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
The primary overall objective of this role is to support the Director and Board of Trustees with all routine administrative and logistical tasks necessary for the effective operation of the Trust.
Administrative & Logistics Assistant Job 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 for the Administrative & Logistics Assistant Job
- 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
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