Administrative Assistant - Kigali Office

Twin is a development through trade NGO working with 33 producer organisations representing 300,000 coffee, cocoa and nut smallholders in 17 countries across Latin America, Africa and Asia. Our coffee company, Twin Trading, works to access value-added markets for our producer partners and offers quality coffee with development impact.

We unlock the power of trade to strengthen producer organisations and deliver social justice, economic development and environmental sustainability for smallholder farmers. We are engaged throughout the value chain to balance producer support with creating market demand, building partnerships that deliver sustainable, scalable and meaningful change.

JOB PURPOSE:

Twin through its Kigali office is looking to recruit Administrative Assistant to provide support to ensure the smooth running of the office and provide support on daily administrative activities including support on office financial management.

RESPONSIBILITIES:

Office Management

  • Ensuring the security of the office information and documents is maintained
  • Purchasing all office supplies
  • Ensure that all office equipment is in good working order
  • Liaise with other staff and associates all day-to-day issues in relation travel facilitation
  • Organise couriers for coffee sample collections, oversee general post (opening & posting)
  • Act as first point of contact for cleaner
  • Keeps and use of books of accounts

Health and safety

  • Ensure that office is up to date on all legal requirements
  • Ensure risk assessment is carried out in relation to the health of employees and equipment safety (excluding staff and associates overseas)
  • Ensure that staff are aware of fire safety, act as fire marshal and arrange fire safety training as required
  • Assist staff when required in taking necessary safety precautions when travelling oversees on company business

IT and network management

  • Assisting staff where possible in the best use of Twin’s IT System and seeks support from Twin London
  • Ensure staff adhere to Twin’s IT policies e.g. storage of emails and in shared directory.

Finance

  • Enter purchase invoices and record payments in accounting systems
  • Enter payments for invoices onto the banking system
  • Check all invoices are authorised and coded
  • File invoices and bank statements/correspondence
  • Perform bank reconciliations for Twin’s bank accounts
  • Manage petty cash

Other duties

  • Make travel arrangements for staff, associates and trustees when required
  • Obtain travel visas when required
  • Logistical arrangements for producer visits (i.e. hotel accommodation, flights bookings, visa application letters) when required
  • Support Quality Officer to organise sample cupboard
  • Coordinate in-house events
  • Co-ordinate recruitment activities in conjunction with relevant recruiting manager, including placing job adverts, collating CVs, organising interviews and liaising with new starters

 PERSON SPECIFICATION:

  • Excellent administrative skills
  • Outstanding communication skills
  • Book-keeping experience essential ( minimum 3 years ), Accounting degree desirable
  • The ability to adapt and learn new accounting systems quickly
  • Competence in the use of IT tools including Word, Excel and PowerPoint
  • Highly efficient, organised and superb attention to detail
  • Ability to prioritise multiple tasks and work in a structured manner ensuring all deadlines are met
  • Highly developed, demonstrated teamwork skills
  • Affinity with aims and vision of Twin
  • Knowledge of English and French (desirable)
  • Previous work in an International Organisation ( Desirable)

Reports to

Regional Manager

Salary

Competitive salary based on experience

Hours

Full-time (5 days a week), 3 months probation

Location

Kigali, Rwanda

Contract Term

Permanent

Holiday Allowance

25 days per year plus bank holidays and other statutory holidays

The deadline for applications is Friday 27th May 2016 5pm. Interviews will take place from the week of 6th June 2016.

Please send a CV and covering letter to jobs@twin.org.uk.  Note: Only pre selected candidates will be contacted.

Programme Officer - African Coffee

Twin is a development through trade NGO working with 33 producer organisations representing 300,000 coffee, cocoa and nut smallholders in 17 countries across Latin America, Africa and Asia. Our coffee company, Twin Trading, works to access value-added markets for our producer partners and offers quality coffee with development impact.

We unlock the power of trade to strengthen producer organisations and deliver social justice, economic development and environmental sustainability for smallholder farmers. We are engaged throughout the value chain to balance producer support with creating market demand, building partnerships that deliver sustainable, scalable and meaningful change.

JOB PURPOSE:

The job is part of the Producer Partnership Programmes (PPP) team and supports the operation of African coffee projects from the Kigali office, including project coordination, project planning, monitoring of activities and financial reporting.

This role involves a mix of project coordination, budget tracking, and building capacity and systems in the newly registered Kigali office. The role is based London but with frequent travel to Twin regional officer in Kigali.

RESPONSIBILITIES:

Project Delivery

  • Support the East Africa regional programme in project coordination, including maintaining records, collating internal reports and monitoring expenditure against budgets.
  • Project work planning and monitoring activities against agreed plans in coordination with Regional Manager.
  • Gathering narrative and financial information for donor reporting Collection of monitoring and evaluation data in coordination with MEL officer.

Business Development

  • Supporting development of new projects/initiatives in the East African coffee programme.

Internal Management

  • Build and support capacity and systems in Kigali office.
  • Support the transition to more devolved ways of working within agreed parameters.
  • Support recruitment of new staff and participate in strategic discussions about roles and responsibilities in the regional team.

Other

  • Support organising meetings and events with partners and buyers in the region as required.
  • Support internal communication within Twin and provide information for website updates and other external communication purposes.
  • Any other reasonable duty as may be assigned that is consistent with the nature of the job and its level of responsibility.

 PERSON SPECIFICATION:

Qualifications and experience

  • A minimum of a Bachelor’s degree in international development or related subject.
  • Minimum two years’ experience on project administration or coordination.
  • Experience securing funds from donors or private sector.
  • Experience in monitoring, evaluation and reporting.
  • Experience in working on coffee sector or ethical trading (desirable).
  • Experience of working in partnerships with producer organisations or civil society (desirable).
  • Experience in capacity building and organisational support (desirable).

Skills and abilities:

  • Proven ability to plan, coordinate and monitor project activities - essential
  • Proven ability to work with financial information, preparing and tracking budgets in excel.
  • Fluency in English and working knowledge of French.
  • Excellent administrative skills.
  • Highly developed, demonstrated teamwork skills including capacity building.
  • Ability to work in multicultural environments.

Knowledge

  • Of smallholder agricultural and producer organizations.
  • Of the donor environment for agricultural development and marketing programmes.
  • Of coffee production and marketing (desirable)

Reports to

Senior Programme Manager, Coffee.

Manages: n/a

Receives support from: other members of the PPP team, work closely with Regional Manager, East Africa.

Salary

£25,000 to £28,000 

Hours

Full time (35 hours per week)

Location

Based in Shoreditch (London) with frequent travel to east Africa

Contract Term

Initially one year fixed-term with potential to go permanent

Holiday Allowance

25 days per year plus bank holidays and other statutory holidays

 

Applications to jobs@twin.org.uk indicating the job title in the subject by 9:00 on 16th May 2016.  Interviews to be held the week commencing 23rd May.

Applications should include a cover letter explaining your suitability for the job and a recent CV.

Other pro bono work

We welcome support from experts or professionals looking to share or develop their experience in fair trade and development. 

We would also welcome help from communications and marketing professionals in developing our organisation’s profile and those of our members.

If you would like to donate your time and expertise to Twin pro bono please get in touch.