Vacancies at Gap Recruitment Services Limited

Role Purpose

The Administration Officer will be responsible for ensuring the smooth running of all administrative functions at the institution. The role involves managing day-to-day operations, supporting academic and non-academic staff, and ensuring an efficient and conducive learning environment for students.

Key Responsibilities

Administrative Support

• Manage office operations, including filing, correspondence, and scheduling meetings.
• Maintain accurate records of students, staff, and inventory.
• Assist with the preparation and dissemination of timetables, examination schedules, and academic calendars.
• Monitor and manage the institutions communication channels, including email, phone, and official notices.

Student Management

• Oversee student enrollment processes, ensuring accurate documentation and smooth transitions.
• Maintain up-to-date student records, including attendance, academic performance, and disciplinary actions.
• Address student inquiries and concerns, providing timely and professional responses.

Staff Coordination

• Support teaching and non-teaching staff in administrative matters, such as leave applications, staff records, and payroll coordination.
• Assist in organizing staff training, workshops, and meetings.
• Maintain confidentiality in handling staff records and sensitive information.

Facility Management

• Ensure classrooms, workshops, and other facilities are well-maintained and equipped.
• Coordinate with maintenance staff to address repairs and upkeep of college infrastructure.
• Manage procurement of office supplies, teaching materials, and equipment.

Financial Administration

• Collect and record student fees, issuing receipts and maintaining financial accuracy.
• Assist the finance department in budget tracking and petty cash management.
• Prepare monthly financial and administrative reports for the Principal or College Administrator.

Event Planning and Coordination

• Assist in organizing college events, including graduation ceremonies, open days, and extracurricular activities.
• Ensure proper logistical arrangements, including venue, materials, and communication with stakeholders.

Compliance and Reporting

• Ensure the college complies with government regulations, including education policies and health and safety standards.
• Prepare and submit required reports to relevant education authorities.

Any Other Duties

Perform additional tasks as assigned by the Principal or College Administrator to support the efficient operation of the college.

Experience

• Strong organizational skills and attention to detail.
• Proficiency in office software (e.g., MS Office Suite).
• Excellent communication and interpersonal skills.
• Ability to work independently and manage multiple tasks.

Skills and Competencies

• Understanding of educational systems and policies.
• Strong problem-solving and decision-making abilities.
• Confidentiality and professionalism in handling sensitive information.
• Ability to build and maintain positive relationships with staff, students, and stakeholders.

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Role Purpose

The Finance and Administration Officer will oversee all financial, administrative, and logistical functions. The role also includes managing financial compliance, generating internal reports, supporting project implementation, and serving as the primary contact for DHL operations.

Primary Responsibilities

Financial Management

• Ensure all accounting transactions are supported, documented, recorded, and filed accurately and in a timely manner.
• Prepare accurate and timely project financial reports as required by internal policies and donor regulations.
• Liaise with Donors to validate and ensure accuracy in processing project transactions.
• Monitor donor grant spending, reviewing monthly burn rates and management reports for potential adjustments.
• Assist in developing sound organizational budgets and future budget forecasts in collaboration with the technical teams and Director.
• Ensure compliance with financial and operational policies, including tax and statutory requirements.
• Calculate, process, and pay taxes and statutory deductions accurately and on time.
• Manage petty cash, ensuring all disbursements are properly documented, reconciled, and accounted for in accordance with organizational policies.
• Conduct monthly bank reconciliations and prepare internal financial reports.

Administration & Logistics

• Maintain a strong internal control environment to safeguard company assets.
• Coordinate travel, logistics, and accommodation for staff and consultants, ensuring accurate reporting and reconciliation.
• Assist technical teams in planning, organizing, and implementing logistics for external events and meetings.
• Coordinate necessary audits, statutory requirements, and financial inquiries from donors and host governments.
• Ensure smooth operation of office systems and supplies, maintaining high standards of confidentiality.

DHL Operations

• Serve as company's primary liaison with DHL, ensuring effective collaboration and communication.
• Handle DHL customer inquiries, provide exceptional customer service, and act as a link between customers and the DHL office.
• Promote and market DHL services to increase awareness and uptake within the community.
• Manage DHL parcel handling and related logistical processes. 

Other Duties

• Prepare and present internal monthly reports on financial and administrative activities.
• Support any additional finance-related tasks and organizational responsibilities as assigned.

Qualifications and Experience

• Bachelors degree in Finance, Accounting, Business Administration, or a related field.
• CPA or ACCA certification preferred.
• At least 5 years of experience in financial and administrative management, preferably within a social enterprise & NGO.
• Proficiency in QuickBooks and advanced Excel skills.
• Strong understanding of donor compliance, tax regulations, and financial reporting requirements.
• Experience in logistics or customer service is a plus, especially with DHL or similar operations.

Skills and Competencies

• Excellent financial management and reporting skills.
• Strong organizational and multitasking abilities.
• High level of integrity, professionalism, and confidentiality.
• Effective communication and interpersonal skills.
• Customer service orientation with a proactive and problem-solving mindset.
• Ability to work independently and collaboratively in a fast-paced environment.

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Job Description: 

As a Partnerships and Business Development Officer, you will be responsible for driving demand creation and expanding our market presence by establishing and nurturing relationships with NGOs, UN Agencies, corporates, and government bodies in East Africa. You will play a key role in leading business development efforts and promoting the sales of Menstrual Kits.

Key Duties & Responsibilities:

• Identify and create new sales opportunities by establishing partnerships with NGOs, UN Agencies, corporates, and government bodies in East Africa.
• Mobilize resources and write proposals to secure partnerships and funding opportunities.
• Develop comprehensive partnership proposals and deliver compelling presentations to prospective partners and clients.
• Maintain an up-to-date client database using Salesforce.com.
• Cultivate and manage relationships with customers, partners, and stakeholders to ensure satisfaction and retention.
• Assist customers with field visits to provide education on the use and care of company products, conducting follow-up as necessary.
• Represent the organization at conferences and trade shows to promote products and engage with potential customers.
• Monitor the competitive landscape by gathering market information on related products in East Africa.

Required Skills & Experience:

• Minimum of five (5) years of work experience in business development, sales, marketing, entrepreneurship, customer service, or a similar field.
• Proven ability to develop and deliver customized sales pitches to a diverse range of potential customers, partners, and stakeholders.
• Strong skills in proposal writing and presentation.
• Excellent interpersonal and communication skills, with the ability to interact professionally and sensitively with culturally diverse individuals.
• Understanding of the NGO and relief sector in Africa.
• Demonstrated ability to work independently and proactively, with excellent time management.
• Proficiency in English, both written and oral.
• Familiarity with Microsoft Outlook, Word, Excel, and PowerPoint.
• Experience working with Salesforce CRM.

Additional Requirements:

• Flexibility to adapt to shifting priorities and competing demands in a fast-paced environment.
• Willingness to work flexible hours, including evenings and weekends, and travel across Africa (minimum 50% of the time).