Job Title: Office Administrator
Reports To: Head of Finance & Administration
Location: Nairobi
Closing Date: Open Till Filled
Location: Nairobi
Closing Date: Open Till Filled
Job Summary
Our client is 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: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.
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
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
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
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
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
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
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
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
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”Sending CV to :recruiter@personnelresource.com
Only short listed candidates will be contacted.
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