TASKS AND RESPONSIBILITIES:
As administrative coordinator you are responsible for the legal framework, the accounting, the budget follow-up, the HR management for both the Somali and the Kenyan mission.
More in details you: Legal framework
- Ensure compliance with the formalities required by the government agencies and other local authorities, in Kenya and Somalia in due time
- Prepare the various contracts for HR and reviews the contracts established by other departments
- Are responsible for the preparation and updating of the documents retracing all of the administrative, financial and hr procedures of the mission.
Finance
- Are responsible for the accounting & finance procedures in Bosaso and Nairobi offices and Harm Reduction project in Nairobi and ensures it is in compliance with the MdM HQ policies
- Support the field coordinators for any administrative, accounting and financial issue
Cash management and bank operations:
- Are responsible for the management of the cash holdings
- Are responsible for the management of the bank accounts in Nairobi and Bosaso and supervise the management of the bank accounts in the field
- Supervise and control the administrative officers’ assessment of the financial requirements for the mission’s sites for the coming month and submit the compiled fund request to HQ
Budget
- Establish the budget for new projects, for the annual budget exercise and for the mid-year revised budget exercise
- Prepare a monthly budget follow-up for the mission’s annual budgets and per donor and share and analyse it with the different departments
- With the logistics and program’s responsible, prepare the expenses forecast for the coming months
- Funding & donors
- Draft the financial part of project proposals, request for amendments and intermediary/final reports for the donors
- Ensure appropriate follow-up of the current funding plan, as well as MdM commitments to donors
- Prepare the financial reports for HQ and donors and provide variance analysis.
- Human Resources Management
Administrative management of the national staff
- Supervise the diffusion of job advertisements, and pre-selection of the applicants in compliance with the local legislation and/or the local “rules”
- Ensure the application of local legislation concerning the national personnel
- Update the HR documents on a yearly basis and whenever a change in the Labour law arises
- Update the salary grid on a yearly basis, after validation from MdM HQ and the General Coordinator
- Supervise the establishment of the monthly pay slips and the payment of the taxes
Administrative management of the expatriate staff
- Ensure the application of local legislation concerning the expatriate personnel and their registration
- Follow-up on visa and flight tickets renewal dates
- Update the accommodation rules on a yearly basis and apply them once validated by HQ and the general coordinator
- Make arrival briefings about the administrative and contractual aspects
- Programme related activities
- Regularly assess the capacity of MdM partners, draft capacity building plan together with the general coordinator and provide support in its application.
CONDITIONS OF EMPLOYMENT:
Status : Employee Contract : Fixed-term contract
Duration : 12 months Position based in Nairobi with several movements to Somalia.
SKILLS AND EXPERIENCE NEEDED:
Skills required
- Master in Business Administration or equivalent
- Experience in Human Resources (policy tools and management)
- Experience in acknowledging and take into account the labor law in the HR mission policy
- Experience in following NGO legal status and registration, negotiation in difficult context
- Excellent skills in finances and in financial reporting
- Experience in management of multi-donors / multi projects budgets
- Appreciated qualifications
- Knowledge and understanding of Project Cycle Management
- Legal experience or knowledge of Labour Law
- Good knowledge of international donors
- Knowledge of SAGA would be a real asset
- Personal skills required
- Reactivity, anticipation, adaptability, capacity to take initiatives
- Ability to work both autonomously and within a team
- Knowledge of the countries could be valued
Languages: English Fluent / French Added value
You are committed to MdM’s values as an organisation and motivated by its non-statutory, NFP model.
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