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Administrative Associate Job in Kenya - NGO

Administrative Associate
Job Location: Western/ Nyanza/ Rift valley
We are looking for talented individuals to take up the position of Field District Administrative Associate in Western, Nyanza and Rift valley. Below are the job’s details and directions on how to apply:

Responsibilities

General Operations
·         Manage and regularly update the staffing database for Operations Management
·         Support in managing and monitoring planting, by data entering and maintaining Planting Tracker Database
·         Support in all administrative support tasks, including copying, scanning, taking minutes, and so on
·         Coordinate logistics for district meetings and trainings
·         Compile KPIs and other district data entry tasks
Finance:
·         Put together district budgets and procurement requests
·         Ensure prompt and accurate payment of casuals and all other district related payments
·         Collect and fill receipts for all transactions
·         Manage the regional emergency buffer and expense log
Sustainability
·         Quality Check and issue Roster reports
·         Distribute district-level repayment analyses and reports for Field Officers and Field Managers as instructed by
·         Operations Management
·         Deliver sustainability or finance trainings to field staff as required (such as use of phone number collection forms, Group Leader change forms, input verification forms, Funeral Insurance claims forms, and so on) and explain tools or data sources as required to support field staff
·         Collect materials and forms and hand over to Business Operations Department
·         Update district-specific tools as requested by Field Leaders or Operations Management (that is, tools to track weekly collections and percentages) using Excel
·         Act as a liaison with Business Operations Department to raise any concerns related to repayment reports or roster issues
Product Warranty Processing
·         Receive and Quality Check all product warranty requests to ensure the product is eligible for repair or replacement
·         Process all valid product warranty requests, fill database, and send to the Headquarter office for processing
·         We are an international nonprofit that works in Kenya, Rwanda, Burundi, Tanzania, Uganda, and Malawi. In these countries, our 5,000+ strong staff serves over 500,000 smallholder farmers and enables them to grow their way out of hunger and poverty.
·         Follow-up with Product Team and track incoming products to return to Field Officers
·         Follow-up with members to ensure Field Officers delivered repaired products
Funeral Insurance Processing
·         Review all incoming Funeral Insurance claim forms and refund requests to ensure the client is registered and all required information has been submitted to stakeholders
·         Process all claims in the FIRST Database and submit all required information to Finance for processing
·         Support in Funeral Insurance Claims follow-up in collaboration with Business Operations Team and support to Field staff on filling forms
Logistics:
·         Organize for Staff and Products Kits delivery and return as needed
·         Receive inventory and materials at Monday Meetings, signing off on amounts and distributing to field staff as appropriate
·         Submitting documentation of receipt of goods back to the logistics team
·         Quality Check and oversee return of IDS on all non-ID items to ensure compliance and report violations to HR Office Administrator
Field Office:
·         General organization of the district/hub office and maintaining supplies of stationary and equipment
·         Maintain and manage district property and inventories
·         Liaise with IT department to ensure functioning of all IT equipment in district/regional offices
·         Maintain communication and relationships with district relevant vendors
·         Represent One Acre Fund as the front face of the Office
Other:
·         Assist in any other duties requested by Field Operations, depending on capacity and within reason

Requirements

·         Should have a college Diploma or Bachelors’ Degree
·         Preferably have Office Management background
·         Practical Computer Skills in MS Word, MS Excel and MS PowerPoint
·         Attention to details.
·         Positive attitude.
·         Able to multitask
·         Proficient in speaking English
·         Ready to work either in Western, Nyanza or Rift valley
How to Apply
If you feel motivated to work for One Acre Fund as the Field District Administrative Associate and if you fulfill our requirements for this role, we look forward to receiving your application by 12th January 2018.
To apply, please click on this link 
You will be prompted to a form that must be completed. At the end of the form you will have the opportunity to write a motivational letter and upload your CV.
Please Note
You must be 18 years and above to qualify for any position at One Acre Fund.
One Acre Fund will never ask you for money in return for advancement in the recruitment process or for being offered a position. Only shortlisted candidates will be contacted.

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