FilmAid International Operations Officer

FilmAid InternationalVacancy: Operations Officer
Position Main Function: Support the Dadaab field programme in managing Finance, Procurement, 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 Dadaab Field Manager.
About FilmAid: FilmAid is a development and humanitarian communications organization that harnesses the power and influence of film and media to address critical social issues by creating multimedia content designed to inform, inspire and empower.
FilmAid uses strategic and integrated approaches to distribution including broadcast media, mobile cinema, workshops, community- based screenings and digital media and works with communities to catalyze and drive social change.
FilmAid designs and implements communications initiatives on critical health, protection and environmental issues.
FilmAid’s Theory-Of-Changeis based on the integration of access, creativity and participation, which drive individual and community change, contributing to positive social impact.
Underpinning this approach is collaboration; working together is fundamental to achieving change.
FilmAid partners with communities, creators, NGOs, Governments, and the private sector to ensure a collaborative approach to this end.
FilmAid’s work falls into the four integrated components: Media Content, Communication with Communities (CwC), Communication for Development (C4D) and Skills Development that combine to support program delivery.
FilmAid produces multiple forms of creative media, which is subsequently distributed through a variety of outreach channels, ensuring that target communities are reached.
This CwC/C4D includes targeted screening events and workshops, radio, SMS, as well as digital media platforms.
In addition, FilmAid builds skills within the community to deliver the media and outreach components.
This participatory approach drives individual change, as well as ensuring community engagement and ownership of all interventions.
Finance Functions

Ensuring timely and complete collection of invoices as per finance payments calendar

Raising petty cash replenishment request in good time

Management and maintenance of Dadaab petty cash in the office through proper approved cash request and updating the cash book

Processing and submitting the petty cash vouchers on weekly bases.

Maintain communication and ensure timely payment of suppliers based in Dadaab by continuously following with Finance in Nairobi, as well as obtain relevant documentation for transaction back-up.

Provide support and basic training for administration, program staff in the preparation of payment request and other related finance transactions such as travel accountability and interpretation of financial procedures.

On monthly basis, review budget to actual reports to ensure propriety of information.

Review and submit monthly cash projections for Dadaab based on submitted work plans and the finance calendar.

Participating in budget preparation for Dadaab office and budget revision

Prepare for internal and external audits and donor financial review as may be required in the Dadaab operations.

Continually maintaining proper systems of storing cash

Ensure clear and accessible record keeping and filing of all activities and expensesProcurement & Logistics Functions

Coordinate with Procurement Manager on process of procurement until goods reception

Coordinate with Security Officer on transportation of procured goods received from Nairobi to Dadaab field program.

In collaboration with the Field Manager, ensure Dadaab stores management of assets and consumables. Maintain lists of items in stores and know the re-order levels of such.

Maintenance of Dadaab fixed asset register, ensuring that equipment’s 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 Procurement Manager.

Coordinate with the Field Manager and oversee timely completion of Dadaab field contracts for building, renovation office rent, facilities etc.

Participate in collaboration with Field Manager, Procurement Manager and relevant staff to draft procurement plans.

Coordinate procurement by assisting relevant staff (procurement committees) in evaluating vendor quotes as per budget and technical requirements.

Form part of the all procurement committee member while evaluating quotes in the field level.

Liaise with the Office Assistant to ensure that goods received are reconciled with delivery note.

Monitor, reinforce and advice on improvement of internal procurement controlHuman Resource Functions

Make recommendations for improvement of staff development programmes and any other benefits that may be determined by the organization

In collaboration with the HR, provide basic training of the interpretation and implementation of the personnel manual

Ensure that recruitment procedures are followed for Dadaab incentive staff

Ensuring that orientation schedule for new incentive staff.

Guide staff as necessary and report to management any breaches of the Code of conduct if the situation arises.

Maintain the Dadaab staffs leave schedule for national and refugee staff with records of all leave benefits. In charge of coordinating the leave plan and communication to the Dadaab 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 Dadaab, In charge of orientation of new staff in Dadaab office, this will include the code of conduct.

Represent FilmAid in all administrative related task forces in Dadaab.

Coordinate staff performance evaluations for staff you supervise.

Work with the HR Manager to coordinate the Dadaab staff appraisal process.

Maintain absolute confidentiality of all information that he/she may have access to in the execution of his duties.

Be familiar with both FilmAid and the Kenya Codes of conduct.Office Administration Functions

Responsible for overall management of the Dadaab offices outlook.

Ensuring Dadaab staff’s adherence to travel policies and procedures

Manage IT and communications solutions for Dadaab office

Ensure Dadaab overall office outlook is maintainedGeneral Function

Be proactive in improving skills by keeping up to date with latest development in Finance, Procurement and Administration function.

Ensure good communication and relations within and outside the office and with partners.

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 you may have access to in the execution of your duties.Knowledge / Skills / 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 of 3 years petty cash management experience

Minimum of 2 years’ 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/reviews

Must 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).

Experience in supervising or leading or being part of cross functional team

Commitment to humanitarian principles and actionHow to Apply:
Please e-mail applications with only Cover Letter, CV and 3 references by 25th March 2015 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