1.1 Background
The University of Oxford is leading a consortium of institutions in Africa and Asia that is carrying out research related to the UK-DFID funded programme termed "Improving Water Security for the Poor". In this regard, the University of Oxford and the Institute for Climate Change and Adaptation (ICCA) at the University of Nairobi entered into a collaborative framework agreement in relation to the research programme entitled ‘REACH: Improving Water Security for the Poor’. Under this collaboration, we are establishing Water Security Observatories for ‘small towns and fragile lands’ in Turkana County and ‘water secure institutions’ in Kitui County for research purposes as well as building science-practitioner partnerships with county governments, the Ministry of Water and Irrigation, UNICEF, and other agencies for research up-take and roll out. The impacts and implications of the work will support wider regional initiatives to improve water security for millions of poor people.
2.0 Terms of Reference for the Administrative & Finance Officer (AO)
Overall, the Administration and Finance Officer, reporting to the Country Director, provides all necessary support to the REACH programme Team in the implementation of the programme in accordance with the ICCA procedures including administrative and financial aspects of the programme’s implementation.
2.1 Job description
- Provide support in administrative and logistical issues to ensure the effective running of the REACH programme Team.
- Attend programme meetings and prepare the minutes.
- Edit programme reports and other documents for correctness of form and content.
- Collect and keep files of programme documents, expert reports and ensure general circulation of documents.
- Assist in collection, preparation and submission of support documents for the programme implementation.
- Conduct telephone enquiries, fax, post and email transmissions, and co-ordinate appointments and meetings.
- Provide necessary administrative and logistical support to the programme Team in conducting different programme activities (e.g. training workshops, stakeholder consultations, arrangement of field visits, etc.).
- Prepare correspondence of administrative and financial nature according to ICCA procedures and requirements (e.g. annual work, financial and procurement plans).
· Monitor status of expenditures and allotments, records variations, updates budget tables.
· Assist in procurement of services and goods under the programme.
- Prepare and submit payment requests with proper support documentation to the Country Director.
- Maintain the programme’s disbursement ledger and journal.
- Provide financial monitoring over programme commitments and expenditures, and assist the Country in ensuring proper programme delivery.
- Liaise with the administration and finance team at Oxford University when required.
- Carry out any other assigned duties.
- The Administration and Finance Officer will report to the Country Director.
2.2 Competencies
· Self-driven and able to undertake initiative
· Act as a team player by facilitating teamwork
· Have outstanding analytical, organizational and administrative skills
· Able to remains calm, in control and good humoured even under pressure
· Demonstrate strong oral and written communication skills
2.3 Required skills
· University degree
· At least 2 years of relevant experience
· Excellent finance and budgeting skills
· Experience in the usage of computers and office software packages (MS Word, Excel, etc) and knowledge of spread sheet and database packages, experience in handling of web based management systems
· Working knowledge of climate change and/or water issues and prior work experience in a research project environment will be an added advantages
· CPA/CPS 1 will be an added advantage
3.0 Terms and Conditions of Employment
· The Contract of Employment is offered on a consultancy basis for a one year period from 1st May 2016, concluding 31st April 2017. This may be extended by mutual agreement between the post holder and ICCA on an annual basis for a period of upto six years.
· For the purposes of this work, the Administrative and Finance Officer will be registered as self-employed and responsible for the payment of all taxes and self-employment contributions that s/he incurs.
· The Administrative and Finance Officer will receive a fixed but attractive remuneration package.
HOW TO APPLY:
Applications: (five hard copies) including cover letter with indication of expected renumeration, two page CV, copies of certificates, and two references, be submitted and received on or before midnight (East African Time) on 28st April 2016.
Applications should be delivered to:
Country Director - REACH Project
Institute for Climate Change and Adaptation (ICCA)
College of Biological and Physical Sciences (off Riverside Drive)
University of Nairobi
PO Box 30197-00100, Nairobi, KENYA
