Senior Operations Officer at FilmAid

Main Duties and Responsibilities include but are not limited to:

Administrative supervision

• Supervision of Logistics & Admin Officer and HR/Admin Assistant 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 Nairobi based Kakuma Desk office to review budget to actual reports to ensure propriety of information
• 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 donor and FAK 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 Nairobi-based 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 Nairobi-based Kakuma 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 Resources/Admin Duties

• Ensure newly recruited staff in Kakuma and new arrivals to Kakuma receive their basic induction and orientation depending on their position and function.
• Manage the administration of the Kakuma staff leave database and records, coordinating annual leave plans and communicate leave policy benefits.
• Process monthly incentive staff salaries submit to the Kakuma desk officer in Nairobi.
• Co-ordinate HR activities such as making arrangements for internal staff trainings and seminars/workshops for Kakuma field office.
• Supervise 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.
• Uphold FilmAid Kenya Code of conduct, PSEA and HR policies.
• Provide advice to the Field Manager in case of investigations into any breaches of the FAK CoC or related policies.
• Maintain absolute confidentiality of all information that he/she may have access to in the execution of his duties.
• Support the HR/Admin Assistant in premises management duties.

Procurement/Logistics Supervision Duties

• In coordination with the Senior Programmes Officer & Field Manager, oversee the development and execution of procurement plans for Kakuma office and submit to the Nairobi office.
• Review procurement plans with the relevant programme team members on a monthly basis and submit updates to Nairobi 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.

General Duties:

• Hold quarterly staff sensitization sessions on FAK CoC, PSEA, safeguarding and anti-fraud policies.
• 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.
• Maintain absolute confidentiality of all information that he/she may have access to in the execution of his/her duties.
• Perform any other duty that may be assigned by the supervisor.

Qualifications and Requirements:

• Bachelor’s degree in Business administration, Logistics / supply chain management, or other relevant discipline.
• Qualification in Certified Public Accounts (CPA) part II or Association of Chartered Certified Accountants (ACCA).
• At least 5 years’ experience in administration, finance and in coordinating staff travel preferably with a humanitarian organization. Demonstrated experience with key donors including USAID, UN agencies, and private foundations is an asset.
• Excellent English language skills.
• Good understanding of project management cycles and budget allocation/ tracking/reviews.
• 3-5 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
• Must have supervised at least two people and involved in handling various human resource process and functions within an organization or program.
• Appreciates cultural diversity.

Competencies:

• Decision-making and problem solving skills.
• Financial reporting and budget management skills.
• Ability to travel to and work in remote locations such as Kakuma.
• Strong interpersonal and people management skills.
• Good supervision skills, asset and office management skills.
• Ability to work under pressure and attention to detail.
• Ability to use various finance programs (QuickBooks, Ms Word, Excel).
• Excellent coordination, planning and reporting skills.
• Outgoing character, honest, reliable and committed.
• Ability to work alone and in a team.
• Presentable and personable.
• Hands-on and detail-oriented.