Administrative & Logistics Assistant
Duma Works is recruiting an Administrative & Logistics
Assistant for one of our clients in Nairobi dedicated to improving Community
Health.
Location: Nairobi
Contract duration/type: 1 year fixed term, annual renewals depending on available funding
Training/on-boarding requirements: Orientation with the Board of Trustees and Director
Direct Line Manager: Director
Contract duration/type: 1 year fixed term, annual renewals depending on available funding
Training/on-boarding requirements: Orientation with the Board of Trustees and Director
Direct Line Manager: Director
Responsibilities
Objective 1: Administrative and
Finance Support
Key activities & responsibilities
to achieve this objective:
·
prepare vouchers and chèques
·
prepare receipts for accountant
·
handling and reconciling petty cash
box
·
keeping track of vet services from
providers, reviewing those accounts
·
following up on payments to creditors
(including veterinarians and other suppliers)
·
maintaining filing system for all
records, including adoption contracts
·
updating the database
·
create and maintain a system of
reminders (linked to the Database) for due dates for spay neuter &
·
follow up with adopters, or any other
items needing routine follow ups
·
create and maintain all necessary
administrative structures and procedures (these will become clear as needs
arise) to support the Director and Board of Trustees and enhance organizational
·
effectiveness and efficiency – these systems
must be clearly identifiable and easy to navigate/use by anyone, not only the
Admin Officer
Objective 2: Events & Logistics
Support
Key activities & responsibilities
to achieve this objective:
·
support event planning logistics
(find and book venues, confirm suppliers of required event furnishings,
equipment, decor, food, service ; register the trust with relevant
external events)
·
tracking medical due dates for all
fostered animals
·
sending out electronic forms to
potential adopters, inquirers, foster care homes
·
initiating orders/restocking of
consumables (dog food, medicine)
·
maintaing stock supply log with par
stock minimums & re-order to avoid running out of any item
·
maintaining a current register of
equipment – crates, cat traps, donated equipment, donations of any
kind (date received, tagging of item, numbered tracking system, current
location of each item, date due back if loaned)
·
tracking foster animal locations
·
several tasks related to mobile
clinic TBA pending clinic launch
Objective 3: Communications &
Outreach Support
Key activities & responsibilities
to achieve this objective:
·
answering phones & emails
professionally, politely and effectively ; escalating or alerting Director
to any issues needing attention or personalized responses
·
updating website with upcoming events
·
sending thank you notes to donors and
foster parents on a routine schedule and/or as donations are received
·
keeping an updated calendar of animal
or other relevant events (World Dog Adoption Day…etc) so that we can tap into
those for fundraising and outreach activities
·
manage photo contests to drive
followers and publicity
·
preparing before & after updates
for the website (success stories)
·
receive photos, updates, alerts,
screen, prepare, post on FB etc
·
update FB, social media as instructed
(this will evolve over time and may continue to involve volunteers handling
parts of the social media activity)
Qualifications
·
Diploma or degree in a relevant field
·
At least 2 years experience in an
administrative role
·
Experience (including in personal
sphere) interacting with dogs/other animals
·
Experience using social media for
promotion of an organization
Skills & Competences
·
Love of animals
·
Highly developed communication and
interpersonal skills
·
Fluency at professional level in
spoken and written English and Kiswahili
·
High level Microsoft Office program
experience & skills (Word, Excel)
·
Understanding of social media
platforms
·
Extremely well organized
·
Self motivated, hard working
·
Team player, cooperative and
collaborative
·
Able to meet deadlines, handle
multiple competing priorities and urgent arising issues calmly and effectively
How to Apply
Send your Cover Letter and detailed
CV to apply@jobs.dumaworks.com marking the subject as “3195”, Your Full name &
Phone number e.g. 3195 Barack Obama, +2547xxxxxxxx. If you don’t follow these
instructions, your application will not go through.
Deadline for receiving applications:
Wednesday, 31 January 2018
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 will not be able to move forward with you
application.