Merlin Kenya Field Site Operations Manager

Functionally Responsible To: Project Coordinater

Technically Responsible To: HR Manager, Logco, and FCD

Working With: Merlin field team, Finance assistant, HR and Admin assistant, Logistics team

Location: Project Field sites in Lodwar and Kisii

Duration: 12 Months

Overall Objective of the Position

• To directly support the PC by overseeing the HR, Administrative, Financial and Logistics functions and ensure that program support is implemented correctly to achieve efficiency in the programs.
• To ensure the smooth running of logistics, human resources, administrative and finance procedures of the Merlin Field Offices
• To promote Merlin’s objectives and respect the Merlin code of conduct
• To respect Merlin’s internal procedure and Kenyan laws in carrying out this position responsibilities.
• To maintain good inter-team communication and engender positive team dynamics.

Main Duties of the Logistics and Administrative Assistance

Administration and Human resources

• Responsible for the overall running of the office and ensure that systems are clear and in place for the benefit of the whole team.
• Ensure that contract records, personal files of all staff in the zone are maintained and updated
• Ensure that these records are complete and coordinated with Nairobi Office and regular reports to the HR Manager are sent timely as per Merlin HR manual.
• Ensure all travel arrangements and flight booking s for Merlin staff are done on time and reconfirmation done
• Ensure that a proper filling system is maintained both electronically and in hard copy
• Manage office administrative expenditures and ensure that office consumables are regularly monitored and replenished.
• Manage daily and periodically expenditures and utilities payments in close liaison with the PC and FCD
• Ensure that the office has adequate security in place at all times

Logistics/Asset Management

• Ensure the orders are placed in a timely manner (no stock out) and with the correct approvals.
• Ensure that stock records are kept for the zone and that asset management and regular inventory are properly implemented according to Merlin policies and procedures.
• To organize for all local purchase requests according to Merlin’s procurement procedures
• To ensure that the appropriate documentation is prepared for any item being transferred or delivered to other sites.
• To ensure that the appropriate documentation is forwarded to Merlin Nairobi for all items received
• To endure that reports are produced and forwarded timely and correctly to the Logco as per Merlin Reporting Policy.

Finance

• Work in strict collaboration with the PC on project budget proposals and monitoring from the support side.
• Oversee and supervise the Finance staff, acting as direct liaison with the CFD
• Monitoring and provide analysis of the Budget to Actual (BVA) for the PC and Country Finance Director.
• Keep up-to date financial records and transactions and report to the PC and CFD.
• Ensure that the cash book is kept up to date all times with records of all expenditure and verify the same with regular cash counts.
• Keep the receipts clearly labeled.
• Ensure that all data is input on the computerized cashbooks ensuring the correct account codes are used.
• Oversee the reparation of receipts, cash counts and accounts statements for review by the PC and CFD
• Ensure the up keeping of both the manual and computerized Accounts Books up date
• Responsible for all cash transfer arriving from Nairobi, the accounts transactions and withdrawals are correctly recorded into the cash box.
• Ensure that the cash box is kept in a discrete and safe place at all times.
• Ensure that the cash balances are adequate. In collaboration with the PC, prepare monthly forecasts and submit to Nairobi finance on time.
• Provide the finance and Administration manager (Nairobi office) with complete and verified accounts at each month end in computerized form and with original receipts and cash counts

Qualifications

• Bachelor degree or diploma in accountancy, business administration or other relevant Subjects
• Previous finance and management experience within international humanitarian
• Organization is required
• Proven organization skills
• Applicable financial skills
• Supportive personnel management style and ability to work in a team
• Good spoken and written English
• Previous experience managing store and logistics function
• Good computer skills (Word, Excel).
• Previous experience managing staff
• Effective communicator.

Highly Desirable

• Previous experience working for an NGO

Applications should be sent to the address below on or before 09.03.2011

Merlin Kenya / Somalia Programme
P.O. Box 3350 – 00200, Nairobi

Or via e- mail to: recruitment@merlin-eastafrica.org