Vacancy: Administrative Assistant - Operations

About the organization

The World Agroforestry Centre is an independent research institution which generates science-based knowledge about the complex role trees play in agricultural landscapes and rural livelihoods. 

As part of the Centre’s work to bring tree-based solutions to bear on poverty and environmental problems, researchers – working in close collaboration with partners – are developing new technologies, tools and policy recommendations for increased food security and ecosystem health.

The Centre’s headquarters are located in Nairobi, Kenya, and research is conducted in 23 countries in Africa, Asia and Latin America. 

We are supported by the Consultative Group on International Agricultural Research (CGIAR) and receive funding from over 50 different donors.

Main purpose of the job

Work closely with the Head of Operations, the Assistant Operations Manager (Facilities) and other teams in Corporate Services in coordinating the overall administrative functions of the Unit in order to ensure delivery of efficient and cost effective services to a wide range of clients. 

Duties and responsibilities:

  • Arranging and coordinating the Units’ diary of works including organizing the Units’ and the service providers’ monthly meetings.
  • Receiving and coordinating all the Units procurement needs which includes follow up with the procurement Unit and FSU to ensure timely delivery of goods/services.
  • Assisting the Head of Operations in developing, implementing and monitoring the Units annual Programme of Work and Budget including chargebacks for all services provided by the Unit.
  • In consultation with the other administrators and the audiovisual officer serve as the focal point for all meetings/workshops and symposia taking place at Headquarters. This will include: working closely with FSU to ensure timely chargebacks on air ticket service charges, verification of invoices from the outsourced Travel Agent, client invoicing, management of the Meals and Incidentals function and liaising with the local hotels on accommodation.
  • Being the Centre’s focal point for all insurance related matters which include the management of institutional and staff motor insurance schemes and procurement of insurance covers for institutional assets at HQ and the regions, following up on the payments of all approved invoices for insurance debits, and securing credits. And in consultation with the insurance service provider initiate the quarterly service review meetings.
  • Work closely with the Procurement Unit, institutions collaborating with ICRAF and others, in the search processes for service providers, specifically those directly related to the Operations Unit.
  • Assist the Head of Operations in the management of outsourced service contracts including Service Level Agreements  related to:- Mail and Front Office, Travel, Taxi and Staff Group Transport, Pool & Project Vehicles and Catering
  • Manage the day to day operations of the ICRAF group transport by working closely with the bus monitors and service providers to ensure compliance to the agreed upon Service Level Agreements.
  • As a member of the Health and Safety Committee, work together with the Security Manager, Assistant Operations Manager (Facilities), the Head of Operations and other units in identifying and addressing OH&S issues. 
  • Any other duties as may be assigned by the supervisor.

Qualifications and experience

  • A degree in Business Administration or its equivalent.
  • Three (3) years’ experience with an international organization preferably in a facility management setting;
  • Excellent inter-personal and communication skills;
  • Ability to coordinate, prioritize, and organize workload;
  • Ability to meet deadlines and work under pressure with minimal supervision;
  • Knowledge in event management
  • Excellent command of both written and spoken English;
  • Excellent computer knowledge of Microsoft Office

Terms of offer

We offer a collegial, diverse and gender-sensitive working environment, and we strongly encourage applications from qualified women. 

This position is remunerated on local terms. 

The appointment will be for an initial period of three (3) years, subject to a six (6) months’ probation period.     

How to apply

Prepare:

  • A cover letter illustrating your suitability for the position, and your salary expectations.
  • A detailed and up-to-date curriculum vitae.
  • The names and addresses of three referees, including telephone numbers and email addresses, and fax details, if available.

Address these to: 

The Human Resources Unit, 
World Agroforestry Centre (ICRAF), 
P.O Box 30677, 00100, 
Nairobi, Kenya 

OR send via email to: icrafhru@cgiar.org. 

Indicate “Application for an Administrative Assistant - Operations” on the application letter. 

Applications will be considered until 17 January 2013. 

Please note that only short-listed applicants meeting the above requirements will be contacted.

To learn more about us, visit our website: www.worldagroforestry.org


Job Description

1) Assemble, install, test, and maintain electrical or electronic wiring, equipment, appliances, apparatus, and fixtures, using hand tools and power tools.

2) Diagnose malfunctioning systems, apparatus, and components, using test equipment and hand tools, to locate the cause of a breakdown and correct the problem.

3) Connect wires to circuit breakers, transformers, or other components

4) Inspect electrical systems, equipment, and components to identify hazards, defects, and the need for adjustment or repair, and to ensure compliance with codes

5) Advise management on whether continued operation of equipment could be hazardous

6) Test electrical systems and continuity of circuits in electrical wiring, equipment, and fixtures, using testing devices such as ohmmeters, voltmeters, and oscilloscopes, to ensure compatibility and safety of system

Knowledge, Skills and Abilities:

  • Knowledge of the tools, equipment, and materials common to the electrical trade
  • Knowledge of applicable electrical codes, standards, and regulations
  • Knowledge of electrical application for high and low voltage electric system
  • Skill in the installation, repair and maintenance of all types of electrical system equipment and components.
  • Skill in both verbal and written communication.

Minimum Qualifications:

  • Progressive responsibility with 5 years electrical experience; 
  • OR, Completion an approved technical training program in electrical repair and maintenance and two (2) years electrical experience; 
  • OR, Any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved. 

Email: alternatedoors@gmail.com

Job Title: Clerk - Typist

General Statement of Duties:  Performs responsible and confidential secretarial and clerical work as well as public relations and ability to operate a computer.

Responsibilities

  • Prepare and type correspondence, reports, memos, letters, ordinances, etc.
  • Research information for projects, programs, 
  • Assist with administration, and bookkeeping 
  • Set up and operate office computer systems for departmental reporting
  • Sort and distributes mail; order office supplies.
  • Make photocopies and files as needed.
  • Performs other duties as apparent or as delegated.

Knowledge Skills and Abilities

  • Considerable knowledge of modern office practices, procedures, and equipment including operation of a personal computer.
  • Working ability to type and enter information into an automated system with speed and accuracy.
  • Considerable ability to perform mathematical calculations and maintain accurate records.
  • Considerable ability to prioritize work, research files, and problem solving.

Minimum Qualifications

KCSE or equivalent with post high school office skills training or experience.

Please send your resume to alternatedoors@gmail.com and indicate your salary expectations.

Description: Warehouse / Store Manager 

Warehouse Manager Job Purpose: Provides materials, equipment, and supplies by directing receiving, warehousing, and distribution services; supervising staff.

Warehouse Manager Job Duties:

  • Maintains receiving, warehousing, and distribution operations by initiating, coordinating, and enforcing program, operational, and personnel policies and procedures
  • Safeguards warehouse operations and contents by establishing and monitoring security procedures and protocols
  • Controls inventory levels by conducting physical counts; reconciling with data storage system
  • Maintains physical condition of warehouse by planning and implementing new design layouts; inspecting equipment; issuing work orders for repair and requisitions for replacement
  • Completes warehouse operational requirements by scheduling and assigning employees; following up on work results.
  • Contributes to team effort by accomplishing related results as needed
  • liaising with customers, suppliers and transport vendors
  • planning and monitoring the storage, delivery and dispatch of orders
  • overseeing stock control and processing orders

Skills/Qualifications: 

Applicants should exhibit strong leadership and organizational skills. 

Cooperating heavily with vendors, suppliers, and staff members and posses effective written and verbal communication skills.

Prospective candidate should possess a post-high school qualification with some managerial/supervisory work experience or a Diploma/Degree with supervisory/managerial work experience.

Previous experience in a furniture distribution outlet would be an added advantage.

Please send your application to alternatedoors@gmail.com. 

Receptionist

Objective

To deliver friendly, efficient customer service and to create a warm and welcoming atmosphere 

Main Responsibilities

  • Deliver excellent customer service, at all times
  • Assist in keeping the  reception area clean and tidy, at all times
  • Deal with all enqueries in a professional and courteous manner, in person, on the telephone or via e-mail
  • Keep up to date with current promotions to provide information to people, on request
  • Conduct regular security checks throughout the day and report any security issues to line manager
  • Report any maintenance issues immediately to line manager, including all furniture, fittings and equipment
  • Provide reports, as required for management
  • Maintain personal knowledge by completing in-house training 
  • Always adhere to all company policies and procedures 
  • Be involved and contribute at team meetings
  • Carry out instructions given by the management team and head office

Minimum Qualifications: KCSE and Basic Computer knowledge

Please send your application to alternatedoors@gmail.com;please indicate your expected Salary

A Children’s Home based in Kitengela is looking for a Home Manager to run its operations.
 
Job Description: Home Manager
 
General Scope of the Post
 
The Home Manager will be responsible for the management of the Home in accordance with the policy and guidelines laid down by Kenyan government, under the Children’s Act Cap 586 of the laws of Kenya. 
 
This will include:
  • The management of all staff, efficient and effective day to day running of the Home and further development of the service in line with community needs and the requirements of the home. 
  • The main aim will be to ensure resident well being by promoting the philosophy of privacy, dignity, rights and fulfillment within a policy of managed risk taking.  
Principal Duties
  • To lead, direct, supervise and support staff working within the Home in providing a network of services which can respond flexibly to the needs of the Residents as individuals.
  • To initiate the formation of an advisory board to advice on matters pertaining to running of the home
  • To register the home and incorporate policies that would govern effective running of the home
  • To ensure that budgetary control of the Home is maintained in accordance with the company’s financial guidelines.
  • To formulate a business plan for the purpose of planning and implementation of any new development as identified for the promotion of services for agreement by the Executive Committee.
  • Overall responsibility for management of the Home in an efficient and effective manner within available resources and controlled budgets.
  • Appoint staff at all levels below that of Manager which will include advertising as necessary, taking up references, conducting interviews, completing health checks and applying for disclosure in line with the procedures outlined in the Personnel Manual. 
  • To provide induction training, information and supervision to staff as appropriate, ensuring they are conversant with their duties, rights and responsibilities.
  • To promote good communication by means of staff meetings, written and verbal reports and encourage openness at all levels.
  • To monitor staff duties and performance.  Ensure probationary periods are managed appropriately.  Deal with informal disciplinary matters and action formal disciplinary procedures through the appropriate channels.
  • Ensure the emotional, spiritual, physical, medical and material needs of the Residents are recognised, assessed and met where possible.  This will involve ensuring there are regular planned reviews, assessments and formulation of care plans for all users of the services in liaison with other professional workers.
  • Involve Residents where possible in decision making about activity, life style and matters in the Home which may affect them. 
  • Publicize the service offered by the Home, establish and maintain good relations with the community.
  • Encourage and participate in social activities for the benefit of Residents, including fundraising.
  • Deal with matters pertaining to the maintenance of the building and equipment. 
  • Oversee the implementation of systems of working which enable Health and Safety legislative requirements to be met for example, risk assessments etc.
  • Ensure mandatory training requirements are met in the Home and that clear, up to date individual training records are kept on every member of staff.
General Requirements
 
In addition to the above, there are some general requirements that apply to all jobs in the Home.
 
1) Participation in staff meetings.
 
2) Participation in training activities.
 
3) Participation in staff supervision and personal development review.
 
4) Participation in quality assurance systems.
 
5) Taking responsibility for personal development by keeping abreast of developments in the field of caring for children.
 
6) All duties must be carried out to comply with:-
 
a) Notification of accidents and other Health and Safety requirements.
 
b) Statutory legislation, in particular the Health and Hygiene regulations.
 
c) Nationally and locally agreed Codes of Good Practice.
 
d) Fire precautions.
 
e) Equal opportunity and the Home’s anti-discriminatory policy.
 
Health and Safety
  • To be responsible for your own health and safety and that of anybody else whom your acts or omissions may affect.
Note:  The term ‘resident’ includes all clients using the services of the Home.

Qualifications:
  • Applicants must be female and at least 35 years of age.
  • A post high school education in social work and experience working with children are preferred.
Experience:
  • Minimum 3 years working at supervisory level in a similar or relevant environment.
General Aptitude:
  • Ability to work under pressure
  • Ability to promote residents’ rights, equal opportunities and non-discriminatory practice.
  • Ability to be creative, consistent, patient, compassionate and serious about responsibility.
Motivation:
  • Commitment to promoting and developing the highest quality care standards for children.
Knowledge:
  • Recruitment & Selection
  • Health & Safety at Work Act
  • Budgets and Business Plans
  • Legislation underpinning practice
  • Knowledge of local and national codes of practice relating to care of children
Specific Skills:
  • Ability to work with other care professionals
  • Developing staff
  • Supervision & Appraisal
  • Managing Budgets
  • Good communication skills
Interpersonal Skills:
  • Ability to lead and motivate staff
Team Skills:
  • Building a team which supports and values individuals and recognizes individual strengths and skills.
This is a difficult live in, full-time position, with one day off a week. 

The position includes salary, housing and food.

Applications accompanied by a detailed CV, copies of relevant certificates and testimonials and current remuneration package from applicants who meet the above qualifications and are up to the challenge should be sent to the e-mail address below to reach us by Monday, 7th January 2013.

E-mail: jessica@urbanisafrica.com

Only shortlisted candidates will be contacted.

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