Nzoia sugar Company Limited: Engineering Manager (Mechanical)

Nzoia sugar Company Limited, a Sugar Manufacturing Company situated in Western Kenya invites suitable candidates to the following position.

Engineering Manager (Mechanical)
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This advert appeared on 3rd December but lacked some key specifications which have now been added. Due to the added specifications, those who applied earlier are requested to reapply.

The Key objective of the job is to ensure maximum plant availability and achieve maximum performance of various equipment in the Factory. The successful applicant for the position will report to the Factory Manager.

This is a senior and critical position in the factory operations and therefore the successful candidate must demonstrate leadership qualities, maturity and ability to work under pressure.

Key Tasks and Responsibilities

• To plan and ensure timely maintenance of all factory mechanical equipment and machinery.
• To prepare and implement maintenance of plant equipment.
• To timely initiate procurement of relevant spares.
• To ensure new equipment and spares meet prescribed standards.
• To design and ensure production of alternative parts/components to sustain plant operations at minimal costs.
• To provide management with technical advice on all mechanical engineering matters.
• To co-ordinate shift operation so as to ensure smooth factory running.
• To ensure adherence to all safety practices.
• To prepare sectional annual budget and control costs.

Qualifications and Experience:

• Minimum of BSC degree in Mechanical Engineering or Equivalent.
• At least 8 years relevant working experience at least five of which should preferably be in Sugar Industry or any other busy Manufacturing set up at senior level.
• Computer literate and knowledge of spreadsheet application and ability to apply CPM will be an added advantage.
• Evidence of overseeing/managing repairs of various sugar industry equipment and projects.
• Experience in factory maintenance, planning and implementation
• Age below 50 years.
• Must be registered with Engineers Registration Board (ERB).

To Apply:
Applications enclosing comprehensive CV, two coloured passport size photographs, copies of academic and professional qualifications and testimonials together with daytime telephone contacts and names of three (3) referees (one of whom must be current/previous employer) should be addressed to:

Managing Director
Nzoia Sugar Company Limited
P.O. Box 285
Bungoma.

So as to reach him not later than 14th January, 2011.

Applications that do not meet the minimum requirements will not be acknowledged.

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East Africa Vacancies

National Oil Corporation of Kenya: Corporate Affairs Executive

National Oil Corporation of Kenya is a fast growing and dynamic World Class Petroleum company serving energy needs for today and tomorrow.

Following the steady and continuous growth and expansion we have experienced over the last few years, we are looking for a talented, energetic, ambitious and self motivated individual keen on a career enhancing opportunity, to fill the position of Corporate Affairs Executive Ref: HR 01/12/10

This appointment will initially be on a one year renewable contract

Job Profile:
Reporting to the Deputy Managing Director, the incumbent will be responsible for public and media relations and all external communication activities that expand and raise the profile of the Company while promoting its products, exploration agenda and role within the industry and the government.

Key Responsibilities and Tasks:
* Champions the National Oil brand
* Creates effective communication material for downstream and upstream business operations.
* Creates and maintains positive media contacts/ relations and reviews all media materials
* Acts as the media and agency liaison both within the Corporation and externally.
* Coordinates and organizes Corporate events
* Prepares press releases for review and authorizes their subsequent release
* Promotes National Oil products and other assets and works with the Marketing team to grow the Company brand
* Supports and coordinates press conferences and briefings in conjunction with Public Relations agencies
* Prepares, manages and monitors budgets associated with projects agreed upon
* Liaises with the Deputy Managing Director and other stakeholders within the company to spearhead CSR programs for the Company
* Generates ideas, develops concepts and writes copies to articulate the Company’s position and brand appropriateness for various audiences
* Ensures compliance and adherence to company policies, procedures, systems and statutory requirements.

The Person:
* First degree in Communication, Public Relations, Marketing or equivalent
* Five (5) to eight (8) years experience in a similar position in a Commercial business environment
* Member of Public Relations Society of Kenya
* Member Chartered Institute of Marketing Association (CIMA) or any other recognized professional body in Marketing.
* Knowledge of the Petroleum Sector would be an added advantage.
* Should have excellent communication, networking and negotiation skills
* Be an energetic, self driven person of impeccable integrity and honesty
* Should be result oriented, have excellent interpersonal relationship skills with good knowledge of the consumer market.

To apply:

National Oil is an Equal Opportunity Employer and will offer a competitive package to the successful candidate. Applications clearly indicating position reference and current remuneration should be addressed to the

Human Resources Manager,
P.O Box 58567-00200 City Square
Nairobi

or via email: hrm@nockenya.co.ke

so as to reach us by 5th January 2011.

Please include your daytime telephone number and names and contact addresses of 3 professional referees.

Only short listed candidates will be contacted

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East Africa Vacancies

Visiting Kenya; customer service executive

A Private Tours and Travel Company wishes to recruit a customer service executive. Our company is one of the leading and most reliable guides to tourist destination in East Africa. With over 5,000 clients we are proud to say we only deliver the very best to our clients. Can you offer the very best? Are you an energetic and ambitious self-driven personality to work as a Customer Service Representative?

Responsibilities

• Work in a fast-paced, structured customer services and call center environment.
• Deliver extraordinary customer care by responding to queries concerning customer accounts.
• Maintain solid partner relationship and ensure total customer satisfaction at all times.
• Growth of customer portfolio.
• Grow and nurture customer relationships on each and every call that result in measurable customer value
• Document necessary account information and offer solutions that benefit the customer.
• Maintain acceptable performance standards, including effectiveness, efficiency and quality.
• Responsible for customer service including answering customer queries, problem solving and providing detailed information on new products.
• Address all customer complaints on time and efficiently Planned, documented and measurable Routine customer care visits
• Generate repeat business through successful client follow-up.
• Work with other team members to deliver high value solutions on time.
• Keep records and ensure they are intact for references.

Qualifications and skills:

• Age Bracket 27 – 32 years.
• A university graduate B.A, B.ED or B.COM an added diploma qualification will be an added advantage.
• One should have relevant experience of not less than 3 years in a customer service industry.
• Strong communication and telephone skills.
• Should have a good command in English as well as eloquence.
• Full understanding of the tours and travel related business.
• Computer literate with good understanding of Microsoft Office and perfect tying skills.
• Must be ready to work under pressure.
• Must be very flexible.

Interested candidates meeting the above criteria should send their application letters together with detailed curriculum vitae, copies of relevant certificates and a daytime telephone contact to kitsetiquette@gmail.com and jobs@visitingkenya.com before 7th Jan 2011.

Note: Only short listed persons will be contacted and applications received after the deadline will not be considered.

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East Africa Vacancies

Air Malawi: sales and reservations agent

Applications are invited for the post of sales and reservations agent that has arisen recently in our Nairobi office.

Applicants should possess the following minimum qualifications and skills.

• KCSE grade C plain.
• IATA/UFTAA foundation and EBT diploma.
• Computer literate.
• Knowledge in Computer reservation system eg Videcom, Galileo or Amadeus.
• Knowledge in computerized airfares and ticketing.

Those with skills in tour operation techniques and IATA/UFTAA consultant diploma will have added advantage.

If you meet the above requirements and interested in working with a dynamic team, forward your application and CV to:

Area Manager
Air Malawi
P. O. Box 42676 – 00100
Nairobi

or e-mail: kenyasales@airmalawi.com

Applications should be received by close of business on Friday 07th January, 2011

More Jobs and Vacancies in East Africa available here

East Africa Vacancies

Fairtrade Africa: Administrator

FAIRTRADE AFRICA PURPOSE: To improve the socio-economic conditions of African producers through increased access to better trading conditions.
TEAM PURPOSE: To deliver administrative, technical, and professional advice and expertise in support of Fairtrade Africa’s strategic objectives.
JOB PURPOSE: To have the overall responsibility for provision of effective and efficient Administrative, Human Resource, Logistic and Communication services to FTA secretariat and occasionally to sub regional offices in Africa.
REPORTING LINES:
Post holder reports to: Executive Director
Staff reporting to this post: Finance and Admin Assistant, Front Desk Officer, Office Assistant, (volunteers-from time to time)
BUDGET RESPONSIBILITY: Yes
KEY RESPONSIBILITIES:
Administrative functions
 Responsible for the implementation and on-going updating of all office policies and procedures.
 Manage and order supplies within the budget guidelines of FTA.
 Develop, implement and conduct office staff and office volunteers training meetings as needed.
 Design and implement staff communications programs in order to ensure on-going, positive up and down communications throughout FTA.
 Delegate responsibility to appropriate staff and volunteers to ensure that the day-to-day functions
 Personally manage the staff & volunteers who are responsible for the specific tasks, assignments, programs & events.
 Supporting the Executive Director in implementing administration and office management issues.
 Where relevant work with union representative to resolve labour relation issues.
 Provide advice, assistance and follow-up on FTA policies, procedures, and documentation.
 Coordinate the resolution of specific policy-related and procedural problems and inquiries.
 Develop and recommend operating policy and procedural improvements.
 Perform other duties as assigned by the line manager
Human Resource Functions (General):
 Responsible for all human resource activities to include employment, compensation, labour relations, benefits, and training and development
 Recommend, develop and maintain HR data bases, computer software, and manual filing systems
 Recommend, develop and schedule training and development courses.
 Responsible for encouraging the growth and assisting in the evaluation process of staff.
 Design and conduct new employee orientations.
 Lead the preparation and maintenance of company salary structure, job documentation, and job evaluation systems.
 Develop and maintain relationship with employment agencies, universities and other recruitment sources
 Interview or support interviewing of job applicants; review application/resume; evaluate applicant skills and make recommendations regarding applicant's qualifications.
 Support the Annual Review process for development, and succession planning.
Employee Relations
 Promote a positive atmosphere striding to increase employee engagement
 Create training and development plans to meet personal, professional, and organizational goals.
 Administer and explain benefits to employees, serve as liaison between employees and others.
 Receiving employee complaints and acting accordingly to resolve them.
Compensation
 Ensure compliance with approved compensation in line with organisational policies
 Review job descriptions and assign level of responsibility and insuring competitive pay practices.
 Work with the Finance officer to ensure preparation and distribution of payroll on timely basis
Compliance
 Manage and ensure that the organisation is in compliance with all labour laws, and heading the preparation on any information required by compliance and law enforcement agencies.
 Serving as a point of contact for employment related issues.
 Ensuring compliance with Equal Employment Opportunity principles of the organisation
Recruitment
 Ensure proper recruitment processes exist and are adhered to by all within the organisation
 Support Team heads in identification, sourcing and hiring of top industry talent.
 Induct and support integration of new staff into the organisation Performance Management
 Lead the implementation of a Performance Management System encompassing of annual and mid-year activity and review for all staff and teams.
SKILLS AND COMPETENCE: (E) Essential & (D) Desirable
 Bachelor’s degree in Human Resource Administration, Business Administration, or related field. Master’s degree in Business Administration from an accredited institution (preferred) (E).
 A minimum of 3 years of office and HR management experience preferably in NGO environment (E).
 Strong leadership, management and organizational skills (E).
 Effective managerial skills - understanding, influencing and serving others (E).
 The ability to resolve problems quickly and effective and determining appropriate courses of action, which are then reported to the Executive Director (D).
 Must display a high degree of emotional maturity while keeping difficult situations in proper prospective.
 Must be flexible and have well developed interpersonal skills.
 Must excel in personal interactions with the staff and volunteers at all levels of the organization
 Good computer skills (Windows, Excel and relevant HR programmes); preparedness to learn and manage computer software packages necessary for office work (E).
 Ability to work under pressure within the office, and prioritise routine and ad hoc tasks (E).
 Able to work independently under minimise supervision in a multi-cultural working environment (E).
 Respect for confidentiality; and sympathy with the aims, objectives and beliefs of Fairtrade Africa (E).
OTHERS:
This job description is intended as a guide and should not be viewed as an inflexible specification as it may be varied from time to time based on discussions with the post holder. The post holder will be expected to work to agreed objectives, which should facilitate achievements of the key responsibilities in accordance with the Performance Review Process.
APPLICATION:
Send applications to recruitments@fairtradeafrica.net by the 15th of January 2011. Please reference “FTA Senior Administrator” in the subject line. All applicants should state how they meet essential requirements of the post, with ALL the following: detailed CV, cover letter and salary history (current and last 2 jobs), email address, telephone contacts, current and expected remuneration package, names of three referees with contact details by 15th of January 2011. Note that qualified applicants will be subjected to a background check as a condition of employment. The final hiring decision is anticipated end of January for a start date ASAP.

More Jobs and Vacancies in East Africa available here

East Africa Vacancies

Fairtrade Africa: Executive Assistant

FAIRTRADE AFRICA PURPOSE: To improve the socio-economic conditions of African producers through increased access to better trading conditions.
JOB PURPOSE: To perform administrative and logistics tasks in support of the Executive Director and to Executive Team and the Board to efficiently manage Fairtrade Africa.
REPORTING LINES:
Post holder reports to: Executive Director
Staff reporting to this post: None (sometimes volunteers)
BUDGET RESPONSIBILITY: none
DIMENSIONS:
 Plan and coordinate the Executive Director’s, Director of Programmes and the Board Chairman’s (the Directors’) schedules ensuring time is used as effectively as possible and deadlines achieved in a timely manner
 To provide secretarial and administrative support to the Director, organising all travel arrangements, including extensive international travel, and ensure smooth running of their offices
 To provide secretarial and administrative support to the Board of Directors, some Board subcommittees and Senior Management Team (SMT) away days ensure smooth running of meetings
 Liaise with team heads as appropriate in connection with SMT issues
 To arrange and organise meetings, including minute taking as required in relation to the above identified groups
 To ensure Directors have the information required to enable them to carry out their roles
KEY RESPONSIBILITIES:
Administrative duties
To coordinate the forward planning of the Directors’ schedules ensuring that time is used as effectively as possible and deadlines achieved in a timely manner
 Coordinating the Directors’ diaries and work schedules, including forward planning of work
 Gathering and collating information for tasks initiated by the Directors
 Liaising with senior staff and external contacts on behalf of the Directors
 Arranging both national and international travel and organisation of producer visits
 Providing administrative assistance to Board of Directors including organising itineraries for partner Directors coming from outside Kenya.
Secretarial and logistical support:
To provide secretarial and administrative support to the Directors and ensure smooth running of their offices
 Filtering incoming mail, using initiative to answer and/or redirect correspondence where appropriate and prioritise items requiring input from the Directors
 Handling telephone enquiries, dealing with or referring to other staff matters not needing the Directors’ attention and acting as the public face/first point of contact for the executive team
 Ensuring the Directors are briefed and prepared for meetings
 Drafting, proof reading and editing straightforward letters, reports and other documents
 Making travel and accommodation arrangements for the Directors, other staff and guests as required, including extensive international travel, obtaining visas, checking travel health requirements and obtaining foreign currency whenever necessary
 Developing and maintaining efficient office systems eg. filing, databases
 Ensuring expenditure is in line with the FTA’s procedures, processing Directors expense claims, checking invoices prior to authorisation and coding expenditure to correct budget headings
Meeting and events support:
To arrange and organise meetings, including taking of minutes as required
 Planning and organising meetings, ensuring availability of meeting rooms, external venues, equipment, and materials as required
 Circulating notices of meetings, agendas, papers etc in good time to those attending
 Organising and minute taking for weekly staff meetings, some minute taking for Board and sub-committee meetings
 Arranging travel and accommodation for high level directors and members of the Board and assistance during their stay in Kenya
 Making catering arrangements for all above meetings and servicing refreshments
Information and basic research support
To collate information required to enable Directors to carry out their roles
 Assisting with project planning, monitoring schedules and ensuring sufficient time to meet important deadlines
 Supervision of volunteers
 Identifying and making contact with organisations and people on behalf of the Directors
 Collating information for drafting papers, speeches, and presentations as required
 Assisting with other projects such as events and involvement with other teams
SKILLS AND COMPETENCE: (E) Essential & (D) Desirable
 Experience of being a EA at Director level, undertaking full range of duties commensurate with the role including extensive diary and email management and travel arrangements (E)
 Experience of providing administrative support, including some minute taking, for Board and sub-committees (E)
 An organised and methodical approach and the ability to juggle competing priorities, both in terms of forward planning and reactive work in relation to unplanned occurrences (E)
 Excellent communication skills with the ability to create a positive impression of FTA in person, writing or by telephone (E)
 Discretion, tact and diplomacy (essential that the post holder maintains complete confidentiality of information disclosed at management or Board meetings etc) (E)
 Ability to write clear and concise letters, papers and reports for internal and external use (E)
 Experience of collating information to provide initial short briefing documents for the Directors (E)
 Able to organise and plan work on own initiative, as well as working with a variety of different people (E)
 Ability to perform well under pressure (E)
 Calm disposition, flexibility and proactive approach (E)
 Trustworthy and responsible (E)
 Experience of, and interest in, working for an NGO (E)
 Demonstrable skills in using MS Office applications especially Word, Excel, Outlook and PowerPoint (E)
 Experience of being a EA to more than one person (D)
 Knowledge of Ethical Trade and Fairtrade in particular (D)
 Practical knowledge of French (D)
OTHERS:
This job description is intended as a guide and should not be viewed as an inflexible specification as it may be varied from time to time in the light of strategic developments following discussion with the post holder. The post holder will be expected to work to agreed objectives, which should facilitate achievements of the key responsibilities in accordance with the Performance Review Process.
APPLICATION:
Send applications to recruitments@fairtradeafrica.net by the 15th of February 2011. Please reference “FTA Executive Assistant” in the subject line. All applicants should state how they meet essential requirements of the post, with ALL the following: detailed CV, cover letter and salary history (current and last 2 jobs is applicable), email address, telephone contacts, current and expected remuneration package, names of three referees with contact details by 15th of February 2011.
Qualified applicants will be subjected to a background check as a condition of employment. The final hiring decision is anticipated end of January for a start date ASAP.
More Jobs and Vacancies in East Africa available here

East Africa Vacancies

Fairtrade Africa: Director of Programmes

BACKGOUND:
Fairtrade Africa (FTA) is an umbrella organisation representing all Fairtrade certified producers in Africa. FTA also represents non Fairtrade Labelling Organisations (FLO) International certified producers on trade issues in Africa and globally.
Established in 2005, FTA is governed by an elected Board directing policy and strategy. FTA is a member of the FLO, a global network of organisations working to common standards and verification systems.
FTA works through sub-regional and national structures across Africa to represent producers within the FLO system. Our aim is to improve livelihoods in Africa by increasing access to markets on better terms of trade. FTA seeks to deliver on these objectives by working to improve technical, organisational and managerial capacity of smallholders. This is further facilitated by developing strategic partnerships to leverage support for producers. FTA works with relevant organisations and institutions in building support for Fairtrade and fair trade values and principles across Africa as well as bringing people, institutions and governments together in a movement for change in trade practices.
Currently there are about over 250 Fairtrade certified producer organisations in Africa with some of the certified organisations numbering over 62,000 individual members. Fairtrade is promoting livelihoods for over half a million farm households across Africa.
FTA has been undergoing major organisational changes since 2009. This has culminated in the creation of new structures and teams to build on the strong institutional foundation established over the last two years. FTA is therefore looking for an experienced and well-motivated Programmes Director committed to the values of fair trade, smallholders and worker rights as well as poverty reduction in Africa to lead programmes development and implementation within the organisation.
JOB PURPOSE:
Under the direction of the Executive Director, the Director of Programmes (DP) as a member of the Senior Management team, shares in the overall responsibility for the development, direction and coordination of FTA programmes. The DP in his/her capacity is responsible for Regional Networks, Policy and Advocacy (including communications) and Standards teams ensuring effective programme development and implementation, with the objective of delivering high quality support (technical, organisational and financial) and obtaining greater impact for Fairtrade certified producers in Africa.
As part of the post, the DP will lead project development and management and will work closely with the Executive Director to cultivate donors. The DP will line manage all Regional Managers, Policy and Advocacy Manager as well as the Standards Development Coordinator.
Strategic Planning:
 Provide strategic vision and direction to FTA programmes.
 Take a lead role in developing programme strategies and annual plans and budgets.
 Participate in conceptualizing and designing cost effective, innovative programmes to support producer businesses.
 Lead the design and implementation of fundraising strategies and project proposals in conjunction with the Executive Director and Senior Management Team to ensure that programmes are adequately financed within the parameters of the FTA strategic plan.
 Ensure a participatory coordinated approach is taken to proposal development and that team leaders and regional managers, Finance, HR and other relevant departments participate in this process
 Develop working relationships with donor liaisons to ensure that FTA is well positioned to access information on donor strategy and priorities.
Strategic Policy Planning
 Provide management support and guidance to team managers to ensure they are delivering quality and timely inputs.
 Develop and maintain an overview of key policies and programmes concerning producer support in Africa.
 Support the Executive Director to review and update FTA strategy, to maximize impact in achieving longer-term, medium-term and short-term objectives. Keep in line with the changing needs of organisational and producer objectives.
 Identify key opportunities and events for FTA in Africa to position itself as the leading producer led organization in Africa.
Provision of Technical Assistance
 Provide advice to regional managers and team leads and ensure effectiveness in all aspects of programming including partner and staff capacity building.
 Ensure provision of high quality technical assistance to all programmes
 Ensure appropriate coordination between the different programme implementing partners
 Ensure appropriate levels of technical assistance are provided to all programme partners.
 Ensure that fair trade principles such fairness, community based approaches, good governance, non-discrimination etc. are mainstreamed in programme development.
 Support the Regional Managers in the measurement of achievement and progress towards programme goals and results through the monitoring & evaluation system.
Knowledge Management
 Ensure learning by the programme team from relevant best practice and assessing performance regularly against agreed programme objectives and indicators.
 Prepare key policy briefing documents and communication materials for positioning FTA as key producer empowerment organisation.
 Ensure learning by the FTA programme team from relevant best practice internally and externally.
 Support in the review and evolving approach to working with programme partners.
Staff Development
 Manage staff and team budget and report on progress on budget management.
 Lead on internal and external programme/project evaluations as necessary and ensures the execution of baseline, periodic, and final evaluations as necessary in coordination with programme partners.
 Help design and implement a coherent programme structure that is consistent with FTA practices and appropriate to member needs.
Senior Management Team Participation
 Deputize for the Executive Director.
 Contribute to overall management of FTA, supporting the executive director in reporting to the Board.
 Work with Senior Management Team to ensure adequate staff management structures are in place.
 Ensure transparent use of financial resources in compliance with FTA and donor policies and procedures.
SKILLS AND COMPETENCE – Essential
 Advance university degree in Agricultural Development/ Economics, Rural Development, Development Studies, Social Sciences or related studies
 5 + years with NGO out of which 3 – 5 years formulating and directing programmes or leading an organization.
 Familiarity and experience in developing and implementing capacity improvement strategies.
 Experience of developing and managing monitoring and evaluation systems.
 Genuine commitment to, and understanding of, results-based and participatory approaches.
 Excellent conceptual and analytical skills. Effective negotiator, with the ability to positively influence cross team and cross sectorial working.
 Proven ability to design and deliver on fundraising strategies.
 High level of integrity.
 Resource management, training and capacity building, coaching / mentoring skills.
 Commitment to and understanding of fair trade values and principles.
 Excellent interpersonal, communication and presentation skills and drafting competencies.
 Demonstrated ability to understand complexities of producer market access issues and successfully pursue new market opportunities for producers.
 Experience in project cycle management, ensuring the delivery of high quality programmes.
 A professional history that demonstrates familiarity and understanding of Fairtrade and ethical trade principles and practices.
OTHERS: This job description is intended as a guide and should not be viewed as an inflexible specification as it may be varied from time to time in the light of strategic developments following discussion with the post holder. The post holder will be expected to work to agreed objectives, which should facilitate achievements of key responsibilities in accordance with the Performance Review Process.
APPLICATION: Send applications to recruitments@fairtradeafrica.net by the 20th of January, 2011 Please reference “FTA Director of Programmes” in the subject line. All applicants should state how they meet essential requirements of the post, with ALL the following: detailed CV, cover letter and salary (Gross) history (current and last 2 jobs is applicable), email address, telephone contacts, current and expected remuneration package, names of three referees with contact details by 20th of January 2011. Qualified applicants will be subjected to a background check as a condition of employment. The final hiring decision is anticipated end of January for a start date ASAP.

More Jobs and Vacancies in East Africa available here

East Africa Vacancies

Fairtrade Africa: Finance and Administrative Assistant

FAIRTRADE AFRICA PURPOSE: To improve the socio-economic conditions of African producers through increased access to better trading conditions.
TEAM PURPOSE: To deliver administrative, technical, and professional advice and expertise in support of Fairtrade Africa’s strategic roles.
JOB PURPOSE: To perform administrative and logistics tasks for Fairtrade Africa. To undertake specific tasks in support to the office Finance and Resources function.
REPORTING LINES:
Post holder reports to: Administrator
Staff reporting to this post: Administrative (None)
BUDGET RESPONSIBILITY: None
DIMENSIONS:
 Manages moderate amounts of cash and/or equipment.
 Tasks are routine, but may require the use of some initiatives and/or basic planning
 Draw from a number of information sources to inform individual and group decisions.
 Solves basic problems, which have some variety, and takes decisions based on a number of possible options.
 Communicates widely within the department, with some Fairtrade Africa contacts and/or wider external contacts.
 Contributes to the development of improvements to the admin/finance/logistics services, procedures and systems.
 Handling specific limited queries inside and outside Fairtrade Africa.
 Significant transaction processing
 Managing and monitoring some resources/systems.
KEY RESPONSIBILITIES:
Administration
 Responsible for daily operations of administration issues.
 Responsible management of monthly utility usages such as telephones, fax, stationery, etc., ensuring timely payment is made. Maintain records of electricity, telephone and fax usage.
 Maintain contacts with relevant organisations including external suppliers such as newspapers, tickets, stationery, hotels, etc.
 Responsible for arranging official documents for international staff/visitors, i.e. visa application & visa extension ensuring visa list is updated.
 Assist in arranging tickets and booking for accommodation for Fairtrade staff/visitors. Advice alternatives routes and available flights.
 Ensure that contact list is updated, manage incoming/outgoing mails/faxes and Fairtrade Africa common emails and circulate/distribute them accordingly.
 Answer incoming telephone calls and arrange outgoing calls when requested.
 Assist with typing and photocopying as requested.
 Supervise the work of cleaners, ensure that necessary training they perform against standard objectives and perform training as necessary. Supervise the work of admin intern.
 Conduct inventory of Fairtrade Africa equipment and assets. Arrange necessary repairs as needed.
 Manage small amount of cash for administration expenses.
 Maintain filing system, ensuring easy access to all staff.
 Monitor and process payment of office rent and relevant bills
Logistics:
 Ensure a supply of stationary is always available and replenish as necessary.
 Maintain record of use of Fairtrade Africa assets
 Arrange meeting/workshops in terms of logistics and administrative arrangement.
 Responsible for performing monthly logistic reports and requirements
 Responsible for handling minor repairs in the office
 Responsible for car rental and car arrangement for Fairtrade Africa staff as requested. Keep record the use of Fairtrade Africa vehicle(s).
Finance & Admin support:
 Support Finance Officer (FO) and Administrator to maintain an up-to-date system of finance and administration files.
 Responsible for preparing bank payment orders.
 Cover for other programme service staff when they are on leave/business trips, take bank papers back to office, and withdraw cash, handling cash payment and payment order process.
 Responsible for preparing monthly payments for office usage (i.e.: air ticket, stationary, telephone) and quarterly payment with Fairtrade Africa.
 Provide support for Administrative Officer in recruitment processes such as organising/arranging candidate to interview, etc.
 Be responsible for office -petty cash management.
SKILLS AND COMPETENCE: Essential (E) & Desirable (D)
 Excellent in spoken and written English (E)
 University degree, preferable in Finance, Accounting and/or Business administration/ Management (E)
 At least 3-years of working experience in administration/finance (D)
 Good computer skills (Windows, Excel); preparedness to learn and manage computer software packages necessary for office work, especially on communication and information management (E)
 Ability to work under pressure within the office, and prioritise routine and ad hoc tasks (E)
 Ability to work independently under minimum supervision as well as in a team in a multicultural working environment (E)
 Respect for confidentiality and have sympathy with the aims, objectives and beliefs of Fairtrade Africa and commitment to Fairtrade Africa’s gender and equal opportunities policies ensuring commitment to equality and fairness, irrespective of political, religious and ethnic affiliation (E)
OTHERS:
This job description is intended as a guide and should not be viewed as an inflexible specification as it may be varied from time to time in the light of strategic developments following discussion with the post holder. The post holder will be expected to work to agreed objectives, which should facilitate achievements of the key responsibilities in accordance with the Performance Review Process. APPLICATION Send applications to recruitments@fairtradeafrica.net by the 15th of January 2011. Please reference “FTA Finance and Administrative Assistant” in the subject line. All applicants should state how they meet essential requirements of the post, with ALL the following: detailed CV, cover letter and salary history (current and last 2 jobs is applicable), email address, telephone contacts, current and expected remuneration package, names of three referees with contact details by 15th of January 2011. Qualified applicants will be subjected to a background check as a condition of employment. The final hiring decision is anticipated end of January for a start date ASAP.

More Jobs and Vacancies in East Africa available here

East Africa Vacancies

Fairtrade Africa: Front Desk Officer

FAIRTRADE AFRICA PURPOSE: To improve the socio-economic conditions of African producers through increased access to better trading conditions.
TEAM PURPOSE: To deliver administrative, technical, and professional advice and expertise in support of Fairtrade Africa’s strategic roles.
JOB PURPOSE: To perform reception and administrative tasks for Fairtrade Africa (FTA). To undertake specific tasks in support to the Administration and Resources Team.
REPORTING LINES:
Post holder reports to: Administrator
Staff reporting to this post: None
BUDGET RESPONSIBILITY: none
DIMENSIONS:
 Management of the Fairtrade Africa front office
 Provision of front-desk service and telephone communications services
 Updating Fairtrade Africa staff and office information
 Maintenance of the registry system
 Effective mail management
 Providing necessary support for Fairtrade Africa staff as may be required
KEY RESPONSIBILITIES:
Front Desk Services
Ensure the provision of front-desk service and telephone services focusing on achievement of the following results:
 Monitoring of all visitors to the office; assistance to visitors by providing directions and accurate information related to FTA.
 Operation and management of the telephone switchboard in accordance with appropriate regulations.
 Weekly check and test of all lines.
 In consultations with the line manager, maintenance of recording information in the system and reporting to telephone service provider for regular maintenance and repair.
 Management and planning of the front desk coverage.
 Assistance in the preparation of cost-recovery bills for services provided by FTA to other organisations or stakeholders.
Contact Information:
Ensure FTA staff and other contacts information are always updated, focusing on achievement of the following results:
 Collection and update of FTA staff information on a monthly basis, ensuring all data and information is correct and accurate.
 Update of the FTA telephone list and Fairtrade Directory, Addresses, Partner Organisations Government agencies, International Organizations, NGOs and other important contacts of FTA.
 Updating of service providers schedule.
 Updating of office supplies inventory.
 Managing use and replenishment of office.

Registry Management
Ensures maintenance of registry system focusing on achievement of the following results:
 Set up and maintenance of the office filing system in accordance with the FTA Filing System
 Opening of new subject files as required and disposal of old files in accordance as directed.
 Maintenance of archives, ensure files are properly stored and accessible; safe keeping of documents.
 Provision of photocopies of material from the confidential registry files, as requested by staff.
 Assistance in the collection of reference and background material from files.
 Establishment and maintenance of records system of file movements within the office; maintenance of the office circulation and reading files.
 Preparation of correspondence and reports related to registry activities.
Mail and Bills Management:
Ensures provision of effective mail management within FTA focusing on achievement of the following:
 Receipt, registration, coding and forwarding of incoming faxes, letters and other correspondence to proper team/unit/officer.
 Registration and dispatch of the outgoing communications and follow-up distribution. Prepares the summary of enclosure forms and necessary documents and maintains the file on documents received to ensure that all are accounted for
 Proper prorating and billing of staff and user organisations working in the building.
SKILLS AND COMPETENCE: Essential (E) & Desirable (D)
 Excellent in spoken and written English (E) and basic knowledge of French. (D)
 University diploma (or degree preferable) in Secretarial /or Business Administration/ Management. (E)
 At least 3-years of working experience in administration or similar position. (D)
 Excellent computer skills (Windows, Excel) and preparedness to learn and manage computer software packages necessary for front office work, especially on communication and information management (E)
 Ability to work under pressure within the office, and prioritise routine and ad hoc tasks. (E)
 Ability to work independently under minimum supervision as well as in a team in a multicultural working environment. (E)
 Respect for confidentiality and have sympathy with the aims, objectives and beliefs of FTA and commitment to FTA’s gender and equal opportunities policies ensuring commitment to equality and fairness, irrespective of political, religious and ethnic affiliation. (E)
 Focuses on result for the client and responds positively to feedback. (E)
 Consistently approaches work with energy and a positive, constructive attitude. (D)
 Remains calm, in control and good humoured even under pressure. (E)
 Responds positively to critical feedback and different points of view. (E)
OTHERS: This job description is intended as a guide and should not be viewed as an inflexible specification as it may be varied from time to time following discussion with the post holder. The post holder will be expected to work to agreed objectives, which should facilitate achievements of the key responsibilities in accordance with the Performance Review Process. Application Send applications to recruitments@fairtradeafrica.net by the 15th of January 2011. Please reference “FTA Administrative Assistant” in the subject line. All applicants should state how they meet essential requirements of the post, with ALL the following: detailed CV, cover letter and salary history (current and last 2 jobs is applicable), email address, telephone contacts, current and expected remuneration package, names and contacts of 3 referees by the 15th of January 2011. Qualified applicants will be subjected to a background check as a condition of employment. The final hiring decision is anticipated end of January for a start date ASAP.
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