Job Description
Job Title: Operations Associate
Reports to: Operations Manager
Location: Gulu, Uganda
About Cycle Connect
Cycle Connect is a socially-driven business that delivers agricultural products and tools to farmers living in remote, rural areas in Northern Uganda.
Millions of farmers are financially excluded and yet need access to products on credit. This is where Cycle Connect delivers, as we specialise in offering productive tools on financing plans, reaching the most last mile customers, and offering low barrier loan terms built for farmers, enabling them to increase their income and in turn propel their communities forward.
We have a growing number of assets in our portfolio, including oxen and plough, bicycles, motorcycles, grinding machines, and a rich pipeline for even more. To date, we have worked with over 13,000 farmers across two different branches and backed up by over 50 team members. We are venturing through an exciting time of rapid growth and scale throughout Uganda and are therefore looking to expand our team.
Job Summary:
The Operations Associate will assist the Operations Manager in completing operational, systems, logistics and administrative tasks related to day-to-day operations of Cycle Connect. He/she will also provide Customer support to Cycle Connect clients.
Key duties and responsibilities:
Procurement and Office Administration (40%)
- – Responsible for restocking branch and outposts supplies incl. kitchen, bathroom, and cleaning supplies at the beginning of every month; monitor restocking thresholds and maintain locked storage for monthly supplies; request for petty cash on monthly basis, and replenish stock levels.
- – Maintain, track, and monitor asset inventory. This includes end of month physical stock counts with the Finance department, reconciling stock in vs. stock out by comparing physical stock counts to Musoni distributions, and reporting any discrepancies to Supervisor.
- – Schedule branch and outpost and staff gear/equipment repairs that have been approved by and monitor that work has been completed satisfactorily, initiate payments processes upon receipt of approved invoices, and report any issues to Supervisor.
- – Assist in organising and planning meetings, conferences, retreats, and office outdoor activities upon request. Also, assist with shopping for gift baskets for new staff and order monthly town hall morning breakfasts.
- – Sets and maintains up to date Branch and outpost operations’ filing and retrieval systems for business correspondence and all administrative records and ensures documents can be filed and retrieved with ease by all users.
- – Ensuring safe and clean working environment for all cycle connect employees and contractors.
Operations Support (50%)
- – Update Asset Registry when new assets are brought into the company; organize engraving, record pertinent details (serial number, Cycle Connect number, and staff/office allocated to, etc.) on asset register, and allocate approved assets to designated staff.
- – Together with other departments, execute regular asset verification exercises
- – Monitor branch/outpost fuel consumption, initiating requests for replenishment from the operations manager whenever necessary.
- – Update Branch and outpost fuel consumption records and provide monthly updates on usage indicating trends and over usage.
- – Manage branch and outpost motorcycle repair schedule with contracted mechanic and ensure that schedule is followed by staff and that repair/maintenance work is completed satisfactorily and mechanic is paid for work done (general and minor service) on a monthly. Also, update motorcycle repairs and maintenance records to capture all work completed by mechanics for formal record-keeping.
- – Update Motorcycle Register detailing important information (date of purchase, registration number, insurance policy expiration date, etc.) for all motorcycles purchased by Cycle Connect on a continual basis.
- – Update Grinding Mill Register/Binder containing important information (date of purchase, machine or engine number/photograph, insurance policies, renewal endorsement notes, invoices, quotations, receipts, etc.) for all grinding mills purchased by Cycle Connect on a continual basis.
- – Update Insurance Policies Register/Binder containing important information (insurance policies, renewal endorsement notes, invoices, quotations, receipts, etc.) for all insurance policies purchased by Cycle Connect on a continual basis.
- – Secure Operating Permit for branch and outposts and maintain records for company’s operating permits across all districts and sub-counties where we operate; monitor expiration dates, and renew these permits when they are close to expiry.
- – Update Bicycle Assembly Log and related spreadsheets to track defects identified by bicycle mechanics during assembly of shipped bicycles and share with Supervisor on a monthly basis so that supplier(s) can be notified of identified issues on a regular basis.
- – Assist Finance Department with loading monthly airtime allocations onto employee phones towards the end of every month upon request.
- – Resolving Musoni app installation issues experienced by Credit Officers upon request.
- – Assist operations manager and finance department with tasks assigned.
Customer Service (10%)
- – Attend to phone/walk in clients in a cordial and friendly manner while upholding Cycle Connect values.
- – Updates and maintains external and internal branch operations contact databases and telephone
- – Provides secretarial and administration support and provides hospitality to clients and all visitors
- – Performing any other duties as assigned by the supervisor from time to time.
Requirements
- – Minimum of Diploma in Business Administration, Procurement and Logistics related field, attained from a recognized institution.
- – At least 1 – 2 years of experience working in a busy work environment.
- – Outstanding organisational skills and the ability to multitask in a fast-paced environment.
- – Strong written and oral communication skills.
- – Fluency in Luo is required.
- – Strong computer skills and experience with Microsoft Excel required.
- – Willingness to learn and adapt.
- – Flexibility and ability to work on a diverse team.
- – Passionate and motivated to work for the benefit of rural communities and smallholder farmers.
Want to apply?
- – Take a look at our website to see how you resonate with what we do.
- – Fill out the online application form under this link:
- – You will upload your CV in PDF format into the form. Please ensure that it is tailored to this role and has no more than 3 pages.
- – Deadline for applications is 15th November 2024.
- – Female candidates are highly encouraged to apply.
