FilmAid International Senior Operations Officer Jobs in Kenya

FilmAid International Senior Operations Officer Jobs in Kenya


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.

    How to Apply:

  • Interested and qualified persons with the required experience are invited to submit their applications with only Cover Letter, CV, and 3 references to the following email address:


  • jobskenya@filmaid.org on or before 15th October 2021 5.00 pm EAT and clearly indicate on the subject line as ‘Audio Producer’.

  • Note that applicants who send letters of references, testimonials, or any other documents apart from those requested will be automatically disqualified.

  • Only short-listed candidates will be contacted.

  • FilmAid Kenya is an Equal Opportunity Employer.


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