation
- HR monthly
reports
- Payroll
Alteration forms