Merlin Field Site Operations Manager Job in Kenya

Position: Field Site Operations Manager

Functionally Responsible To: Project Coordinater

Technically Responsible To: HR Manager, Logco, and FCD

Working With: Merlin field team, Finance assistant, HR and Admin assistant, Logistics team

Location: Project Field sites in Lodwar and Kisii

Duration: 12 Months

Overall Objective of the Position

To directly support the PC by overseeing the HR, Administrative, Financial and Logistics functions and ensure that program support is implemented correctly to achieve efficiency in the programs.To ensure the smooth running of logistics, human resources, administrative and finance procedures of the Merlin Field OfficesTo promote Merlin’s objectives and respect the Merlin code of conductTo respect Merlin’s internal procedure and Kenyan laws in carrying out this position responsibilities.To maintain good inter-team communication and engender positive team dynamics.
Main Duties of the Logistics and Administrative Assistance

Administration and Human resources

Responsible for the overall running of the office and ensure that systems are clear and in place for the benefit of the whole team.Ensure that contract records, personal files of all staff in the zone are maintained and updatedEnsure that these records are complete and coordinated with Nairobi Office and regular reports to the HR Manager are sent timely as per Merlin HR manual.Ensure all travel arrangements and flight booking s for Merlin staff are done on time and reconfirmation doneEnsure that a proper filling system is maintained both electronically and in hard copyManage office administrative expenditures and ensure that office consumables are regularly monitored and replenished.Manage daily and periodically expenditures and utilities payments in close liaison with the PC and FCDEnsure that the office has adequate security in place at all timesEnsure the orders are placed in a timely manner (no stock out) and with the correct approvals.Ensure that stock records are kept for the zone and that asset management and regular inventory are properly implemented according to Merlin policies and procedures.
To organize for all local purchase requests according to Merlin’s procurement proceduresTo ensure that the appropriate documentation is prepared for any item being transferred or delivered to other sites.To ensure that the appropriate documentation is forwarded to Merlin Nairobi for all items receivedTo endure that reports are produced and forwarded timely and correctly to the Logco as per Merlin Reporting Policy.Work in strict collaboration with the PC on project budget proposals and monitoring from the support side.Oversee and supervise the Finance staff, acting as direct liaison with the CFDMonitoring and provide analysis of the Budget to Actual (BVA) for the PC and Country Finance Director.Keep up-to date financial records and transactions and report to the PC and CFD.Ensure that the cash book is kept up to date all times with records of all expenditure and verify the same with regular cash counts.Keep the receipts clearly labeled.Ensure that all data is input on the computerized cashbooks ensuring the correct account codes are used.Oversee the reparation of receipts, cash counts and accounts statements for review by the PC and CFDEnsure the up keeping of both the manual and computerized Accounts Books up dateResponsible for all cash transfer arriving from Nairobi, the accounts transactions and withdrawals are correctly recorded into the cash box.Ensure that the cash box is kept in a discrete and safe place at all times.Ensure that the cash balances are adequate. In collaboration with the PC, prepare monthly forecasts and submit to Nairobi finance on time.Provide the finance and Administration manager (Nairobi office) with complete and verified accounts at each month end in computerized form and with original receipts and cash countsBachelor degree or diploma in accountancy, business administration or other relevant SubjectsPrevious finance and management experience within international humanitarianOrganization is requiredProven organization skillsApplicable financial skillsSupportive personnel management style and ability to work in a teamGood spoken and written EnglishPrevious experience managing store and logistics functionGood computer skills (Word, Excel).Previous experience managing staffEffective communicator.
Previous experience working for an NGOApplications should be sent to the address below on or before 09.03.2011

Merlin Kenya / Somalia Programme
P.O. Box 3350 – 00200, Nairobi

Or via e- mail to: recruitment@merlin-eastafrica.org

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