Kenya: Base Admin Tana River-Emergency Recruitment

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Organization: Action Against Hunger USA
Country: Kenya
Closing date: 04 Jul 2018

Background

Founded in 1979, Action Against Hunger is an international humanitarian organization that delivers programs in over 44 countries. Recognized worldwide as a leader in the fight against hunger, our mission is to save lives through the prevention, detection, and treatment of malnutrition, especially during and after emergency situations and conflicts. From crisis to sustainability, Action Against Hunger tackles the underlying causes of malnutrition and its effects. By integrating our programs with local and national systems, we further ensure that short-term interventions become long-term solutions. With head offices in France, the United Kingdom, Spain, the United States and Canada, our international network shares its combined resources, breadth of experience and technical expertise in pursuit of a world without hunger. Action Against Hunger has been present in Kenya since 2001 and is currently implementing activities in West Pokot, Mandera, Samburu, Isiolo, Tana River Trans Nzoia, Kakamega, Bungoma and Busia counties.

Objective 1: *MANAGEMENT OF THE FINANCES OF THE BASE*

Activities under this objective include:

Activity 1: General Finance:

• Responsible for finance at base level,

• To ensure proper implementation of Action Against Hunger’s’s financial rules and procedures.

• Responsible for the financial authorization of the expenses done on the base in compliance with financial procedures and monthly cash forecast

• Record all working advances in the advance book and follow up on their clearance by staff on a timely basis.

• To ensure that each cash & bank transaction is justified by an appropriate invoice/receipt, and to ensure the quality of receipts (name, patent no., stamp, description, date, amount, etc.)

• Responsible for proper & regular filing of all finance documents at the base.

Activity 2: Budget Management

• Where required provide inputs to budget proposal design and procurement plan design.

• Check availability of funds for all activities and expenses- validate the procurement requests and SPOs

• Hold monthly Budget Follow Up(BFU) meetings at base level and communicate feedback to Nairobi Finance office

• Ensure that correct budget lines are used for each activity & expenses- link to PFU and BFU

Activity 3: Cash & Bank Management:

• To ensure respect of Action Against Hunger’s finance procedures and Cash Management Policy at the base level.

• Monthly cash and bank reconciliation

• Ensure safekeeping of Action Against Hunger funds and assets

• Make cash count at least once a week and also at the end of each month (in writing )

• Consolidate the base cash forecasts. Ensure liquidity at base level- sending balances to Nairobi , follow up on transfers to bases

• Ensure base expenditures are in line with the approved cash forecast, analyze discrepancy between actual expenditures and cash forecast

Activity 4: SAGA:

• Record all transactions in the SAGA cashbook in full respect of internal saga rules. This cashbook & bank book must be updated on a daily basis to be able to verify the physical bank & cash balance at any time.

• Ensure that correct budget lines are used for each activity & expenses- link to PFU and BFU

• Responsible for the SAGA monthly closing: check all books and transmit all documents before the 4nd of the following month to Nairobi finance team.

Objective 2: *MANAGEMENT OF THE HUMAN RESOURCES AT THE BASE*

Activities under this objective include:

Activity 1:Administration of Employment practices

· To ensure the implementation of the staff regulation in the base,

· To ensure the proper communication within the base concerning administrative issues,

· To implement all HR procedures, projects and initiatives in the base and to propose to the Head of Base on new procedures where required,

· To maintain an accurate staff database of the staff in Tana River, management of leave to include leave plans and leave follow up

· To ensure the Payroll Alteration Forms are remitted to Nairobi HR on the 15th of every month for payroll processing.

· Responsible for all HR filing in the base to include recruitment files, personnel files etc.

Activity 2:Employee Resourcing (HR Planning, Recruitment& Selection, Induction& Orientation

· In collaboration with the HR Manager participate in the recruitment and selection process at the field level to include preparing JD’s, job adverts, receiving and sorting applications, preparing interview materials, interview schedules, contact candidates for interviews and help set up for interviews.

· Working closely with the HR Manager, prepare recruitment documentation to include the recruitment matrix and conducting reference checks.To assist the HR Manager in the orientation and induction of new staff at the base. This includes, preparing an induction schedule for new staff, collecting all documents from new employees as per the employee personnel checklist and opening employee personnel files for all new employees as well as assisting in conducting comprehensive HR induction at base leve.

· Advise on staffing needs including need for new hire and/or reduction.

Activity 3: Employee Relations

· Responsible for staff welfare at the base level to include but not limited to staff meetings, medical, contributions etc.

· To ensure that each disciplinary action is justified, compliant to the law and staff regulation, and validated by HR Nairobi.

· To prepare for the base all proposition regarding changes in the HR policy, i.e. food baskets, organization chart, comments on the salary grading structure and to be communicated to the HR Manager who will liaise with other coordination

· Be a change champion for HR initiatives and projects at the base level

· Working closely with the HR Manager, assist in the implementation of HR projects and initiatives at the base level

Required Education:

· Degree in Finance, Commerce, Business Administration or related studies. Diploma in HR and or CPA will be an added advantage.

· Basic knowledge of and interpretation of the Kenyan labour laws

Preferred Skills/Competencies:

· Excellent analytical and writing skills.

· At least 3 years’ experience in and Administration Management

· Demonstrated flexibilty and or adaptability.

· Excellent organizational and planning skills

· Good writing skills.

· Good management and representation skills.

· Good interpersonal skills

· Strong leadership skills

· Ability to work in a high pressured environment

·

Reporting responsibilities

· Base Treasury and Cash Count,

· Monthly accountancy and supporting documentation

· HR monthly reports

· Payroll Alteration forms

What Action Against Hunger will offer:

· Start date: Immediate.

· Duty station: Tana River

Remuneration package: Very Competitive salary package with additional benefits to include

§ Career development opportunities with Action Against Hunger

§ Training opportunities

§ Comprehensive medical cover for self and dependents

§ Opportunity to work in a good and friendly environment with a dynamic and motivated team

How to apply:

Interested candidates should forward their applications including a cover letter, curriculum vitae and telephone contacts and email addresses of 3 referees preferably former/current supervisors (certificates will be required later on in the recruitment process) to www.myhotkenyanjobs.com/action

Deadline for receiving applications is by COB 4th July 2018..Position opened to Kenyan Nationals only.**

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