Administrative Coordinator , Dadaab/Nairobi

COUNTRY: Kenya. CITY: Based in Nairobi with frequent travels to Dadaab Starting date: 15/04/2012 Closing date for application: 12/04/2012 Length of the assignment: 3 months, renewable Advertisement reference: SURMANE/Firstname/AdminCo/Kenya

Handicap International is an independent and impartial international aid organisation working in situations of poverty and exclusion, conflict and disaster. Working alongside persons with disabilities and other vulnerable groups, our action and testimony are focused on responding to their essential needs, improving their living conditions and promoting respect for their dignity and their fundamental rights.

Handicap International is a not-for-profit organisation with no religious or political affiliation. It operates as a federation made up of a network of associations that provide it with human and financial resources, manage its projects and implement its actions and social mission.

Through its Emergency Response Department (ERD), created in 2006 after the merge with Atlas Logistique, the organization is committed to: - Provide an adequate response to major natural disaster and conflict situations, anywhere in the world as much as possible within 72 hours; - Provide assistance to vulnerable groups (refugees, IDPs, persons with injuries, elders, children, etc.) affected by a crisis and maximize the number of beneficiaries. Within vulnerable groups, target especially PwD and meet their specific needs; - Constantly monitor chronic crises and/or conflicts to ensure preparedness for and rapid response to eventual emerging needs.

Directly linked to the Emergency Response Department of Handicap International France, the expatriate will be mandated for the following mission.

MISSION CONTEXT

Somalia, the neighbouring country of Kenya, has been designed the most failed state of the world in 2011 . Due to civil conflict and drought, United Nations decided in 1992 to start an operation in Mogadishu (“Restore Hope”). In the same time, several tens of thousands people fled Somalia to Kenya. As a result of these influxes, the creation of refugee camps in the North Eastern part of Kenya has been decided and especially in Dadaab. Most of these refugees are still in Dadaab today. Dadaab is located in the east of Kenya, at about 90km from the Somalia border. The camps complex is composed by three “historic” refugee camps: Dagahaley, Ifo and Hagadera, located in a circle of 17km around Dadaab. Despite official closure of the Kenya / Somalia border by the Kenyan Government in January 2007, Dadaab refugee camps complex has received over 200,000 Somalia refugees over the past four years. Since October 2010 however, the numbers of refugees increased to over 10,000 a month, mainly because of the conflict in Somalia and since May 2011 because of the long and severe drought in the horn of Africa. The United Nations have declared on 20th of July a situation of famine in 2 regions of Somalia and on 3rd of August 2011 it was extended to 5 regions of Somalia. The number of refugees received between January and mid July 2011 is more than 60,000. The current population in the camps is around 400,000 refugees, while the three camps (Dagahaley, Hagadera and Ifo) have a total holding capacity of 90,000 persons (30,000 each). There are about thousands of new refugees who have no where to settle and are spontaneously settling on the outskirts of the camps. The rate of registered refugees arriving in the camps should continue rising. As of the end of July 2011, an average of 1,330 persons was arriving daily in Dadaab . It is anticipated that an estimated additional 80,000 new refugees will arrive in the next months, should the rains continue to fail and aid delivery in Somalia remains restricted. The sharp increase in arrivals combined with the prevailing drought situation in the Horn of Africa is impacting more on the newly settled refugees. Indeed, during the previous months, newly arrived refugees were not taken in charge immediately at their arrival in the different camps in Dadaab, because the Kenyan Government and UNHCR did not have the capacity to register this large number of refugees daily. Therefore, refugees could not receive any basic services as food and water at their arrival in Dadaab camps, creating situations of extreme vulnerability and sometimes to deaths. Despite the presence of humanitarian stakeholders in Dadaab, the huge influx of new refugees has made it extremely difficult to deliver sufficient and efficient humanitarian assistance, especially in the spontaneous settlements (vast areas around the different camps with no existing services at all). However, in response to the critical needs of newly settled refugees, the Kenyan Prime Minister made a public statement requesting UNHCR to open the new sites in the area and provide assistance in terms of health care, shelter, education and food. As a result UNHCR and implementing partners (IPs) decided to open two new camps (Ifo Extension and Kambioos) with an additional capacity of 180,000 refugees. The resettlement in these new camps has started on July 25 and is still under process. Regarding these facts, Handicap International has identified critical needs for the most vulnerable (especially for persons with disabilities, older and persons with serious medical conditions), such as: access to food and safe water, access to sanitation facilities, access to health services, access to adapted shelters, access to a secure environment and protection, access to other specific services according to their needs.

Handicap International, in the frame of its holistic approach to the most vulnerable called Disability and Vulnerability Focal Point (DVFP), proposes an immediate humanitarian response in order to cover the needs of the Dadaab camps vulnerable population. The strategy of these DVFPs is to identify most vulnerable persons (and particularly PWDs) in their community and enhance their access to basic and specific services. Because of the increased vulnerability of the new arrived refugees, Handicap International will focus its activities in the two new camps (Ifo extension and Kambioos) and in the outskirts of the three existing camps. This project, like all projects currently being implemented by the ERD, will focus particularly on extremely vulnerable individuals and their households, as these individuals often risk being excluded from assistance efforts, and given their original vulnerabilities, face additional barriers and challenges to cope and survive. The criteria of vulnerability could be enlarged according to the lack of coverage by the other actors and our financial and operational capacities. Also, HI aims to provide mainstreaming support to IPs at all levels in the emergency response. This mechanism for mainstreaming has been used successfully by HI in others emergency interventions (Haiti, Pakistan, etc).

Global Objective of the Position

Based in Nairobi with frequent trips to Dadaab, in direct link with the Head of Mission, the Administrative Coordinator is in charge of the administrative department (Finances, Accounting, Human Resources and Administration). He/She will ensure that all the HI standards process are in place and well followed included: - The respect of all the deadlines and the application of the HI standard in Nairobi main office but also in the project site (Dadaab). - Responsible for all financial inputs and information, analysis and reporting to the Head of Mission. - Guarantee the update and the follow up of the programs accountancy - Ensure the budget follow up, forecast - In charge of the administrative management - In charge of the Human Resources management (expatriate, local staff, incentive staff) of the programs

The Administration Coordinator is also in charge of improves service quality (updating procedures, recommendation and proposition of new procedures in close collaboration with coordination team).

Hierarchical Positions

Line manager: Head of Mission

Responsibilities and Tasks Description

1. Administration Make sure that all administrative processes are followed by the support team.

• General Administration - Ensure the follow up of archive and the regular transfer to the HQ in Lyon. Ensure adequate filling of the documents. - Prepare and follow up all the rental contracts for premises - Ensure the compliance of all the contract signed (in close relation with the coordination team). - Ensure that the administrative organization is relevant with the mission needs. - Guarantee the respect of administrative and legal framework (particular focus on the labour law) in the whole country; ensure implementation and respect of rules on each programme.

1. Finances Supervise and control all financial operation and their good execution by the staff, this includes:

• Cash Flow - Cash flow follow-up: Compilation and validation of cash forecasts (from Project Manager). - Transfers – arranging and follow up of transfers to bases (Dadaab’s project): bank / cash transfers; follow up and administration of transfers from Lyon; administration of payments between missions (DAD – HI Development Department & DAU – HI Emergency Department). - Compile cash needs forecasts and prepare global treasury forecast to be sent to HQ. - Validate all the expenses forecast, purchase plan - Managing bank accounts (Nairobi & Garissa): withdrawals and transfers preparation forms, statements collection, cheque deposits & payments - Monitoring the bank account balances; arranging foreign exchange transfers between HI FRANCE and HI mission in Kenya - Ensure the continuous provisioning of the mission - Signing and controlling the orders forms (Local Purchase Order) before writing the cheques, - Ensure that at least Weekly & Monthly Cash controls are made, - Checking bank reconciliation, - Implementing and following up the necessary procedures for a proper cash/bank management - Ensure the security of the cash (either in Nairobi and Dadaab) - Control the level of expenditure and authorization procedures – authorization of expenditure of the mission, with reference to Lyon for amounts above EUR 10 000

• Budget - Budget proposals preparation in coordination with project managers and coordination team. - Budget amendment - Budget follow up on a monthly basis:  Analysis (percentage of expenses, balance)  Ensure the match with the finances plan/forecast  Report any discrepancies, problem to the Head of Mission  Ensure that the budget information is transmitted to Project managers, and coordination team. - Budget forecast in close coordination with the project manager and the Finances coordination team. - Financial report to donors - Ensure adherence to the administrative and financial conditions of the Donor contracts - Ensure that the allocation management board is always up to date - Be able to give accurate answer on budgetary questions (Budget lines, Balance, extension…) - Coordinate a permanent monitoring of use of financial resources

1. Accounting

• Ensure an accurate and on time accountancy:  Allocation per donor  Accounting codes  Budget line
• Ensure that all the expenses made are:  Authorised  Valid (eligibility of the invoice following HI rules)  Properly justified  Properly entered in the accountancy (Budget code, accounting code, allocation to donors…)
• Ensure the closure of the accountancy every month  Bank reconciliation  Cash reconciliation  Voucher with invoices  Cash book  Bank book
• Sorting cash & bank books for input to accounting software ALPHAK
• Follow up all advances (includes Dadaab’s)
• Ensure all cash books & bank books are well managed
• Supervise the proper filing of all accountancy documents

1. Human Resources (Local staff, expatriate, incentive workers)

• Expatriate: - Manage the visa extension, the registration at the embassy - Update expatriate record sheets and follow-up - Request authorisation to go to the field - Manage arrival, departure together with the Human Resources Department of the headquarter - Manage R&R and holidays in respect of HI procedures, health. - Brief, and provide a continued point of reference to expatriates on the Administrative details of the mission and HI - Payment of Per Diem for volunteers and allowances, advances on salary and break allowances

• Local staff files - Keeping all the internal regulations and administrative procedures of the mission updated in accordance with Coordination team - Maintaining and updating the national staff personnel files: staff individual forms, contracts, warning letters, holiday, NSSF, NHIF, insurance, etc...) - Making sure that job descriptions are updated (in coordination with Project Manager), and signed - Ensure validation and support for all recruitment - Keeping proper files updated concerning medical coverage and insurance. - Ensure all staff are registered with NSSF, NHIF, PIN, Health insurance, life insurance

• Local staff salaries - Ensure that the salary payment is accurate and made on time - Ensure the attendance sheets are well maintained - Ensure the salary scale is well respected (job name, positions of the staff) - Ensure that all the legal payments are made

• Local staff follow up - Ensure that all staff working for us has a valid contract. - Follow up and filling for appraisal - Lead all processes of warning, dismissal - Ensure the local working rules are followed - Ensure the follow up of leave and any kind of absence. - Labour legislation – ensure compliance with national legislation (employment contracts, internal regulations, records of employment taxes and contributions, …)

• Incentive Worker - Ensure they are all under agreement, with a job description - Ensure they all have attendance sheet - Ensure the follow up of leave and any kind of absence

1. Others
   • Responsible for Administration trainings in the mission either for the administration team, project manager.
   • Management and supervision (including staff reviews) of the administrative team member
   • Participating at the coordination meetings,
   • Participating in the Dadaab’s programs strategy planning,
   • Train and continually develop the administrative / financial capacity of the administrative team of the mission (Accountant, Administrative Assistants, HR Officer)
   • Field support: field visits, transmission of relevant information on procedures, contracts, general financial info, etc…
   • Train the expatriates in administrative / financial procedures (cash management, HI procedures and sensitization to budget follow-up)

Required Profile

Education - Advanced degree in administration and accounting, Human resources management

Experience - At least 1 year of experience as an Administrative Coordinator - NGO experience mandatory - Management of large team, in remote (depending on the evolution of the environment)

Languages - English

Skills - Accounting and Finances skills - Strong organizational skills - Capacity to analyse and prioritise - Attention to details, accurate - Capacity to work under pressure and to tight deadlines - Computers skills: Very good knowledge of Excel

Personal qualities - Communication and strong interpersonal effectiveness skills - Self confidence - Team player - Solution oriented

EMPLOYMENT CONDITIONS:

Salary: 2050 salary/month upon experience + Social cover + repatriation insurance + housing + transport + R&R

How to apply:

To apply, please send your CV and a cover letter to: Mariana ECHEVARRIA HANDICAP INTERNATIONAL Direction de l’Action d’Urgence Réf: SURNAME/Firstname/AdminCo/Kenya. E-mail : officerh@handicap-international.org