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May 17, 2012

Administration Officer Job in Kakuma Refugee Camp Kenya – FilmAid

About FilmAid: 
Since 1999, FilmAid has used the unique power of film to reach large numbers of vulnerable communities with critical information in a compelling visual format, overcoming language and literacy barriers.
FilmAid uses films that are both educational and entertaining to draw audiences’ attention to subjects of vital concern to their health and well-being.

FilmAid International has operational presence in Dadaab and Kakuma refugee camp and is one of UNHCR’s Implementing partners.

Currently FilmAid is implementing a variety of projects with funding support from UNHCR and the US government through Bureau of Population and Migration (BPRM).
These projects generally correspond to FilmAid’s core response areas of Health, Protection and Community services and involve production and dissemination of various videos.
Kakuma Administration Officer 
Duty Station: Kakuma
Reporting To: Program Manager
Finance Support:
  • Management & maintenance of Kakuma petty cash in the office.
  • Continually maintaining proper systems of storing cash, making payments and keeping cash books and other financial records.
  • Responsible for the integrity of the petty cash system in Kakuma.
  • Receiving invoices and raising payment requests
  • Processing and submitting the cash books to Nairobi office within the stipulated timeline.
  • Coordinate with Finance Officer on monthly basis to review budget to actual reports to ensure propriety of information
  • Ensure that financial procedures are followed by all program and administration staff based in Kakuma.
  • Preparing monthly cash forecasts for Kakuma office.
  • Participating in budget preparation for Kakuma office and budget revision.
  • Regular update and review of Kakuma programmes cash flow requirements and ensuring timely information to the Finance Officer and coordinate petty cash transfers to the field.
  • Prepare for internal and external audits and donor financial review as may be required.
Office Administration:
  • Develop and maintain an accurate and efficient filling system
  • Represent FilmAid in all administrative related task forces in Kakuma and the organization when required.
  • Ensuring proper working of office utilities; internet, telephone etc.
  • Maintaining a communication list of all focal persons of agencies operating in Kakuma.
  • Arranging flights, transport and accommodation for staff and visitors on travel to Kakuma field office.
  • Arranging all travel documents for staff and visitors and advising them on all issues that relate to traveling including liaising with the relevant government offices.
  • Ensure all staff are abiding by organization’s travel and safety regulations.
HR administration Support: 
  • Maintain the Kakuma staff leave schedule for national and refugee staff with records of all leave benefits.
  • Maintaining an up to date emergency contact list of all Kakuma based staff.
  • Maintain incentive staff files with proper records of dates of hire, staff contracts and staff leave and any staff disciplinary issues.
  • Providing all basic information to new staff. In charge of orientation of new staff in Kakuma office, which will include the code of conduct.
  • Represent FilmAid in all administrative related task forces in Kakuma.
  • Coordinate staff performance evaluations for staff they supervise and
  • Work with the HR Administrator to coordinate the Kakuma staff appraisal process.
  • Maintain absolute confidentiality of all information that he/she may have access to in the execution of his duties.
  • Guide staff as necessary and report to management any breaches of the Code of conduct if the situation arises.
Procurement &Logistics Support: 
  • Co-ordinate Kakuma’s process of procurement, goods reception and arrange for transportation of items received from Nairobi to Kakuma field program.
  • In-charge of storage & stores management for assets and consumables.
  • Maintenance of Kakuma fixed asset register and carrying out stock takes
  • Asset management; ensure proper care and use of vehicles, generators, audio equipment and other FilmAid assets
  • Reporting regularly on logistics status of the program to the Kakuma Finance Officer.
  • Must be of Kenyan nationality OR Must be eligible to work in Kenya.
  • Certified Public Account (CPA) part II.
  • Higher Diploma in Business Administration, Human Resources or logistics from a recognized institution.
  • At least 3 years experience in Accounting and or logistics department preferably with a humanitarian aid organization.
  • Proficiency in MS Word, Excel and at least one computerized accounting system.
  • Knowledge in Quick Books will be an added advantage.
  • Flexibility
  • Quick decision making.
  • Ready to work with minimal supervision with ability to work both independently and as part of a team.
  • Ready to work for long hours in a hardship area.
  • Team player, excellent interpersonal, organizational, multitasking and communication skills.
  • Commitment to humanitarian principles and action.
  • Female candidates are encouraged to apply.

How to apply: 

Please email applications with only cover letter, CV and 3 references by 23rd May 2012 to:

Note that applicants who send letters of references, testimonials or any other documents apart from those requested will be automatically disqualified.

Only short-listed candidates will be notified.

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