Operations Manager

FilmAid International non-governmental organization that uses film to promote health, strengthen communities and enrich the lives of the world’s vulnerable and uprooted
FilmAid International (FilmAid) invites qualified Kenyan applications to fill the above position.

FilmAid International is a non-governmental organization that uses film to promote health, strengthen communities and enrich the lives of the world’s vulnerable and uprooted. FilmAid is currently implementing programmes in Kakuma and Dadaab refugee camps in Kenya.

Responsibilities:

1. Human Resources Management

- Benefits scheme administration: Pension fund & medical insurance
- Recruitment: posting of jobs, seeking references, conducting interviews.
- Help draw up job descriptions, prepare contracts, and work with established salary scales
- Providing induction and orientation to new staff
- Coordinate staff performance evaluations
- Processing of work permits.
- Ensuring that local employment and tax laws and conventions are respected
- Maintaining staff files and records
- Researching for improved medical covers
- Following up with partner organizations in all the above
- Formulation and implementation of human resources strategies, policies and procedures, including staff welfare and development issues
- Review staff policies and procedures, and recommend changes and improvements
- Be familiar with Code of Conduct, and investigate and manage breaches of the Code if the situation arises
- Carry out assessments in field locations

2. Finance Management

- Take lead to review existing financial management strategies, policies and procedures.
- Coordinating development of field and Nairobi cash forecasts on a regular basis
- Responsible for the integrity of the accounting systems within FilmAid.
- Ensure that financial procedures are followed by all programmes, and systems continually developed to accommodate the needs of those programmes.
- Regular budget to actual review.
- Monthly budget to actual reporting to Country Director and budget managers.
- Report regularly on the financial status of programmes, including to headquarters office.
- Meet with senior staff on monthly basis to review budget to actual reports to ensure propriety of information.
- Review results of meetings with senior staff and update relevant data.
- Preparing financial reports to local and international donors, coordinated with headquarters office.
- Monthly system’s reconciliation and verifying system’s balances
- Oversee the posting of budgets and entries, timely and accurately
- Provide recommendations for cost allocation systems in accordance to donor regulations
- Coordinate with finance staff and consultant(s) at headquarters office
- Coordinate with finance staff from partner organization
- Ensure proper preparation for internal and external audits, financial reviews and external audits
- Regular update and review of Field Programmes cash flow requirements and ensuring timely information to HQ and transfers to the field

3. Logistics Management

- Take a lead role to review the developed FilmAid’s standard Logistics systems, policies & procedures
- Ensure implementation and maintenance of developed Logistics systems, policies & procedures:
- Oversee procurement procedures, and any national and international procurement processes
- Oversee setting up and management of stores monitoring systems
- Provide adequate field support in ordering and stock management.
- Ensuring quarterly orders are properly procured, documented and procedures followed
- Reporting regularly on logistics status of Field Programmes
- Manage Nairobi and field contracts for building, office rent, facilities etc
- Verify all fixed asset registers

Requirements:
• Bachelors Degree in Commerce, Business Administration, Human Resource Management
• Recognized certificate of professional qualification in Accounting (ACCA, CPA) and / or diploma in Human Resources Management, Purchasing and Supplies Management or other relevant discipline
• At least 3 year experience in Accounting, Human Resources Management, Purchasing and Supplies Management and or office administration preferably with a humanitarian aid organization
• Knowledge in Project Cycle Management and thorough understanding of how program implementation inter-phases with operations management
• Proficiency in MS Word, Excel and at least one computerized accounting system
• Ready to work for long hours, and able to travel to hardship areas
• Team player, excellent interpersonal, organizational, multitasking and communication skills
• Ready to work with minimal supervision with ability to work both independently and as part of a team
• Commitment to humanitarian principles and action

Applicants who will attach copies of their certificates and other documents WILL BE DISQUALIFIED

Applications to be submitted through email only and only short listed candidates will be notified

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