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
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
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
- Prepare payroll actions/changes list
- Prepare staff payslips
- 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
- Office insurance
- Fire Safety equipment
- Office licences
- Security Alarm system contract
- Gate Guards procedures (entry/exit log being kept, panic button and emergency phones working)
- 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 don’t follow these instructions, your application will not go through
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.