FilmAid Kakuma Administration Officer Job in Kenya

Since 1999, FilmAid has used the unique power of film to reach large numbers of people with critical information in a compelling visual format, overcoming language and literacy barriers. FilmAid uses films that are both educational and entertaining to draw audiences’ attention to subjects of vital concern to their health and well-being.

Working with other relief agencies and community leaders, FilmAid identifies emerging critical issues and develops appropriate film messages to help educate and inform. 

People of concern participate actively in the creation of these films, and the resulting pieces are widely distributed and screened throughout beneficiary communities. In this way, FilmAid is able to respond to an immediate, unmet need for locally relevant messaging. Through real collaboration, FilmAid’s community-based films support the work of other aid agencies and effectively address the issues and concerns of beneficiary communities. FilmAid also seeks to experiment with other media that can be used to achieve its stated goals.

Job Purpose: 

Support the Kakuma field programme in managing Finance, HR, Administrative and Logistics functions. He/She ensures compliance with FilmAid Administration, Procurement and Finance policies and procedures under the guidance and oversight of the Kakuma Program Manager.
Management & maintenance of Kakuma petty cash. 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. Processing and submitting the petty cash vouchers to Kakuma Finance & Procurement Officer within the stipulated timeline. Maintain communication and ensure timely payment of suppliers based in Kakuma as well as obtain relevant documentation for transaction back-up. Provide support and basic training for administration, program and production 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. On monthly basis, meet with Kakuma Finance & Procurement Officer to review budget to actual reports to ensure propriety of information.Review and submit to Kakuma Finance & Procurement Officer monthly cash projections for Kakuma based on work plans. Coordinate in a timely manner with Kakuma Finance & Procurement Officer to ensure timely funds transfer to Kakuma Field office based on submitted cash forecasts. Participating in budget preparation and revision for Kakuma office. Prepare for internal and external audits and donor financial review as may be required.

Procurement & Logistics Support (15%) Coordinate with Kakuma Finance & Procurement Officer Kakuma’s process of procurement until goods reception In-charge of Kakuma storage & stores management of assets and consumables. Maintain lists of items in stores and know the re-order levels of such.Maintain Kakuma fixed asset register, ensuring that equipments received are properly tagged with FilmAid asset tags and are received in good working order. Carrying out quarterly asset verification process and send an updated report and asset list every quarter to the Administration Manager. Participate in collaboration with Program Manager, Kakuma Finance & Procurement Officer and relevant staff to draft procurement plans. Work with Kakuma Finance & Procurement Officer to coordinate procurement by assisting relevant staff (procurement committees) in evaluating vendor quotes as per budget and technical requirements. In-charge of vehicle fleet management. Maintain vehicle and generator monthly reports and send to the Administration Manager Monitor, reinforce and advice on improvement of internal procurement controlsMake recommendations for improvement of staff development programmes and any other benefits that may be determined by the organization Will provide basic training of the interpretation and implementation of the personnel manual. Ensure that recruitment procedures are followed for Kakuma incentive staff. Guide staff as necessary and report to management any breaches of the Code of Conduct if the situation arises. Maintain the Kakuma staffs leave schedule for national and incentive staff with records of all leave benefits. In charge of coordinating the leave plan and communication to the Kakuma staff. Maintain incentive staff files with proper records of dates of hire, staff contracts and staff leave and any staff disciplinary issues(including the maintenance of up to date emergency contact list of all incentive staff) Providing all basic information to new staff upon arrival in Kakuma. In charge of orientation of new staff in Kakuma office. Represent FilmAid in all administrative related task forces in Kakuma.Responsible for overall management of the Kakuma office including its security.Ensuring Kakuma staff’ adherence to travel policies and procedures. Manage IT and communications solutions for Kakuma office. Ensure Kakuma overall office outlook is maintained. Ensure clear and accessible record keeping and filing of all activities and expenses.Be proactive in improving skills by keeping up to date with new / latest development in finance / procurement / administration Ensure good communication within and outside the program. Represent the program 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 duties. 

Knowledge, Skills and Experience Must be of Kenyan nationality OR Must be eligible to work in Kenya. Qualification in certified public accounts (CPA) or Association of Chartered Certified Accountants (ACCA) OR Higher Diploma in Logistics / supply chain management or other relevant discipline. At least 4 years experience in Administration, Finance and Procurement preferably with a humanitarian organization Proficient in MS office applications and at least one computerized accounting system. Knowledge in Quick Books will be an added advantage. Minimum 3 years petty cash management experience Minimum 2 yrs experience in coordinating staff travel. Minimum 2 years of involvement in budget management (including drafting, revisions, reporting) Experience or knowledge in fleet management, stores management Good understanding of project management cycles and budget allocation/ tracking/reviewsMust have supervised at least three or more staff and involved in handling various human resource process and functions within an organization or program. Articulate in command of English language (written & spoken). Knowledge of Turkana language will be an added advantage. Experience in supervising or leading or being part of cross functional team. Commitment to humanitarian principles and action.

How to apply:

Please email applications with only cover letter, CV and 3 references by 14th June 2013 to: jobskenya@filmaid.org.

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 notified.