Operations Officer – Kakuma At FilmAid International

About FilmAid Kenya:

FilmAid Kenya is a development and humanitarian organization that harnesses the power and influence of film, media, and the arts to respond to displaced communities in need as well as promote social change. Using a participatory community-based approach, FilmAid Kenya provides displaced people with actionable information about their rights, their safety, their health, and their future. Using compelling video, radio, print, SMS, and digital media campaigns, FilmAid Kenya reaches over 400,000 people every year.

Job Purpose:

Efficiently and effectively support the Kakuma Field programmes in managing the; Finance, Human Resource, Logistics and Administration functions of FilmAid Kenya.

Main Duties and Responsibilities include but are not limited to:

Administrative supervision.

• Supervision of Operations Assistant, drivers, cleaners and cooks 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 Kakuma Desk officer to review budget to actual reports to ensure propriety of information
• Financial reporting to various donors as per the requirements
• 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 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 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 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 Resource Support

• Ensuring proper orientation of locally recruited staff.
• Managing and administering Kakuma staff leave database and records, coordinating annual leave plans and communicating leave policy benefits.
• Monthly Incentive staff salary processing and submission to the Kakuma desk officer.
• Co-ordinate HR activities such as making arrangements for internal staff trainings and seminars/workshops for Kakuma field office.
• 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.
• Be familiar with both FilmAid and the Kenya Codes of conduct.
• Maintain absolute confidentiality of all information that he/she may have access to in the execution of his duties.

General Duties

• Oversee the development and execution of procurement plans for Kakuma 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.
• 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.
• Reporting monthly on support services status of the program to the Kakuma Field Manager.
• Maintain absolute confidentiality of all information that he/she may have access to in the execution of his/her duties.
• To be familiar with and report any violation of FilmAid Code of Conduct including any acts of Fraud and corruption to the Field Manager or the Country Director.
• Perform any other duty that may be assigned by the supervisor.

Qualifications and Requirements:

• Degree in Business administration, Accounting, Commerce, Logistics / supply chain management, or other relevant discipline.
• Qualification in Certified Public Accounts (CPA) K or Association of Chartered Certified Accountants (ACCA).
• At least 3 years’ experience in administration, finance and in coordinating staff travel preferably with a humanitarian organization.
• Good understanding of project management cycles and budget allocation/ tracking/reviews.
• Minimum 3 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
• Appreciates cultural diversity.
• Experience working with QuickBooks Online accounting software.

Competencies:

• Decision-making and problem solving skills.
• Financial reporting and budget management skills.
• Ability to travel to hardship areas.
• 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.