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Base Administrator

Closing: Nov 20, 2022

This position has expired

Published: Nov 16, 2022 (17 days ago)

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Job Summary

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The base administrator will be key in the day-to-day administration operation at Isiolo base. The officer will have the responsibility of ensuring all accounting procedures for the organization finances are safeguarded by following the monthly accountancy procedures. The officer will also be responsible with conducting monthly cash county, tracking of monthly expenditure, advance, forecasting tools as well as the review and analysis of monthly accountancy before submission to Nairobi. The holder of the position will also be key in submitting monthly base HR reports and supporting the capital office in preparations of monthly payrolls. In addition, the incumbent will be responsible for providing Human Resources Administration by ensuring all the staff adhere to the stipulated organization policies.


Requirements

      a. Required Education:        
  • Degree in business related Field: Finance/Accounting.
  • Professional qualification of CPA will be added advantage
  • Basic knowledge of and interpretation of the Kenyan labor laws
  • 3-5 years’ experience in busy organization or Non-profit organization
       b. Required Skills & Competencies
            
      Essential
  • Superior  communication and writing skills
  • Demonstrated analytical skills
  • Excellent influencing and negotiation skills
  • Monitors progress against milestones and deadlines;
        Preferred
  • Compatibility for both independent and team work.
  • Persistence and assertiveness combined with tact and diplomacy
  • Demonstrated flexibility and or adaptability.
  • Excellent organizational and planning skills
  • Ability to work in a high pressured environment 


Responsibilities
The base administrator will be key in the day-to-day administration operation at Isiolo base. The officer will have the responsibility of ensuring all accounting procedures for the organization finances are safeguarded by following the monthly accountancy procedures. The officer will also be responsible with conducting monthly cash county, tracking of monthly expenditure, advance, forecasting tools as well as the review and analysis of monthly accountancy before submission to Nairobi. The holder of the position will also be key in submitting monthly base HR reports and supporting the capital office in preparations of monthly payrolls. In addition, the incumbent will be responsible for providing Human Resources Administration by ensuring all the staff adhere to the stipulated organization policies.


Requirements

      a. Required Education:        
  • Degree in business related Field: Finance/Accounting.
  • Professional qualification of CPA will be added advantage
  • Basic knowledge of and interpretation of the Kenyan labor laws
  • 3-5 years’ experience in busy organization or Non-profit organization
       b. Required Skills & Competencies
            
      Essential
  • Superior  communication and writing skills
  • Demonstrated analytical skills
  • Excellent influencing and negotiation skills
  • Monitors progress against milestones and deadlines;
        Preferred
  • Compatibility for both independent and team work.
  • Persistence and assertiveness combined with tact and diplomacy
  • Demonstrated flexibility and or adaptability.
  • Excellent organizational and planning skills
  • Ability to work in a high pressured environment 


1.  MANAGEMENT OF THE FINANCES OF THE BASE

      a.   General Finance:
  • Responsible for finance management at base level.
  • Ensure proper implementation of Action Against Hunger’s financial rules and procedures.
  • Responsible for the financial authorization of the expenses done on the base in compliance with financial    procedures and monthly cash forecast
  • Record all working advances in the advance book and follow up on their clearance by staff on a timely basis.
  • To ensure that each cash & bank transaction is justified by an appropriate invoice/receipt, and to ensure the  quality of receipts (name, patent no., stamp, description, date, amount, etc.)
  • Responsible for proper & regular filing of all finance documents at the base.
      b. Budget Management
  • Where required and in consultation with the Field Coordinator, provide inputs to budget proposal design and     procurement plan.
  • Check availability of funds for all activities and expenses- validate the procurement requests and SPOs.
  • Hold monthly Budget Follow up (BFU) meetings at base level and communicate feedback to Nairobi Finance office.
  • Ensure that correct budget lines are used for each activity & expenses- link to PFU and BFU. c. Cash & Bank Management:
  • To ensure respect of Action Against Hunger’s finance procedures and Cash Management Policy at the base level.
  • Monthly cash and bank reconciliation
  • Ensure safekeeping of Action Against Hunger funds and assets
  • Make cash count at least once a week and also at the end of each month (in writing)
  • Consolidate the base cash forecasts. Ensure liquidity at base level- sending balances to Nairobi capital       office, follow up on transfers to bases.
  • Ensure base expenditures are in line with the approved cash forecast, analyze discrepancy between actual expenditures and cash forecast. d. SAGA:
  • Record all transactions in the SAGA cashbook in full respect of internal saga rules. This cashbook & bank book must be updated on a daily basis to be able to verify the physical bank & cash balance at any time.
  • Ensure that correct budget lines are used for each activity & expenses- link to PFU and BFU.
  • Accountable for the SAGA monthly closing: check all books and transmit all documents before the 4th of      the following month to Nairobi finance team.
2. MANAGEMENT OF THE HUMAN RESOURCES AT THE BASE
      a.  Administration of Employment practices
  • To ensure the implementation of the staff regulation in the base,
  • To ensure the proper communication within the base concerning administrative issues,
  • To implement all HR procedures, projects and initiatives in the base and to propose to the Field Coordinator  on     new procedures where required,
  • To maintain an accurate staff database of the staff in Isiolo Office, management of leave to include leave plans and leave follow up.
  • To ensure the Payroll Alteration Forms are remitted to Nairobi HR on the 15th of every month for payroll processing.
  • Responsible for all HR filing in the base to include recruitment files, personnel files etc.
  • In-charge of enforcement of office guideline like COVID-19 control and prevention measures
      b. Employee Resourcing (HR Planning, Recruitment& Selection, Induction& Orientation
  • In collaboration with the Field Coordinator, participate in the recruitment and selection process at the base level to include preparing JD’s, job adverts, receiving and sorting applications, preparing interview materials,interview schedules, contact candidates for interviews and help set up for interviews.
  • Working closely with the HR Manager, prepare recruitment documentation to include the recruitment matrix and conducting reference checks.
  • To assist the Field Coordinator in the orientation and induction of new staff at the base. This includes,preparing an induction schedule for new staff, collecting all documents from new employees as per the employee personnel checklist and opening employee personnel files for all new employees as well as assisting in conducting comprehensive HR induction at base level.
  • In consultation with the Field Coordinator, advise on staffing needs including need for new hire and/or reduction.
       c.Employee Relations.
  • Responsible for staff welfare at the base level to include but not limited to staff meetings, medical, etc.
  • Ensure staff have personal protective equipment (PPEs) while on duty as part of covid-19 control and prevention (where necessary)
  • To ensure that each disciplinary action is justified, compliant to the law and staff regulation, and validated by the Field Coordinator in conjunction with HR Nairobi.
  • To prepare for the base all proposition regarding changes in the HR policy, i.e. organization chart, comments on the salary grading structure and to be communicated to the Field Coordinator who will liaise with other coordination teams.
  • Be a change champion for HR initiatives and projects at the base level
  • Working closely with the Field Coordinator, assist in the implementation of HR projects and initiatives at the base level.
      III. Supervisory Responsibilities
  • Overseeing the operations of the logs assistant at the base level
  • Overseeing the operations of the finance assistants and cashiers at the base level
  • Overseeing the operations of the office assistants and the cleaner Casuals

      IV. Fiscal Responsibility

  • Base Treasury and Cash Count
  • Monthly accountancy and supporting documentation

      V. HR Responsibility

  • HR monthly reports
  • Payroll Alteration forms


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