JOB DESCRIPTION
Job Title | Associate Pastor/Administrator |
Reports to | Senior Pastor |
Job Titles of Persons Supervised | HR Officer, Accountant |
Job Grade | 9 |
I. JOB SUMMARY
Facilitate the provision of effective and efficient support to the church through the development, implementation and maintenance of sound administrative and human resources (personnel) systems and services. Key functions include: responsibility for Human Resources planning, training / development, implementation of Human Resources policy, monitoring/review of salary and benefits, maintenance of personnel records. The position also handles general administration, logistics, and procurements support for the church’s ministries and the office operations; and facilitates/provides overall guidance, supervision, direction, and efficiency in the financial management of funds / resources of the church ministry / programmes ensuring transparency and adherence to correct accounting principles and procedures.
II RESPONSIBILITIES:
R1. Church Boards & Committees
T.1 Attend meetings of the Elders’ Court and the Board of Administration for technical input on operational issues.
T.2 Ensure that all decisions of the Board of Administration are implemented in a timely manner.
T.3 Provide the linkage between the pastoral and administrative arms of the church including representation of staff interests to the Board of Administration.
R2. Financial Management
T.1 Work in conjunction with the Treasurer in ensuring that the financial resources of the Church are managed in the best possible way.
T.2 Ensure the efficient collection and disbursement of all church finances in accordance with the laid down policies.
T.3 Responsible for the maintenance of proper financial records from which may be extracted financial summaries for presentation to the Board of Administration.
T.4 Coordinate the budgeting and planning process for all organs of the church (Committees, Boards and Elders’ Court).
T.5 Ensure prudent investment of any excess funds.
T.6 Work closely with the external auditors in carrying out the year-end audits and ensure that audited accounts are given to the Treasurer in time for the Annual General Meeting.
R3. Maintenance of facilities, Furniture & Equipment
T.1 Ensure that church premises, furniture and equipment are well maintained and in good working good condition.
T.2 Responsible for the acquisition, disposal, and development of all equipment and facilities within the approval procedure.
T.3 Ensure that service and maintenance contracts are in place where applicable.
T.4 Responsible for maintenance of records/register of all church assets.
R4. Human Resources Management
T.1 In consultation with the Board of Administration, responsible for the human resource processes for staff including recruitment, exit, terms of service, motivation, appraisal and development.
T.2 Maintain all records relating to staff on personal files and other records that may be required by the Laws of Kenya.
T.3 Manage and provide direction on staff recruitment process in liaison with the respective Boards for which recruitment has been initiated.
T.4 Manage the compensation and benefits system for the church.
T.5 Manage the employee and industrial relations process for the church including grievance and disciplinary procedures; maintenance of a healthy, creative and safe work environment; and management of staff welfare programmes.
R5. Risk Management
T.1 Ensure adequate insurance coverage for staff, premises, property and equipment.
T.2 Facilitate the management of the premises and staff security including the design, implementation and periodic review of security systems.
T.3 Ensure that adequate fire equipment and appliances are in place for all church facilities.
R6. Management of Projects
T.1 Coordinate the implementation of church physical infrastructure development projects.
R7. Logistical Support
T.1 Administration of office and office facilities
T.2 Ensure procurement and renewal of any licences and permits that may be required by the church.
T.3 Manage the procurement process for the church.
R8. Public Relations
T.1 Represents the church in meetings and forums that are directly related to human resources and administration.
T.2 Maintenance of good public relations, networking and collaboration with other like-minded churches and Christian organisations.
R9. Perform any other individual duties as may be defined and assigned by the Elders Court from time-to-time.
III KNOWLEDGE, SKILLS AND ABILITIES
(The knowledge, skills and abilities may be acquired through a combination of formal schooling, self-education, prior experience, or on-the-job training)
(a) Level of Education/Academic Qualification
Masters degree in Business Administration + Bachelors degree in Theology or a degree in administration and a master in Theology.
(b) Specialised Training/Professional Qualifications
Diploma in any of the core areas of the functions (administration, theology)
(c) Other Competencies/Abilities/Skills Required
· Must have good knowledge of financial accounting principles and procedures.
· Strong management and leadership skills.
· Strong leadership skills.
· Strong interpersonal skills.
· High personal standards.
· Able to work with minimal supervision.
(d) Relevant Job Experience
At least 5 years experience in similar ministry (hands-on experience in both management and pastoral)
IV. CONTACTS ARISING FROM THE JOB
(List contacts which exert significant influence on the work of the jobholder)
Within the Organization | Outside the Organization |
· Elders Court. · All Boards. · Finance Committee. · Church Treasurer. · All staff. · Members/congregants. · Volunteers. | · External Auditors. · Tax Consultants. · Statutory bodies (KRA, NHIF, NSSF, RBA). · Local Authority. · Bank Officials. |
V. AUTHORITY/DECISION MAKING
The position involves making decisions on issues related to Administration and Human Resources as long as they are within policies, procedures and practices of the Church. It also involves making recommendations to the Board of Administration on administration, human resources, and operational issues. The position also supports the Elders Court on the implementation of the Church’s strategy as it relates to administration and human resources. Any approvals of recurrent and capital expenditure must be within limits designated by the Elders Court.
VI. SPECIAL WORKING CONDITIONS
The job involves frequent attendance of meetings that run late into the evenings. May occasionally, be exposed to situations demanding that tight deadlines be met.
