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Logistics, Administration and HR Officer Job Opening in Nairobi, Kenya

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

 B3 or B2
Contract duration / type: 1 Year with annual extension expected
Training / on boarding requirements: Review of HR, Admin and Program (Logistical) systems with HR / Org Devel Director and Finance - Admin Manager; orientation with Assistant Director, Program Coordinators, Reporting-Evaluation Officer, and Lead Driver

Direct Line Manager: Joint line of reporting to Finance-Admin Manager + HR-Org Devel Director, with responsibility (in Logistics) to Program Leads
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
  • Director of HR/Org Devel and Finance-Admin Manager
  • Accountant(s)
  • Program Coordinators
  • Lead Driver
  • Assistant Director
  • Office Cleaner
  • 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
  • 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
  • Good communication and interpersonal skills
  • Familiar with MS Office programs
  • Team player
  • Efficient and organized
  • Good attention to detail, accuracy in reporting and writing
  • 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 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

 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.

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