Duma Works is recruiting a Logistics, Administration and HR Officer for
one of our clients, a not-for-profit company based in Nairobi, with the vision
that all farming households in sub-Saharan Africa become food secure.
Position Details
Classification: B3 or B2
Contract duration / type: 1 Year with annual extension expected
Direct Line Manager: Joint
line of reporting to Finance-Admin Manager + HR-Org Devel Director, with
responsibility (in Logistics) to Program Leads
Responsibilities
Objective 1: Support Human Resources Systems
Key activities & responsibilities
to achieve this objective:
- Maintain and update tracking systems for all
types of Leave
- Maintain and update Staff Data tracking
system/database
- Support HR-Org Devel director in maintaining
and updating Staff Training Tracking and planning of Staff Development
events, individual Development Plans
- Audit and maintain Employee Files
- Conduct routine new hire paperwork (sign up)
and coordinate entry into Payroll system with Accounting team
- Update Staff Communications Board as required
and directed
- Help coordinate staff trainings and workshops,
or other staff events, as requested
Objective 2: Support Administrative and Accounting Systems
Key activities & responsibilities
to achieve this objective:
- Support Finance-Accounts team with any and all
non-technical work required (e.g. filing, preparation and sorting of
vouchers or receipts)
- Liaise with Accounting on monthly Payroll
procedures
1.
Prepare payroll actions/changes list
2.
Prepare staff payslips
3.
Oversee sending SMS notifications to
staff regarding payments and pending advance-reconciliations due
- Monitor and follow up on all employees’
accountable advances, liaise with HR-Org Devel Director and Finance-Admin
Manager to proactively spot and act on issues or lapses
Objective 3: Support Logistics Needs for PROGRAMS
Key activities & responsibilities
to achieve this objective:
- Based on seasonal program needs, and with the
guidance of the Program Coordinators and/or Assistant Director, conduct
input procurement according to program budgets and correct financial
procedures, organize repackaging, and plan distribution of inputs to VBA
networks
- Keep accurate and up to date records of all
such purchasing and distribution
- Liaise with Programs Team and Lead Driver to
maintain an advance plan for vehicles, ensuring that program needs are met
and there are no scheduling conflicts for vehicle use
- Organize and oversee any other errands related
to programs as needed and as requested by Program Coordinators and/or
Assistant Director
Objective 4: Support Logistics / Operations Needs of Office
Key activities & responsibilities
to achieve this objective:
- Support Lead Driver in maintaining vehicle
maintenance, repair and insurance records
- Support Lead Driver in procuring vehicle
maintenance and repair services/parts
- Support Lead Driver in maintaining an advance
plan of driver/vehicle movement scheduling
- Support Lead Driver in planning and carrying
out bank agent and other routine errands that require Nairobi-based use of
vehicle
- Office supplies stock tracking, ordering and
purchasing
- Oversight of Office Cleaner’s work
- Ensuring cleanliness and organization of the
repackaging and storage areas on site
- Delegation and oversight of routine office
purchases of milk, tea, sugar, and cleaning supplies
- Supporting Finance-Administration Manager in
maintaining files and regular schedule to check validity of building and
employee safety requirements
1.
Office insurance
2.
Fire Safety equipment
3.
Office licences
4.
Security Alarm system contract
5.
Gate Guards procedures (entry/exit
log being kept, panic button and emergency phones working)
6.
Routine check of general physical
safety and maintenance of perimiter fence/wall, building, parking area)
Internal & External relationships
Internal
- Director of HR/Org Devel and Finance-Admin
Manager
- Accountant(s)
- Program Coordinators
- Lead Driver
- Assistant Director
- Office Cleaner
External
- Vendors, security company and guards
- General public
- Applicants for employment
- Recruitment service providers
- Program partner companies and organizations
Reporting Responsibilities (which
reports / documentation does this role produce)
- New hire paperwork and employee file checklists
- Staff lists, rosters and leave tracking forms
- Procurement documents
- Vehicle maintenance logs
- Program supply procurement + distribution
documentation
Position Requirements
Qualifications
- Diploma or degree in relevant field such as HR
Management, Finance/Administration
- At least one internship experience; prefer 1
or more years professional experience in a non-profit environment
Skills & Experience
Essential
- Good communication and interpersonal skills
- Familiar with MS Office programs
- Team player
- Efficient and organized
- Good attention to detail, accuracy in
reporting and writing
Preferred
- Experience in HR/Admin work
- Direct experience of farming/interest in
farmers
- High level capacity with Excel and Word
- Experience in training/facilitation
How to Apply
If you are interested in this exciting opportunity, please send your application letter and detailed CV by email to apply@dumaworks.com marking the subject as “1965”, Your Full name & Phone number e.g. 1965, Barack Obama, 07xxxxxxxxx.
If you are interested in this exciting opportunity, please send your application letter and detailed CV by email to apply@dumaworks.com marking the subject as “1965”, Your Full name & Phone number e.g. 1965, Barack Obama, 07xxxxxxxxx.
If you don’t follow these
instructions, your application will not go through
Deadline for receiving applications: 4th December 2015
Deadline for receiving applications: 4th December 2015
N.B.* When applying to any job through Duma Works, you can expect that after you apply, you will receive a confirmation email, and then an SMS alert asking you to take a basic screening test over SMS. The SMS with the test may not arrive immediately. Please be patient. The SMS test will typically be 5-8 questions to help us understand your background. Regular SMS rates apply to the test, and if you ever have any issues with the process, please reach out to 0702093793.