Base Administrator

Action Against Hunger is a leading humanitarian organization fighting hunger worldwide. Our mission is to save lives by eliminating hunger through the prevention detection and treatment of malnutrition especially during and after emergencies of conflict war and natural disaster. In Kenya we are committed to enhancing compliance and accountability in all our operations to ensure the efficient and ethical use of resources. Action Against Hunger has been present in Kenya since 2001 and is a transformative leader in Food security and nutrition for improved quality of life among vulnerable communities. The organization recognizes gender equality as central to its core strategy toward the realization of effective and sustainable outcomes on nutrition health WASH and surveillance interventions. Action Against Hunger is currently implementing activities in West Pokot Mandera Samburu Isiolo Tana River Nairobi and Baringo counties.

Action Against Hunger is looking to fill the position of Base Administrator based in Mandera. The holder of the position key position is responsible for managing and overseeing the financial operations of an office or base within an organization. This role ensures financial integrity accountability and efficient use of resources and acts as a focal point for both finance and HR at the base level. Base admins oversee daily finance operations and administrations to ensure efficiency and compliance with organizational policies.

The Base Administrator role s purpose engagement and delivery are as follows:

The purpose of the Base Administrator role is to ensure the efficient and effective management of a base office. This role is crucial for maintaining smooth daytoday operations supporting program activities and ensuring compliance with organizational policies. The position holder oversees financial operations at the base including budgeting expense tracking to advice program team and financial reporting of the base ensuring accountability and transparency.

The role of a Base Administrator is critical for fostering positive relationships ensuring effective communication and promoting collaboration with the base staff and coordination office team. This role supports the overall success and sustainability of the base s operations and programs.

The base admin will work closely with the Field Coordinator at the base to provide regularly report on administration issues financial risks progress and relevant recommendations.

Communicate organization policies and procedures to all employees and provide guidance on related matters.

Collaborate with different departments i.e. HR and Finance at capital office for quality service delivery at the base level for staff harmonious working relation and full support across department.

Coordinate with all relevant department to conduct internal audits to assess compliance with policies and regulations and External Auditors facilitate external audits and inspections by regulatory bodies or thirdparty auditors.

The Base Administrator delivery role revolve around maintaining financial stability ensuring compliance providing accurate financial information and supporting the overall operational efficiency of the base.

Monitor and control programs expenditures to ensure they remain within the approved budget.

Guide programs team to prepare accurate financial forecasts to anticipate financial needs.

Conduct monthly books reconciliations for the base to ensure the accuracy of financial records and transaction within the month.

Provide monthly payroll alteration records for changes within the month and address any payrollrelated issues.

Support in facilitate internal and external audits by providing necessary documentation and explanations on need basis for matters related to the base.

Responsible for finance at base level

To ensure proper implementation of Action Against Hunger s financial rules and procedures.

Responsible for the financial authorization of the expenses done on the base in compliance with financial procedures and monthly cash forecast

Record all working advances in the advance book and follow up on their clearance by staff on a timely basis.

To ensure that each cash & bank transaction is justified by an appropriate invoice/receipt and to ensure the quality of receipts (name patent no. stamp description date amount etc.)

Responsible for proper & regular filing of all finance documents at the base.

Where required and in consultation with the Field Coordinator provide inputs to budget proposal design and procurement plan design.

Check availability of funds for all activities and expenses validate the procurement requests and SPOs

Hold monthly Budget Follow Up (BFU) meetings at base level and communicate feedback to the Nairobi Finance office

Ensure that correct budget lines are used for each activity & expenses link to PFU and BFU

To ensure respect for Action Against Hunger s finance procedures and Cash Management Policy at the base level.

Monthly cash and Bank reconciliation

Ensure the safekeeping of Action Against Hunger funds and assets

Make cash count at least once a week and also at the end of each month (in writing)

Consolidate the base cash forecasts. Ensure liquidity at base level sending balances to Nairobi follow up on transfers to bases

Ensure base expenditures are in line with the approved cash forecast analyse the discrepancy between actual expenditures and cash forecast

Record all transactions in the Sylogist system/SAGA cashbook in full respect of internal saga rules. This cashbook & bank book must be updated daily to be able to verify the physical bank & cash balance at any time.

Ensure that correct budget lines are used for each activity & expense link to PFU and BFU

Accountable for the SAGA monthly closing: check all books and transmit all documents before the 4th of the following month to the Nairobi finance team.

To ensure the implementation of the staff regulation in the base

To ensure the proper communication within the base concerning administrative issues

To implement all HR procedures projects and initiatives in the base and to propose to the Field Coordinator of Base new procedures where required

To maintain an accurate staff database of the staff management of leave to include leave plans and leave followup

To ensure the Payroll Alteration Forms are remitted to Nairobi HR on the 15th of every month for payroll processing.

Responsible for all HR filing in the base including recruitment files personnel files etc.

In collaboration with the Field Coordinator participate in the recruitment and selection process at the field level including preparing JD s job adverts receiving and sorting applications preparing interview materials interview schedules contacting candidates for interviews and helping set up interviews.

Working closely with the HR Manager preparing recruitment documentation to include the recruitment matrix and conducting reference checks to assist the Field Coordinator in the orientation and induction of new staff at the base. This includes preparing an induction schedule for new staff collecting all documents from new employees as per the employee personnel checklist and opening employee personnel files for all new employees as well as assisting in conducting comprehensive HR induction at the base level.

In consultation with the Field Coordinator advise on staffing needs including the need for new hire and/or reductions.

Responsible for staff welfare at the base level including but not limited to staff meetings medical contributions etc.

To ensure that each disciplinary action is justified compliant with the law and staff regulation and validated by the Field Coordinator in conjunction with HR Nairobi.

To prepare for the base all propositions regarding changes in the HR policy i.e. organization chart comments on the salary grading structure and to be communicated to the Field Coordinator of the Base who will liaise with other coordination teams.

Be a change champion for HR initiatives and projects at the base level

Working closely with the Field Coordinator assist in the implementation of HR projects and initiatives at the base level

Perform any other assignment assigned by the supervisor

The base Administrator manages the cleaner and Assistant in the base

Foster an environment that supports values of women and men and equal access to information.

Provide a work environment where women and men must be evaluated and promoted based on their skills and performance.

Respect beneficiaries women men children (boys and girls) regardless of gender sex orientation disability or religion. Race color ancestry national origin age or marital status.

Value and respect all cultures.

No fiscal responsibility

While performing the duties of this job the employee is required to sit for long periods and to concentrate on work including typing and turn out heavy volumes of work accurately within short time frames under stressful situations in the context of a moderately noisy office with many interruptions. Must be able to proofread own work accurately so that only minor corrections are needed on an infrequent basis.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

The duties of the job require regular job attendance at least five days per week. Must be available to work outside normal office hours or on the weekends as required.

Must be able to travel regularly for business purposes which can be up to 75% of the time. While performing the duties of this job in the field the employee may be exposed to precarious settings under highsecurity risks and/or very basic living conditions and outside weather conditions as well as to infectious diseases.

Competitive salary

Comprehensive medical cover

Flexible working hours