Duma Works is recruiting an Administration
Officer for our client; an agricultural supply chain platform
operating in East Africa.
JOB SUMMARY: Under
the supervision of the Finance & Administration Manager, the Administration
Officer will provide general office administration services by implementing
administrative systems, procedures, and policies and monitoring administrative
projects and tasks to their successful completion.
DUTIES AND RESPONSIBILITIES
- Maintain the
contacts database, keep updated records of donors, partners, and other
stakeholders. Research and share information and feedback from
stakeholders with the organization.
- Manage office
petty cash and respond to depots petty cash requests at all times.
- Maintain asset
register: Purchasing new assets and ensure all assets are in good
condition which include assets at the depots.
- Ensuring all
payments have the relevant support documents: requisition, quotation, LPO,
Delivery Note, invoice, acceptance of goods/services.
- Manage
administration workflow. Schedule and assign administration tasks, study
and implement cost reduction methods in task execution and develop
reporting procedures for administration work.
- Maintain clear
one on one relationships with suppliers for all services rendered by the
organization, schedule renewals of contracts with suppliers.
- Maintain
office supplies inventory by checking stock to determine inventory levels;
anticipating needed supplies; placing and expediting orders for supplies
and verifying receipt of supplies.
- Maintain
accurate records of administration tasks (both past and present). Forecast
scheduled appointments. This includes schedules for office cleaning,
repairs, maintenance of the printers etc.
- Ensure that
the office is clean, secure and safe at all times.
- Manage the
organization’s reception area: Respond to general enquiries and attend to
walk in visitors, receive incoming calls and forward to relevant
persons/take messages for those absent.
- Receive and
responds to all inquiries made at the reception by providing directions,
instructions, or other general information or referring such inquiries to
the appropriate persons.
- Ensure that
the telephones, water and sanitation facilities are well maintained.
- Work closely
with the accountant in preparation of payment vouchers for every
transaction, ensuring all receipts/ invoices and proof of payments are
attached and stamped PAID.
- Manage the
travel schedule of Staff. This includes booking flights for staff and
visitors invited to various meetings and forums
- Assist the
head of departments in printing, scanning, responding to emails and other
duties when requested
- Take down
minutes during staff meetings, circulate them and highlight action points
to specific staff. Keep proper records of all staff meetings.
- Prepare
administration quarterly reports: This include but are not limited to:
office supplies usage, calls received and concerns noted, staff welfare
reports and any other administration reports that may be required from
time to time.
- Resolve
administrative problems and challenges by coordinating the administration
docket effectively, preparation of reports and analyzing data and
identifying solutions to recurrent problems.
- Develop and
implement an effective filing system for all administration tasks and
procedures.
- Ensure that
bills, invoices, receipts, statements, checks, and other financial
requirements are in order.
- Any other
duties as may be required by the head of finance and administration
manager or the Directors of the company.
REQUIRED QUALIFICATIONS
- Bachelor’s
degree in Business Administration or related field.
- At least one
three year progressive Administration experience in a busy office.
- Accounting
knowledge is desirable
- Human resource
knowledge is an added advantage
COMPETENCIES
- Demonstrated
written and oral communication skills
- Demonstrated
ability to work independently and as a team
- Familiarity
with Microsoft Office software (Word, Access, Excel, PowerPoint)
- Knowledge of
general office machines
- High degree of
discretion in dealing with confidential information
- High degree of
flexibility, punctuality and discipline.
Working conditions are normal
for an office and field environment.
Work may require occasional
weekend and/or evening work.
APPLYSend your Cover Letter and detailed CV toapply@jobs.dumaworks.com marking the subject as “2983”, Your Full name & Phone number e.g. 2983 Barack Obama, +2547xxxxxxxx. If you don’t follow these instructions, your application will not go through.
Deadline for receiving applications: Thursday, 17 August 2017
N.B.* You will receive a confirmation email and an alert to take a basic screening test over SMS or online. The email with the test may not arrive immediately. Please be patient. The email/SMS test will typically be 5-8 questions to help us understand your background. Regular SMS rates apply to the test.
If you apply and don’t meet these minimum qualifications, we won’t be able to forward your application to the employer.