The collaboration will start in October | November 2016.
Duty station: main office in Nairobi with possibility of countrywide travels in accordance with project needs.
The incumbent will respond to the HQ Desk Officer and to the Head of Mission. S/he will work in close collaboration with all the Area Managers and the Project Managers (PMs), both local and international.
Main Responsibilities
S/he will assist the international and national staff in complying with:
the Organization’s administrative procedures (Overseas Offices Administration Manual, Manual of Procurement Procedures, Logistics Manual);
rules established by the different donors, paying special attention to the procurement and reporting procedures;
country regulations, paying special attention to the taxation and labour laws;
S/he will manage with the support of her/his international and national staff all the auditing processes that will take place: annual and projects audits;
S/he will contribute to the efficient organization of the office and will correctly file both the necessary project documents and the evidence of the activities outside the project;
S/he will guarantee the correct and prompt expenses allocation (Prime Entry) as well as the thorough administrative control of the different projects/programs she/he is in charge of;
S/he will punctually prepare the project periodical and final documentation (Prime Entry and expenses receipts requested) following the rules established by the donors and the requested Headquarters procedures;
S/he will oversee to the correct and prompt preparation up of the project/programs financial reports in accordance with the donor’s forms and guidelines;
S/he will ensure that the cash flow is monitored and all the relevant issues are taken into consideration and shared with the HQs;
In the procurement process she/he will verify the administration compliance or in case of need s/he will have more involvement in the processes themselves as being part of the procurement process operations regarding goods, works and services, ensuring that the Organization’s procedures, the local regulations and the donor’s guidelines are accomplished (see Procurement Procedures Manual);
In agreement with the Head of Mission/Project Manager, she/he will take care of the relations with suppliers, banks, administrative and social security institutions in the country;
By explicit and written request from the Head of Mission/Project Manager she/he will sign contracts of current bank accounts: -on demand of the project activities; -on demand of the local office, in accordance with the Headquarters and after their explicit authorization;
Regarding the local staff management and by explicit assignment from Head of mission:
s/he will participate in the selection of the local staff members, and for administration and accounting position will be responsible of the process ;
s/he will responsible of the local staff’s training; in the basic element of administration;
s/he will verify that local staff members follow the organization procedures (Administrative Overseas Offices Manual;
she/he will control administrative procedures carried out by local staff or by the expatriate staff members who may have been assigned administrative tasks;
S/he will be requested to monitor and supervise the administrative staff locally based (Somalia) with frequent missions (depending on security clearance);
S/he will be in charge of preparing and monitoring in collaboration with the different managers, the HR and Head of Mission the sharing cost plan of the Regional Office;
S/he will act as a liaison between the field teams and the finance & grants team in Nairobi to ensure effective implementation of systems.
Required Competencies
Master’s degree in development, NGO management in economic and logistic or equivalent work experience;
Experience with program management of institutional donors projects (i.e., ECHO, EU, USAID, DFID, etc.);
Demonstrable financial and budget management experience, including the ability to train and mentor staff on project financial and logistics management;
Knowledge of procedures, accountability frameworks and best practices in emergency management;
Knowledge and experience of logistic management and procurement procedures;
Ability and willingness to travel regularly in the field in Kenya and especially in Somalia;
Proven team working skills, adaptability and flexibility;
Proven ability to work under stress and with tight deadline;
Strong communication skills;
Excellent written and spoken English;
Excellent IT skills.
Desirable Competencies
Experience working in emergency contest especially in East Africa; At least 5-8 years’ experience in financial management ideally within an international non-governmental organization (INGO); Knowledge of Somalia; Experience in managing development and emergency programs at field-level.