Finance Base Administrator at Action Against Hunger International

Job Description

Objective 1: MANAGEMENT OF THE FINANCES OF THE BASE -60%

Activities under this objective include:

Activity 1 : General Finance :

• Responsible for finance at base level,
• To 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

Activity 2 : Budget Management

• Where required and in consultation with the Field Coordinator- Tana river, provide inputs to budget proposal design and procurement plan design.
• 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

Activity 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, 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

Activity 4 : Sylogist :

• Record all transactions in the Sylogist cashbook in full respect of internal 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 Sylogist monthly closing: check all books and transmit all documents before the 4nd of the following month to Nairobi finance team.

Objective 2: MANAGEMENT OF THE HUMAN RESOURCES AT THE BASE -40%

Activities under this objective include:

Activity 1 : 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 Head of Base on new procedures where required,
• To maintain an accurate staff database of the staff in Tana river, 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.

Activity 2: Employee Resourcing (HR Planning, Recruitment& Selection, Induction& Orientation in collaboration with the Head of Base, 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 Head of Base 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 Head of Base, advise on staffing needs including need for new hire and/or reduction.

Activity 3 : Employee Relations

• Responsible for staff welfare at the base level to include but not limited to staff meetings, medical, contributions etc.
• To ensure that each disciplinary action is justified, compliant to the law and staff regulation, and validated by the Head of Base in conjunction with HR Nairobi.
• To prepare for the base all proposition regarding changes in the HR policy, i.e. food baskets, organization chart, comments on the salary grading structure and to be communicated to the Head of Base who will liaise with other coordination
• Be a change champion for HR initiatives and projects at the base level
• Working closely with the Head of Base, assist in the implementation of HR projects and initiatives at the base level

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 labour laws

Preferred Skills/Competencies:

• Excellent analytical and writing skills.
• Problem Solver.
• Compatibility for both independent and team work.
• Persuasive and confident communicator, able to deal with senior colleagues throughout the organization.
• Persistence and assertiveness combined with tact and diplomacy
• 3 -5 years’ experience in busy organization or Nonprofit organization
• Demonstrated flexibility and or adaptability.
• Excellent organizational and planning skills
• Good writing skills.
• Good management and representation skills.
• Good interpersonal skills
• Strong leadership skills
• Ability to work in a high pressured environment

Reporting responsibilities

• Base Treasury and Cash Count,
• Monthly accountancy and supporting documentation
• HR monthly reports
• Payroll Alteration forms