Office Manager/book-keeper: Dadaab

The Office Manager/book keeper will oversee Internews operation in Dadaab by providing support to the field-based team. This includes arranging accommodation, trainings, flights and transport. Also: ensuring that security protocols are followed. Either Somali or Swahili language are essential. Internews is a media development organisation working with Star Media Development Centre and the community to develop radio programs aimed at improving the information available to the host and refugee communities. The position is dependant on funding with the plan to fund until Dec 30^th 2013

Responsibilities include:

• Manage the administrative operations in Dadaab, and Internews relationship with service providers, including transport companies, accommodation providers, and other suppliers.
• Make all travel arrangements for staff in Dadaab,
• Liaison with Star Media Development Centre for administrative and logistical support,
• Ensure the office operates as per Internews security protocols
• Ensure transport for the project staff complies with the Internews and UN security protocols,
• Attend security meetings and ensure the staff are keep informed of the security environment,
• Recommend adjustments to Internews security protocols as per changes in the security environment,
• With the approval of the Project Director, arrange the purchase of items for the office and project following IEU and donor procurement rules,
• Organise and maintain records of all equipment and user details,
• Make arrangements for staff field visits, including travel, accommodation and insurance when necessary.
• Is responsible for the hiring of local staff, issuing of contracts and management;
• Arrange accommodation for permanent and visiting staff;
• Liaison with the Finance Manager to  provide all invoices are available to the finance department on a monthly basis,
• Manage offices IT system,
• Manage budget for the administration of the office,
• Coordinate arrangements and make bookings for trainings and other activities,
• Train and oversee internship for young people from local community in book-keeping and office management,
• Examine financial documents such as invoices, vouchers, expense reports and other documents such as purchase orders to ensure the completeness, accuracy, reasonability and validity of financial data.
• Ensures that accounting documents are filed on a timely basis, proper accounting records are maintained and compatible with standard accounting practice.
• Monitors and reconciles supplier statements on regular basis and ensures timely settlement of bills and invoices.
• Recording cash payments and expenses.
• Prepare weekly reports at end of the week to the Account with all the supporting documents.
• Monitor and track cash advanced to program and support staff on a monthly basis ensuring that the liquidation reports are prepared and corrected booked
• Reconcile all the field advances at the end of every trip.
• Responsible for collection and disbursement of cash and ensures that it is stored in a secure location.
• Maintain a cash register to ensure that there is a proper audit trail of all cash transactions within the organization.
• Monitors and reconciles travel expenses and project expenses to individual advances on a regular basis in the field.
• Ensure that all petty cash payments are properly supported and duly authorized per the Internews Europe Requirements before disbursement.
• Ensure that all document have been stamped ‘PAID’ including the cash payment reference no. details
• Posting entries into the petty cash book and other Excel worksheet as required for the field office on a daily basis.
• Doing a cash count at the close of the week under the supervision of the project director. Ensuring that there is a document to support for this signed by both him and the Project Director.
• Assist the Finance Manager in preparation of monthly financial report, accruals and projections, and any other financial reports for review by the Project Director.
• Work with the Finance Manager to develop annual budgets for program activities and office costs.
• Provide guidance/feedback to the Finance Manager to ensure the sound functioning of the Dadaab office.
• To be willing and ready to participate in field staff exchange programs as organized by the Project director
• Providing adequate support as required by auditors, other departments and third parties in the retrieval of required documents
• Monitor and track cash advanced to program and support staff on a monthly basis ensuring that the liquidation reports are prepared and correctly booked
• Other responsibilities and tasks as assigned.

Qualifications:

• University Degree in Accounting/ CPA II Section 4.
• 5 years experience working with an NGO as a office manager/book keeper.
• Previous working experience in Dadaab would be an added advantage

Applications close Sept 30^th, 2013. Please apply via email to DadaabHIS@gmail.com

Or by dropping your application to the Internews box at the Care office in the DMO.

Only successful applicants will be notified.

- See more at: http://www.internewskenya.org/article.php?id=378#sthash.NRhxY5Qc.dpuf