Giraffe Project (Giraffe Education Centres - GEC)

Records Officer, The Giraffe Children’s Charity - Part-time


Job Summary

To maintain complete and secure computerised records of the work of Giraffe in Kenya

  • Minimum Qualification: Diploma
  • Experience Level: Mid level
  • Experience Length: 3 years

Job Description

Job hours:           Part-time (circa 3 days/week)

Job term:             Fixed term of one year, with possible extension

Location:             Nairobi – Giraffe office, Buru Buru

Reporting to:     Sponsorship Coordinator (located in Europe)


About the Giraffe Children’s Charity

The Giraffe Children’s Charity (‘Giraffe’) is a UK-registered charity (registration number 1149540) founded in 2005.

Giraffe sponsors individual underprivileged children and young people from Nairobi and its environs through primary, secondary and tertiary education. We work with partners running two primary schools in Nairobi, a boarding secondary school located near Joska, east of Nairobi, and we directly support students in a range of colleges and universities in the Nairobi area. At any point in time, over 400 children and young adults are sponsored by Giraffe. Our purpose is to help grow productive citizenship.


About the role

Accurate, precise and timely record keeping is key to the successful running of Giraffe. It underpins and enables all other functions, ranging from strategic decision making by the Board of Trustees to assuring that small sums are disbursed correctly to individual sponsored students. Keeping track of the sponsorship and educational progress of over 400 young people spread across a range of institutions is not a trivial task.


Principal responsibilities

Obtain records from Giraffe-sponsored students and the schools and colleges they attend including course structure and fees

Maintain existing Excel-based recording systems

  • Sponsorship Communication spreadsheet
  • College student data, including letters, reports, allowances, exam results and graduation dates
  • Medical records
  • Results analysis spreadsheet 

Follow up non-compliance of letters and reports in college students including issuing of warning letters and creation of monthly list of students’ situation.

Production of termly spreadsheets for letter and report recording for our three partner schools

Analysis of data for transfer to trustees

In addition, there is the opportunity to work with colleagues to develop more advanced database systems.


Working relationships and environment

Giraffe is governed by a Board of seven Trustees spread across three European countries (UK, Belgium, Germany). Our European Executive Team comprises the Treasurer, a Sponsorship Coordinator and a team of volunteers engaged in fundraising and communication.

The Records Officer will report to the Sponsorship Coordinator (Europe-based).

The role will have a collegiate relationship with existing Giraffe positions in Kenya (Finance Officer and Sponsorship Officer) co-located in the Giraffe office in Buru Buru.

It is vital that the Records Officer establishes close working relationships with our partners in primary and secondary education.

There will be times of the year when there will be a need to work extra hours, for example during Trustee’s visits or the start of the school year. During these occasions time can be taken in lieu or appropriate remuneration given.



It is likely that the job holder will have a formal qualification (Diploma or above) in a relevant discipline (e.g. ICT, administration) and at least 3 years’ experience working in a similar position


Person specification

  • Committed to the vision and mission of Giraffe
  • Attention to detail: it is essential that the job holder is detail-orientated, with strong completer-finisher behaviour
  • Needs to display initiative, be a self- starter and work under minimal supervision
  • Confidentiality and discretion: the job holder must be able to assure that confidential information is controlled correctly in accordance with relevant legislation controlling Giraffe inside Kenya and beyond
  • Strong skills in office IT systems, especially MS Excel
  • Strong facility with modern digital communication tools (email, messaging services, etc)
  • Standard skills in office IT: MS Office suite
  • Basic knowledge of finance management


How to apply

Interested applicants should submit a CV and a cover letter stating the skills you could bring to the position and why you are seeking part-time work to by 31st May 2019 quoting the current and expected salary.

We have a robust child protection policy so our selection process reflects our commitment to the protection of children from abuse. Employment is subject to our Child protection standards including background checks and adherence to our Child Safeguarding Policy.

Giraffe Children’s Charity is an equal opportunity employer and seeks to employ the best qualified talent.

Only short-listed candidates will be contacted.

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