Header

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