Job Opening – Logistics, Administration and HR Officer-CLOSED

  Maureen wrote this on
November 24, 2015 | 2 Comments

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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
    o Prepare payroll actions/changes list
    o Prepare staff payslips
    o 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
    o Office insurance
    o Fire Safety equipment
    o Office licences
    o Security Alarm system contract
    o Gate Guards procedures (entry/exit log being kept, panic button and emergency phones working)
    o 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

APPLY

If you are interested in this exciting opportunity, please send your application letter and detailed CV by email to [email protected] 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.


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