Base Administrator

Full Job Description

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

  Action Against Hunger has been present inKenya since 2001 and is a transformative leader in nutrition security forimproved quality of life among vulnerable communities. Action Against Hungerwants to contribute to the optimal functional performance of National, County,and Community systems through strategic partnerships for innovative nutrition-sensitiveand nutrition-specific interventions to achieve its impact. The organizationrecognizes gender equality as central to its core strategy towards the realizationof effective and sustainable outcomes on nutrition, WASH and surveillanceinterventions. Action Against Hunger is currently implementing activities inWest Pokot, Mandera, & Isiolo counties.

  I.              Summary of position

The BaseAdministrator Officer will be responsible for day-to-day finance activities at Manderaand will play a critical role in ensuring adherence to financial policies andprocedures. These activities include general finance, budget, cash, and bankmanagement at the base level and ensuring that all finance transactions arerecorded in the Saga cashbook on a daily basis in full respect of internalrules. He/ She will provide accounting and financial analysis to the Manderabase staff and will ensure the submission of base financial reports based oninternal deadlines in compliance with all accounting and financial reportingfunctions. The individual is also responsible for supporting Internal reportingincluding internal budget monitoring.

The incumbent isresponsible for providing Human Resources Administrative Support to the basestaff and enforcing the implementation of the organization’s policies.

The BaseAdministrator Officer role has the following purpose, engagement and delivery: 

Purpose:  

The baseadministrator Officer will be key in the day-to-day administration operation at the Mandera base. The officer will have the responsibility of ensuring all accountingprocedures for the organization's finances are safeguarded by following themonthly accountancy procedures. The officer will also be responsible for conducting monthly cash count, tracking of monthly expenditure, advance,forecasting tools as well as the review and analysis of monthlyaccountancy before submission to Nairobi. The holder of the position will alsobe key in submitting monthly base HR reports and supporting the capital officein the preparations of monthly payrolls. In addition, the incumbent will beresponsible in providing Human Resources Administration by ensuring all thestaff adhere to the stipulated organization policies.

Engagement:

The position holdworks collaboratively to ensure the issuing of accountancy bundles is timely,accurate, and complete. S/he will work with all staff in order to improveknowledge and awareness with respect to budget utilization, policies, internalcontrol policies and procedures.

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

S/he will workclosely with other departments, the Field Coordinator, Logistics and ProgramOfficers at the base level and at the Nairobi level to provide seamless supportand relevant advice in regard to organization policy funds utilization. Seekadvisory support and advise both capital Human Resources and Finance departmentson base matters and information sharing.

II.             Delivery

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

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

III.           Essential job functions

1.     MANAGEMENT OFTHE FINANCES OF THE BASE         80%

a.     GeneralFinance:

·       Responsible forfinance management at base level,

·      Ensure properimplementation of Action Against Hunger’s financial rules and procedures.

·       Responsible forthe financial authorization of the expenses done at the base in compliance withfinancial procedures and monthly cash forecast

·    Record allworking advances in the advance book and follow up on their clearance by staffon a timely basis.

·       To ensure thateach cash & bank transaction is justified by an appropriateinvoice/receipt, and to ensure the quality of receipts (name, patent no.,stamp, description, date, amount, etc.)

·       Responsible forproper & regular filing of all finance documents at the base. 

b.     BudgetManagement

·     

·       Check availabilityof funds for all activities and expenses- validate the procurement requests andSPOs.

·       Hold monthlyBudget Follow up (BFU) meetings at base level and communicate feedback to the Nairobi Finance office.

·       Ensure thatcorrect budget lines are used for each activity & expenses- link to PFU andBFU.

c.      Cash & BankManagement:

·       To ensurerespect for Action Against Hunger’s finance procedures and Cash ManagementPolicy at the base level.

·       Monthly cashand bank reconciliation

·       Ensure the safekeeping of Action Against Hunger  funds and assets

·       Make cash countat least once a week and also at the end of each month (in writing)

·       Consolidate thebase cash forecasts. Ensure liquidity at base level- sending balances to Nairobicapital office, follow up on transfers to bases.

·       Ensure baseexpenditures are in line with the approved cash forecast, analyze discrepancybetween actual expenditures and cash forecast. 

d.     SAGA:

·       Record alltransactions in the SAGA cashbook in full respect of internal saga rules. Thiscashbook & bank book must be updated on a daily basis to be able to verifythe physical bank & cash balance at any time.

·       Ensure thatcorrect budget lines are used for each activity & expenses- link to PFU andBFU.

·       Accountable forthe SAGA monthly closing: check all books and transmit all documents before the4^th of the following month to Nairobi finance team.

2.     MANAGEMENT OFTHE HUMAN RESOURCES AT THE BASE 15%

a.     Administrationof Employment practices

·       To ensure theimplementation of the staff regulation in the base,

· To ensure the propercommunication within the base concerning administrative issues,

· 

·    To maintain anaccurate staff database of the staff in Mandera Office, management of leave toinclude leave plans and leave follow-up.

·  To ensure thePayroll Alteration Forms are remitted to Nairobi HR on the 15th of every monthfor payroll processing.

·    Responsible forall HR filing in the base to include recruitment files, personnel files, etc.

·    In-charge ofenforcement of office guidelines like COVID-19 control and prevention measures.       

b.     EmployeeResourcing (HR Planning, Recruitment& Selection, Induction& Orientation

·    In collaborationwith the Field Coordinator, participate in the recruitment and selectionprocess at the field level including preparing JDs, job adverts, receivingand sorting applications, preparing interview materials, interview schedules,contacting candidates for interviews and helping set up interviews.

·    Working closelywith the HR Manager, preparing recruitment documentation to include therecruitment matrix and conducting reference checks.

·    To assist the FieldCoordinator in the orientation and induction of new staff at the base. Thisincludes, preparing an induction schedule for new staff, collecting alldocuments from new employees as per the employee personnel checklist andopening employee personnel files for all new employees as well as assisting inconducting comprehensive HR induction at base level.

·    In consultationwith the Field Coordinator, advise on staffing needs including need for newhire and/or reduction.

c.      EmployeeRelations.

·  Responsible forstaff welfare at the base level to include but not limited to staff meetings,medical, contributions etc.

·  Ensure staffhave personal protective equipment (PPEs) while on duty as part of covid-19control and prevention (where necessary)

·  To ensure thateach disciplinary action is justified, compliant to the law and staffregulation, and validated by the Field Coordinator in conjunction with HRNairobi.

·  To prepare forthe base all proposition regarding changes in the HR policy, i.e. organizationchart, comments on the salary grading structure and to be communicated to theField Coordinator who will liaise with other coordination teams.

·    Be a changechampion for HR initiatives and projects at the base level

·  Working closelywith the Field Coordinator, assist in the implementation of HR projects andinitiatives at the base level.

3.     ANY OTHERASSIGNMENT  5%

·  Any otherassignment assigned by the line manager both technical at Nairobi and administrativeat the base

  IV.      Supervisory Responsibilities

·       Overseeing the operations of the logs assistant at the base level

·       Overseeing the operations of the finance assistants and cashiers at thebase level

·       Overseeing the operations of the office assistants and the cleaner

·       Casuals

V.    Fiscal Responsibility

·       Base Treasuryand Cash Count,

·       Monthlyaccountancy and supporting documentation 

VI.           HRResponsibility

·       HR monthlyreports

·      PayrollAlteration forms 

VII.         Physical Demands

  ·   

VIII.    Working Conditions, Travel andEnvironment

  ·   The duties of the job require regular job attendance at least five daysper week.  Must be available to workoutside normal office hours or on the weekends as required.

  IX.           Gender Equality Commitments & Zero Tolerance to Abuse

X.            

R a.      RequiredEducation:        

·       Degree inbusiness related Field: Finance/Accounting.

·       Professionalqualification of CPA will be added advantage

·       Basicknowledge of and interpretation of the Kenyan labor laws

·       Minimum 5years’ experience in busy organization or Non-profit organization 

      Essential

·       Superior  communication andwriting skills

·       Demonstrated analytical skills

·       Excellent influencing and negotiation skills

·       Monitors progress against milestones and deadlines;

  Preferred

·       Compatibilityfor both independent and teamwork.

·       Persistence andassertiveness combined with tact and diplomacy

·       De