Office Manager

Centre for Education and Development (CED), Somalia is a growing non-governmental humanitarian and development organization working in Somalia with a good track record in its humanitarian and development work. CED responds to emergency and development needs in Somalia and assists Somali communities towards self-reliance. CED works with poor local communities through sustainable community development programs to overcome ignorance, hunger, injustice and inequality.

CED is seeking a dynamic, innovative and self-motivated professional to fill the position of Office Manager

Office Manager – Full time

Location - Nairobi, Kenya

Purpose of the Job

The primary responsibility of this position will be office administration, HR, logistics and accounting/financial management of the CED office in Nairobi. The Office Manager shall be responsible for overseeing the administrative and financial management, accountability requirements and logistics and procurement management of the office in Nairobi.

Roles and Responsibilities:

Office Administration, HR, Logistics

1. Responsible for all matters related to the HR, office administration, public relations, procurement and logistics
2. Oversee the quality of office administrative functions including the staff, vehicles and logistics.
3. Responsible for procurement activities in accordance with CED procurement policy.
4. Provide general and administrative support to CED staff in Nairobi
5. Oversee CED management of HR law-suits and serve CED focal point for all issues related to the local labour authorities.
6. Responsible for the efficient flow of information between staff based in Somalia and Nairobi office.
7. Receives guests and prepares all the necessary arrangements for the guests and delegations.
8. Communication including, Email, telephones etc.
9. Maintains calendars and schedules for the staff and donor meetings and participates and takes minutes of meetings
10. Draft routine correspondences, emails, oral instructions, correspondences and other available information sources in accordance with standard office procedures.
11. Responsible for stationeries’ requisition for office supplies
12. Manage all visa, travel and logistics for CED staff travelling to Somalia
13. Ensure proper documentation of supplier contracts, salaries and prepare and maintain employee’s contracts, leave, performance and appraisals.
14. Keeping of all projects files, documents, project index, staff records and inventory and assets for the organisation.
15. Participation of Cluster, UN/INGOs weekly meetings and preparation of minutes of meetings.
16. Preparation of minutes, situation updates for CED weekly, monthly, quarterly and yearly reports.
17. Controlling and administrating CED personnel in matters related to working hours, sick leave and annual leaves.
18. Administrating and controlling CED vehicle movement.
19. Facilitates the communication and coordination within CED sections and follow up of information.
20. Oversee administration of human resources, including but not limited to, maintaining personnel files, assisting with recruitments and orientation procedures, procurement and purchasing.
21. Ensure proper documentation and filing systems in place.
22. Ensure the organization’s Financial and HR rules and regulations are in compliance with local/national regulations.
23. Provide timely and sound advice to CED Director, Program, and Finance and administration staff on financial, administrative and logistics and procurement matters.
24. Any other duty assigned by the Line Manager.

Accounting/Finance

1. Oversee overall office expenditures and develop systems for cash flow management
2. Prepare and review monthly bank reconciliations
3. Prepare timely financial reports in accordance with donor requirements.
4. Prepare monthly financial reports for the organization
5. Record and accounts for daily transactions, ensuring accuracy and completeness of required files and supporting documentation serving as evidence of transactions in a timely manner.
6. Ensure all taxes and social security contributions are correctly calculated and filled with the relevant governmental authorities as per the required schedules.
7. Ensure sound cash management of local bank accounts and maintains petty cash fund.
8. Process cash disbursements in accordance with financial management policies and established approval levels.
9. Process payroll, payment of taxes and other charges which may result from the contracts of employees.
10. Responsible for full accounts payable function from procurement through payment of invoices.
11. Process employee expense reimbursements.
12. Ensure timely payment to all CED payees and maintains sufficient and complete payee files.
13. Prepare monthly financial reports for CED offices and internal management reports containing budget to actual expenditure information.
14. Prepare Project Budgets and provide assistance to program staff and project budget preparation.
15. Ensure that all the organizations financial procedures are followed and support external audits.
16. Analyze and give advice on the adaptation of financial process to CED financial staff.

Contacts

Internal:

· Executive Director, Program Coordinator, line managers and all other staff at the field office

External:

· Government agencies dealing with employment issues

· CED Lawyer

· Medical insurance company

· Job Applicants

· External consultants

· Other NGO’s on HR matters

· Donors

· Other service providers

Required Skills and Qualifications

• Minimum of a bachelor’s degree in Accounting, finance, management, commerce, Business Administration or related fields, and 5 years of relevant administrative and finance work experience preferably with NGOs.
• Proven financial analysis and forecasting ability
• Proven experience in training and capacity building in the area of finance and administration.
• Production and interpretation of management accounts
• Proven ability to provide support, guidance and training to financial and non-financial managers and colleagues.
• Good communication and reporting skills.
• Experience of working in a cross-cultural environment and very insecure environment
• Ability to work to deadlines with good prioritization and time management skills.
• Experience in financial management of donor-funded programs
• Knowledge of QuickBooks multi-currency accounting software (field based accounting).
• Experience with computerized accounting and strong organizational and leadership skills.
• Good knowledge of tax calculation

Desired Skills & Qualifications

• Master’s degree or recognized professional degree, such as CPA or ACCA.

Languages

Fluency in English. Knowledge of Somali is an advantage.

General Skills

1. Excellent interpersonal skills.
2. Result orientation
3. Capacity to work independently and within a team.
4. Planning and organisation
5. Customer orientation
6. Accuracy and Flexibility
7. Ability to handle multi-task and stressful situations.
8. Demonstrated sense of diplomacy and negotiation.

The applicants will be required to possess a high sense of responsibility, honesty, professionalism, confidentiality and integrity.

HOW TO APPLY:

How to apply:

If you meet the criteria herein please submit your application and detailed CV. Each applicant package will include the following:

1. Cover letter explaining why consider yourself qualified for this position with the applicants current contact information
2. CV including work experience and education
3. Copies of Certificates
4. Your contact number, present salary and contact details for three professional referees with their complete contact information (including current or most recent supervisor)

All applications should be sent to Abdullahi Ali Hassan, Abdullahi.ali@cedafrica.org and copied toced.somalia@gmail.com with the subject of the e-mail marked “Office Manager” by the 31 January 2015.

Only short-listed candidates will be contacted and invited for interviews.

CED is an equal opportunity employer. Qualified female candidates are encouraged to apply.