Operations Officer at FilmAid

Main Duties and Responsibilities include but are not limited to:

Administrative supervision.

• Supervision of Operations Assistant, drivers, cleaners and cooks and allocate work appropriately.

Finance

• Lead the budget preparation, budget revision and budget management for Kakuma field office.
• On monthly basis coordinate and liaise with the Kakuma Desk officer to review budget to actual reports to ensure propriety of information
• Financial reporting to various donors as per the requirements
• On monthly basis, meet with the Field Manager to review budget to actual reports to ensure propriety of information and provide appropriate advice to the Field Manager.
• Ensure compliance with financial policies and procedures by the Kakuma program
• Prepare for internal and external audits and donor financial reviews as may be required.
• Prepare and submit monthly cash projections for Kakuma based on work plans to the Kakuma Desk Officer.
• Ensuring timely and complete collection of invoices, placing payment requests, submitting for payment and follows through on vendor balance reconciliations with the Desk Officer.
• Maintain communication and ensure timely payment of suppliers based in Kakuma as well as obtain relevant documentation for transaction back-up.
• Continually maintaining proper systems of storing cash, making payments and keeping cash books and other financial records. Responsible for the integrity of the petty cash system in Kakuma.
• Management & maintenance of Kakuma petty cash and submitting the petty cash vouchers to Kakuma Desk Officer within the stipulated timeline.
• Provide support and basic training for administration, outreach, M&E creative staff in the preparation of payment and petty cash vouchers and other related finance transactions such as travel accountability, interpretation of financial reports, communication and continuous staff on- job trainings.

Human Resource Support

• Ensuring proper orientation of locally recruited staff.
• Managing and administering Kakuma staff leave database and records, coordinating annual leave plans and communicating leave policy benefits.
• Monthly Incentive staff salary processing and submission to the Kakuma desk officer.
• Co-ordinate HR activities such as making arrangements for internal staff trainings and seminars/workshops for Kakuma field office.
• Maintaining HR records related to employment contracts, performance reviews, disciplinary actions, employment status and similar records for refugees and local staff.
• Co-ordinate all recruitment activities including posting job adverts, scheduling interviews and ensuring reference checks for refugee and locally recruited staff.
• Coordinate and ensure submission of monthly Time and Effort Sheets by staff members and ensure update and record keeping of the same.
• Maintain HR records for incentive staff relating to; employment contracts/status, performance reviews, disciplinary issues and maintenance of up to date emergency contact list of all incentive staff.
• Be familiar with both FilmAid and the Kenya Codes of conduct.
• Maintain absolute confidentiality of all information that he/she may have access to in the execution of his duties.

General Duties

• Oversee the development and execution of procurement plans for Kakuma office.
• Support general finance and procurement processes by researching needed information.
• Be proactive in improving skills by keeping up to date with new / latest development in finance / procurement / administration.
• Ensure clear and accessible record keeping and filing of all activities and expenses.
• Ensure good communication within and outside the project. Represent the project and its goals to callers, writers, and visitors from the community, NGOs, and CBOs as needed.
• Collaborate with FilmAid colleagues as needed or requested to meet reporting requirements, develop proposals, address management needs, design products, or respond to funders.
• Reporting monthly on support services status of the program to the Kakuma Field Manager.
• Maintain absolute confidentiality of all information that he/she may have access to in the execution of his/her duties.
• To be familiar with and report any violation of FilmAid Code of Conduct including any acts of Fraud and corruption to the Field Manager or the Country Director.
• Perform any other duty that may be assigned by the supervisor.

Qualifications and Requirements:

• Degree in Business administration, Accounting, Commerce, Logistics / supply chain management, or other relevant discipline.
• Qualification in Certified Public Accounts (CPA) K or Association of Chartered Certified Accountants (ACCA).
• At least 3 years’ experience in administration, finance and in coordinating staff travel preferably with a humanitarian organization.
• Good understanding of project management cycles and budget allocation/ tracking/reviews.
• Minimum 3 years of involvement in budget management (including drafting, revisions, reporting).
• Experience working in a field office and with experience in project planning and budgeting.
• Must have supervised at least 3 people and involved in handling various human resource process and functions within an organization or program.
• Commitment to humanitarian principles and action.
• Experience or knowledge in fleet management, stores management & coordinating staff travel
• Appreciates cultural diversity.
• Experience working with QuickBooks Online accounting software.