P.O BOX 925, 80200, MALINDIRegistration Number: CLG-4XXF9B

Job description

Position title: Field and Administration ManagerReports to: CEO Supervises: Liaison officer and scouts team leaders and scoutsKey relationships: CEO, members of the forest management team, KFS employees and

other stakeholdersLocation: Arabuko-Sokoke ForestSalary: On application

Friends of Arabuko-Sokoke Forest The Friends of Arabuko-Sokoke Forest is a company is a non-for-profit company limited by guarantee. It looks to support the forest management team and specifically the Kenya Forest Service (KFS) and its partners in addressing the problems the forest has. This includes stopping illegal logging which unfortunately is prevalent: stopping illegal poaching of animals: to help with the upkeep of nature trails, roads, sign boarding, picnic and camp sites, and assisting with education projects. To find out more about us go to https://www.friendsarabukosokoke.org/

A. Job overviewThe Field and Administration Manager is responsible for all internal operations, freeing up the CEO to focus on external issues, strategic planning and financials. Key aspects of the role are as follows:

1. Administration:Accounting

· Managing assigned budgets and banking· Accounting

o Ensure monthly salaries payments o Ensure accurate and timely recording of all accounting transactions expenditure

spreadsheet (submitted monthly to accountant) o Comply with all monthly reporting requirements to the accountanto Control of login and password details (TIMS, NTSA, ecitizen, website, vehicle

tracking systems, SMART, director emails, online banking etc.).

Human Resources· Ensure job descriptions are established or each position under the Field and Administration

Manager’s supervision (following organogram), have it approved by the CEO and signed as understood by the employee.

· Management of employee contracts, insurance (NSSF/NHIF records), medical checks and insurance, and personnel files

· Ensure all employees are issued uniforms · Updating accountant monthly on staff salaries; bonus; changes in NHIF, NSSF, PAYE · Manage recruitment of new employees

o Produce job descriptions and contractso Supervise interviews and harmonize with forest stakeholders

Meetings• Attend meetings for FoASF as required, with KFS and other forest stakeholders

• Quarterly attending and taking minutes for the forest management working group meetings and education and tourism working group meetings. • Quarterly attending the Arabuko-Sokoke Forest Management Team meeting.• Regular meetings with KFS and KWS to maintain relations and coordinate activities in

the field.• Regular meetings with other stakeholders to discuss forest activities.• Monthly meetings with FoASF liaison officer and team leaders. • Sending meeting reminders to members.

• Contribute to the planning and implementation of management plans when requested• Assisting in reviews as invited (e.g.Elephant Conservation Action Plan)

2. Field operations:Law enforcement

· In charge of overseeing law enforcement activities of community scouts · Development and implementation of patrol schedules for scout teams and scout drivers · Ensure all necessary logistic is in place to fully support law enforcement activities. Monitor

and facilitate team floats (phone/fuel/water/ratio)· Ensure purchase of all necessary equipment for law enforcement teams. Carry out regular

checks of equipment and facilitate replacement/repairs (tents/chairs/kitchen/GPS/phones/uniforms)

Database management• Managing SMART database

• Oversee the continuation of SMART data collection (SMART system management, systems reporting, monthly reports, template updates, system errors, refresher training and training new employees in data collection system)

• Inspection of scout patrol data (crosschecking data sheets to avoid errors and mistake reporting)

• Collect, file and report team data on a daily, monthly and yearly basis to forest stakeholders, and board and donors.

• Collect and file scout photographs regularly• Collect and/or process data from all Association activities (community, tourism…)• Centralise and analyse all available data relevant to forest management and produce

regularly reports

Infrastructure

• In charge of overseeing all infrastructure developments and maintenance in the forest as well as the periphery as per annual plans

• In charge of overseeing all budgetary and cost control actions in regard to infrastructure developments and maintenance

• In charge of overseeing all tender calls as well as contractor executions in regard to infrastructure developments and maintenance as per annual plans

Fleet management • In charge of overseeing vehicle fleet management, which includes licenses, permits,

services, fuel and oil management, spares stock, safety, operation procedures (SOP), and technical upgrades

• Managing the renewal of insurance for vehicles and motorcycles• Tracking of vehicles on trail my car for safety purposes

3. Community projects:· Principal coordinator for FoASF community funded projects· Monitor progress and ensure goals and objectives are being met as per annual plans · Establishment and management of agreements and budgets of community projects

4. Public relations/fundraising:· Support CEO in fundraising activities and donor communication · Manage website, Instagram and Facebook· Assist with members newsletter· Lead in proposal writing and assist in search for donors· Support events organisation

5. Other· Preparing reports · Support development of long term planning regarding activities of FOASF.· Organise all labour efficiently and effectively and coach team leaders in their jobs · Undertake other duties as assigned by the CEO even if outside of duties as per this job

description.

B. What success will look like· A professionally operational organisation according to annual and long-term plans including

effective law enforcement, community programmes and administration management, leading to efficient forest protection

· Fully functional and well-maintained vehicle fleet· Business plan and work plans are established and followed· Stocks and purchases are well managed and followed

C.Key measures and targets· Goals as per annual plans are executed

· Budget as per approved annual budget has been respected · Administration, including accounting of the Association well managed, following Kenyan

laws; · Annual audits provided to CEO in time. · Law enforcement teams well equipped, trained and activities are leading to arrests and

prosecutions· Infrastructure maintenance and development plan has been developed and is well executed· Community programmes resulting in better collaboration with local communities as well as

the community forest associations· Reports prepared and submitted on time.

D. Required skills and competencies · Degree in conservation, environmental science, forestry economics or similar· Demonstrable minimum four years’ experience in one or all of the following management

disciplines within conservation environment: budget and administration management, field law enforcement operations, eco-tourism development or infrastructure maintenance and logistic

· Good leadership and people management skills. Strong personal integrity and dependability

· Good report writing skills · Demonstrable ability to mentor staff at all levels· Demonstrable experience managing and working in partnership with other organizations· Strong willingness to live in a rural setting and work in the field· Good team player and experience in management teams · Outstanding oral and written communication skills in English · Oral Swahili is an advantage.