Base Administrator

VACANCY ANNOUNCEMENT

Directly Reports to: Field Coordinator

Technical Reports to: Finance Head of Department & HR Manager

Number of positions: One (1)

Duty Station: Isiolo – Kenya

Action Against Hunger-USA is part of the Action Against Hunger International network, which provides humanitarian relief in more than 50 countries worldwide in the sectors of nutrition, health, water/sanitation, and food security. Action Against Hunger-USA, an independent NGO, currently manages programs in 7 countries: Ethiopia, Kenya, South Sudan, Somalia, Tanzania, Uganda, and Haiti. Action Against Hunger-USA implements more than $60 million in programs annually, and approximately 1,500 permanent employees based in New York City, Washington D.C, Nairobi, and country offices. Additional growth is anticipated.

Action Against Hunger has been present in Kenya since 2001 and is a transformative leader in nutrition security for improved quality of life among vulnerable communities. Action Against Hunger wants to contribute to the optimal functional performance of National, County, and Community systems through strategic partnerships for innovative nutrition-sensitive and nutrition-specific interventions to achieve its impact. The organization recognizes gender equality as central to its core strategy towards realization of effective and sustainable outcomes on nutrition, WASH and surveillance interventions. Action Against Hunger is currently implementing activities in West Pokot, Mandera, Samburu, Isiolo, Trans Nzoia, Kakamega, Bungoma and Busia counties.

Summary of position

Action Against Hunger is looking to fill the position of Base Administrator who will be responsible for running day-to-day finance activities at Isiolo base. The position holder will play a critical role in ensuring adherence to financial policies and procedures. These activities include general finance, budget, cash, and bank management at the base level and ensuring that all finance transactions are recorded in the saga cashbook on a daily basis in full respect of internal rules. He/ She will provide accounting and financial analysis to the Isiolo base staff and will ensure the submission of base financial reports based on internal deadlines in compliance with all accounting and financial reporting functions. The individual is also responsible for supporting Internal reporting including internal budget monitoring.

The incumbent is responsible for providing Human Resources Administrative Support to the base staff and enforcing the implementation of the organization’s policies.

The Base Administrator role has the following purpose, engagement and delivery:

Purpose:

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 in providing Human Resources Administration by ensuring all the staff adhere to the stipulated organization policies.

Engagement:

The position hold works collaboratively to ensure the issuing of accountancy bundles is timely, accurate, and complete. S/he will work with all staff in order to improve knowledge and awareness with respect to budget utilization, policies, internal control policies and procedures.

S/he will build and maintain a collaborative network with various external stakeholders such as local government and non-governmental partners.

S/he will work closely with other departments, the Field Coordinator, Logistics and Program Officers at the base level and at the Nairobi level to provide seamless support and relevant advice in regard to organization policy funds utilization. Seek advisory support and advise both capital Human Resources and Finance departments on base arise matters and information sharing.

Delivery

The position holder is responsible for providing accurate financial data, effective and efficient utilization of resources in line with the organizational and financial management policies and procedures as per the donor policies and guidelines. S/he will ensure the organization is compliant by making sure various accounting and tax regulations are adhered to especially for staff hired in the field.

Provide HR monthly reports, monthly leave updates and payroll amendment alteration reports and promote high standards of integrity and accountability in the utilization of organizational resources.

1. Essential job functions

1. MANAGEMENT OF THE FINANCES OF THE BASE

1. 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.

2. 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.

3. 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.

2. 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.

3. MANAGEMENT OF THE HUMAN RESOURCES AT THE BASE

2. 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.

3. Employee Resourcing (HR Planning, Recruitment& Selection, Induction& Orientation

• In collaboration with the Field Coordinator, participate in the recruitment and selection process at the field 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.

4. Employee Relations.

• Responsible for staff welfare at the base level to include but not limited to staff meetings, medical, contributions 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.

5. 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

6. Fiscal Responsibility

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

7. HR Responsibility

• HR monthly reports
• Payroll Alteration forms

8. Physical Demands

• While performing the duties of this job, the employee is required to sit for long periods and to concentrate on work, including typing, and turn out heavy volumes of work accurately, within short time frames under stressful situations in the context of a moderately noisy office with many interruptions. Must be able to proofread own work accurately so that only minor corrections are needed on an infrequent basis.
• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

9. Working Conditions, Travel and Environment

• The duties of the job require regular job attendance at least five days per week. Must be available to work outside normal office hours or on the weekends as required.
• Must be able to travel as required for standard domestic and international business travel as well as to the country offices if appropriate. Based on the country office needs, the time spent on field trips will be a minimum of a […..] of his/her working time. While visiting the field, the employee may be exposed to precarious settings under high security risks and/or very basic living conditions and outside weather conditions, as well is to infectious diseases.

10. Gender Equality Commitments & Zero Tolerance to Abuse

• Foster an environment that reinforces values of women and men, and equal access to information.
• Provide a work environment where women and men must be evaluated and promoted based on their skills and performance.
• Promote a safe, secure, and respectful environment for all stakeholders, particularly for children, beneficiaries, and members of staff.
• Help to prevent any type of abuse including workplace harassment and sexual abuse and exploitation.
• Respect beneficiaries’ women, men, children (boys and girls) regardless of gender, sex orientation, disability, religion, race, color, ancestry, national origin, age, or marital status.
• Value and respect all cultures.

11. Required Qualifications and Professional Experience

1. 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

2. 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