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.
