Administration Officer, Dadaab and Garissa, Kenya

Closing Date: Monday, 10 September 2012
Dadaab


We are looking four our emergency projects in Kenya for an

Administration Officer

Position Start Date: 10th September 2011 Project Duration: 12 months Location: Dadaab and Garissa – North-East Kenya Supervisor: Field Coordinator (Head of Operations) Type of Post: Unaccompanied

Conditions: Swiss salaried contract 3 025 Chf (~2300€) < > 4148 Chf (~3100€) net salary/month according to experience x 13. Annual Leave: 25 days per year. Contract includes also local accommodation and transportation, health and repatriation insurance, return flight. Details of conditions and advantages

Background: Tdh programme in Garissa County operates in two main target areas: Dadaab complex and surrounding areas (with a range of child protection services) and rural areas in Lagdera District (with an integrated health and nutrition/child protection/WASH intervention).

General Responsibilities: Overall administration – financial, human resources and administrative – responsibility for Tdh intervention in Dadaab and Garissa county under the direction of the Field Coordinator (Head of Operations) with the support of the expatriates programme managers and Logistician Officer and guidance from Tdh HQ administration itinerant delegate

Line Management:

    To supervise the administration team members as posted in Dadaab and Garissa County
    To coordinate with the expatriates' team posted in Dadaab and Garissa, as well as Nairoby

    Financial Management & Accounting:
    To ensure implementation of Tdh and donors' finance rules
    To liaise with Tdh budget monitoring and donors contracts management
    To follow-up the Tdh budget breakdown in close collaboration with the field coordinator and programme managers
    To ensure budget monitoring (real cost analysis, budget forecast quarterly…)
    To participate to the design of the budgets in order to forecast the needs for future project
    To prepare monthly accountancy closure (including donors expenditures allocation) to be sent to Nairoby/HQ (electronic files, scanned docs)
    To check the filling/stamping of the accountancy documents
    To consolidate the monthly cash request for Dadaab & Garissa
    To liaise with administration forms (quotations, purchase request, sold notes)
    To ensure the security schedule for purchases and payments authorizations
    To provide accountancy information necessary to the asset inventory management
    To supervise the local administrator in his finance tasks and work closely with the Country Representative at Nairoby office

    Human resources management:
    To monitor the national staff recruitment process in Dadaab and Garissa under the Tdh procedures and the Kenyan labour law and procedures
    To draft administrative staff job description and ensure adherence with the Tdh local needs and Tdh procedures
    To recruit national admin staff
    To manage (day to day activities, working hours, presence planning…) and evaluate admin staff, encouraging effective team work and providing supervision and guidance
    To prepare payslips for national employees
    To up-date and follow national staff work contract
    To up-date the national staff data base according to guidelines (sick leaves, vacations, basic salary, personal details, contact…).
    To ensure the respect of the staff regulation, internal policy and labour act
    To ensure transparent salary scale and seniority
    To identify the training needs and gaps (individual and collective) for the national staff and implement with the senior management a training national plan
    To train field based administrative staff (including cleaners and cook)

    Representation:
    To attend relevant inter-agency coordination meetings as required
    In coordination with the Field Coordinator/Country Representative (Director), to guarantee that all formalities required by the government are prepared properly, kept up to date, and presented punctually
    To attend or delegate attendance to appropriate external meetings, as required
    In collaboration with the Field Coordinator to represent the organisation to the relevant institutional and governmental structures

    Reporting:
    To produce a monthly report per format in Kenya and submit to the Field Coordinator
    To coordinate, prepare and elaborate financial and donors' reports for submission to the Field Coordinator/Country Representative (Director)

    Child Protection Policy:
    To commit to respect the Child Protection Policy
    To commit to ensure the best implementation possible of the Child Protection Policy in Dadaab and Garissa, including participation in annual audit, and reviews and updates of action plan
    To commit to inform the Country Representative (Director) and/or the Child Protection Programme Manager and to deal with any case of any allegations or possibility of transgression, even potential, of the Child Protection Policy

    Profile:
    Working experience accountancy, management of budgets and reporting (narrative and financial)
    Excellent computer skills in Word, Excel and Saga
    Fluent in oral and written English
    Strong interpersonal, management and leadership skills; good communication; training and capacity building; flexible attitude; stress resistant; knowledge of security issues

    Procedure: We will only consider complete online applications which correspond to the required profile.

    Your application must include a complete CV and a covering letter.

    If you are not shortlisted, your file will be destroyed, according to the rules on data protection. If you face difficulties in applying online, please contact our webmaster@tdh.ch

    The recruitment and selection procedures of Terre des hommes reflect our commitment for children's security and protection.