Marie Stopes International OPERATIONS OFFICER

JOB FRAMEWORK: OPERATIONS OFFICER

ORGANISATION: Marie Stopes Kenya
ROLE: Operations Officer (2 Positions).
REPORTS TO: Operations Manager.
LIAISES WITH: Projects staff based in Marie Stopes Kenya Mombasa, Kisumu Regional Offices, Support Office Nairobi and other team members.
DUTY STATION: Marie Stopes Kenya Regional Office, Mombasa and Kisumu
SALARY: KSHS. 70,000 – 100,000 GROSS

Purpose of the role

The responsibility of the Operations Officer is to ensure the smooth running of the Marie Stopes Kenya Regional Office Mombasa and Kisumu.
The Operations Officer is responsible for HR/administration, financial and logistical management of the regional office. Additionally the Operations Officer will provide programme support and services to the Projects/programmes within the region.

FINANCIAL MANAGEMENT

• Work closely with the Finance Manager, Procurement and Logistics Manager, People and Development Manager and Operations Manager to ensure smooth operation of all finance and administration matters of the Regional Office.
• Support the Finance Manager and Operations manager in receiving field fund advance requests, making sure they attach all the necessary documents and liaising with the Support Office Nairobi on releasing the funds.
• Reviewing the surrenders from the Project Staff after the field activities and auditing them in terms of attachments, validity of the receipts, validity of the payees, trip reports e.t.c.
• Matching invoices to delivery notes, statements and purchase orders to invoices and Goods Received Note’s for any transactions done for the Regional Office.
• Ensure proper filling for all the transactions recorded and maintained for the Regional Office.
• Input accounting data into the sun system with speed and accuracy.
• Assist in the production of financial statements and applications, preparation of spreadsheets, reports and correspondence as required by the Finance Director.
• Plan, organise and manage own workload to ensure the organisation’s monthly financial reporting process is achieved in a timely and accurate manner.
• Resolution of finance related queries within the Regions.
• Prepare monthly bank reconciliation for the region.
• Ensure timely preparation and payment of utility bills for example rent, electricity, water, internet e.t.c
• Ensure payments for casual staff, such as office cleaner, casual drivers etc, are prepared and paid on time.

OFFICE ADMINISTRATION

• Overall office management by ensuring phone calls are attended to, clients/visitors are attended to and ensuring the office and the compound is clean, neat and well kept
• Monitor utilities consumption and prepare requests or payments on the same.
• Liaise with landlord and Operations Manager for repairs and maintenance to the Regional Office, obtain quotations where required, follow through on all maintenance requests to ensure completion.
• Ensure safety and security of the regional staff members and if there is breach of the two reports to the Operation Manager.
• Office petty cash administration
• Monitor usage rates and ensure continuity of sufficient supply for Office supplies, including stationery, toner, kitchen supplies such as tea, coffee, milk and bottled water and other office supplies.
• Arrange accommodation and transport for international and local visitors or staff when visiting Mombasa. Liaise with Procurement, Projects and Operations Department on their travel plans.
• Ensure office allocation for all staff based at the Regional Office.
• Ensure smooth running and operation of the guest house.
• Liaise with line managers and record all leave taken by staff in the Leave Accrual spreadsheet. Collect signed leave forms and follow up leave forms where missing, then file appropriately.
• Maintain and update the list of Marie Stopes Kenya key contacts, ensuring the list is always up to date.

PROCUREMENT AND LOGISTICS

• Receive, store and maintain stocks of items/Medicines from support office and issuing the same to the Nursing Home, Clinics and Outreach in line with MSK procurement procedures
• Maintain and regularly update a proper inventory of all MSK assets in the region
• In liaison with P&L in Nairobi ensure proper maintenance of all vehicles and other equipment and assets.
• Maintain files of copies of all leases, contacts, service agreements etc. For the entire region and ensure they are enforced and maintained.

Key Competencies

• Basic understanding of accounting processes and procedures
• Good level of competence in Excel, Word and Outlook and computerised accounting software.
• Good interpersonal skills
• Good organisational and communication skills.
• Computer Proficient.

Minimum Qualifications

• Degree in Business Administration or related field from a recognized institution.
• Professional Qualification in CPA, ACCA, is desirable.
• Additional training and experience in administration and record keeping.
• At least 2 years working in a busy office.

How to apply:

Applications quoting the position title with detailed CVs with contact details of 3 referees should be submitted to:
People and Development Dept using pd@mariestopes.or.ke
On or before 30th April, 2013
NB: Please clearly indicate on the subject the position applying for ‘Operations Officer’
Marie Stopes Kenya is an equal opportunity Employer