Office Administrator Job in Kenya

Job Title: Office Administrator

Reports To: Head of Finance & Administration

Closing Date: Open Till Filled

Summary

We are a Human Resource Company with a difference. They have done work on East Africa training 250 local and multinational companies and 7000 participants. The requirements of the individual are as weighted below.

The purpose of the role is to deliver exceptional business support and performance by self and the Administration team through the development and implementation of effective office management practices.

Key responsibilities and approximate weighting:

Office Administration – 30%

·       To be the company receptionist. Key to that will be answering calls, calling back and taking messages while portraying the highest standards of professionalism. To ensure that the laid out company telephone script is strictly followed to the letter

·       To assist all visitors at the reception

·       Be personal assistant (PA) to CEO & COO

·       Secretarial support to all other departments

·       To control company stores for stationery, training and kitchen utilities

·       Ensure that the office is running efficiently and to high standards in terms of cleanliness, fixtures & general supplies

·       Co-ordination & liaison with regional Office Administrators in the regional markets

·       Management of staff leaves file, computing pending leave days & processing staff leave forms for approval

Planning and Logistics -20%

·       Medical scheme co-ordination. Ensuring that all records for the scheme are up to date as well as co-ordination of registration of new members as well as collection of periodic statements showing performance of the scheme

·       Making travel arrangements for Raiser staff travelling locally, regionally & internationally including air ticket booking & collection, travel insurance VISA applications & processing, travel accommodation & airport transfers

·       Insurance management – Maintenance of the insurance file & inventory as well as liaison with insurance company during renewals, updates & adjustments of insurances

·       Procurement of office supplies

People Management – 20%

·       Effectively manage the administrative staff comprising of a Messenger, Driver & Caretaker to ensure proper utilization of their time as well as their development

·       To co-ordinate the movement of the company car & messenger

Interdepartmental Support – 15%

·       Ensuring that training equipment is kept in good working condition in the stores

·       Real-time update of inventory records & whereabouts of each training equipment to be maintained at all times

·       Preparation of gate passes for training materials & equipment

·       Ensuring that equipment is properly tested upon return from training or client presentations

·       Reporting & overseeing repair of any training equipment found to be faulty

·       Maintenance of an effective equipment tracker

·       Co-ordinate internal staff meetings

Customer Service and Support – 15%

·       Understand all our products and be able to assist in marketing of Raiser’s programs via telephone or live presentations

·       Liaising with suppliers and customers to maintain a good working relationship

·       Maintain a database of all the key as well as potential customers

Job Dimensions:

·       Bachelors degree or diploma in the relevant field

·       4 years working experience as an administrator in a busy private sector capacity

·       Experience in office administration including handling a busy switchboard

·       Knowledge of basic working IT applications

·       Selling skills

·       Presentation skills

·       Negotiation skills

Personal Attributes/Desired Behavior

·       Exceptional organization skills

·       Setting Business Direction

·       Inspiring business performance

·       Achieving business performance

·       Thorough understanding of adult learning

·       Build pride and passion

·       Growing talent and capability

·       Managing & developing yourself

·       Protect and enhance the Company’s reputation

Key success indicators

·       Achievement of professionally run office environment

·       Product selling success through BDMs by ensuring appointments with key decision makers are arranged and materialize

·       Achievement of high staff satisfaction level

How to Apply

Interested candidates holding the necessary requirements, good performance and / or references are encouraged to apply with detailed CVs, inclusive of names and contacts of 3 referees, current telephone number and email address by:

Sending CV to :recruiter@personnelresource.com

Only short listed candidates will be contacted.

“Personnel Resource is an equal opportunity employer”

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