Administrative Assistant Job in Kenya

Sheer Logic Management Consultants is seeking to engage dynamic individuals for an Administrative Assistant position for one of our clients.


Responsibilities
·         Manage the reception; including receiving, screen and transferring calls to relevant staff
·         Interface with the visitors to the office, welcoming guests and responding to enquiries
·         Collecting, sorting, distributing and preparing mails, messages and courier deliveries
·         With assistance from the Office assistant, making coffee and tea for staff and visitors
·         Support organization on meetings and conferences
·         Provide secretarial support to staff when need arise.
Administrative services
·         Liaise with ICT providers to ensure ICT administration is effectively carried out and internal IT issues are addressed
·         Management of consumables stock and oversee office maintenance, repairs and cleaning and re-order of goods.
·         Management of assets, utilities and consumables – telephone usage, photocopying & printing
·         File data/documents and maintain records by making sure relevant documents are filed properly.
·         Maintaining cleanliness and orderliness in the office, with the help of the office assistant.
·         Assist on management of accounts for suppliers of office supplies and other service providers, including internet, phone, electricity, and advising when services are due for payment.
·         Asset management and maintenance.
·         Enhance the office outlook.
·         Provide administrative support on statutory liaison.
·         Taking minutes of meetings in a professional way then having them approved before being filed.
·         Supervising Office assistant
·         Taking care of other staff related activities as may be determined by the Head of Finance & Administration
Logistics and Travel
·         Managing staff travel and related accommodation bookings for staff
·         Organization of functions of workshops and meetings
·         Coordinate internal meetings, workshops, retreats and conferences
Procurement management functions
·         Support procurement function
·         Establish and maintain good relationships with key suppliers
·         Processing orders of supplies
·         Take minutes during the Procurement Committee meetings
Accounting and Finance functions
·         Management of payables
·         Manage petty cash as per policy and guidelines
·         Statutory payments and returns
Communication
·         Making sure all emails enquiries on the info account are attended to and responded to promptly
·         Carrying out any other duties as assigned from time to time by the management
Qualifications
·         A degree holder in Management or Administration with office management practical knowledge
·         5 years’ experience in similar position.
·         Previous experience in an International NGO.
Skills
·         Public Relations, Front Office Management, Secretarial and Cooperate Communication.
·         Proficiency in Microsoft Office Suite
·         Proven office organizational and file management skills,
·         Excellent communications skills: (with all levels of people i.e. public, staff, partners, donors offices, CEO’s, Government officials, service providers)
·         Excellent team player with good inter-personal relationship
·         Excellent computer writing skills – (minutes and workshop reports)     Strong ability to multitask, an eye for details and high level of accuracy     Highly self-organized, coordination and ability to work under pressure
·         Ability to work with minimum supervision, and possess problem solving skills
·         Understanding of the development sector, current trends and willingness to learn Understanding of the Navision ERP
·         Basic accounting knowledge and experience
How to Apply

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