Position: Business Support Assistant / Office Manager – Contract
Position
Location: Kenya
Reports To: Country Manager
Dimension
Administrative Support to Country Manager
- Effectively
support Senior Business Assistant in managing the Kenyan Country Manager
- Manage the
calendar of the Country Manager, taking into consideration the different
time zones
- Organise
management meetings,
- Prepare agenda /
taking of minutes,
- Arrange working
lunches where required,
- Liaise with IT
to ensure that technical requirements of meetings are taken care of (e.g.
laptop for group webinars, presentations, video conference)
- Screen calls
Travel Coordination for the Country Manager:
- Bookings and
co-ordination of all travel arrangements (international and local),
- Drawing up of
detailed travel itineraries for these trips
- Co-ordinate
travel arrangements (hotel bookings, visas, invitation letters, booking of
airport transfers and ground transportation, etc)
- Where necessary,
liaise with other Offices to arrange for meetings
- Assist and
co-ordinate in all travel arrangements for all incoming visitors for the
relevant department and assisting guests in obtaining entry visas
- Complete Expense
Reports (Travel and Entertainment) on regular basis.
General Office Support
- Greet and assist
visitors at reception
- Manage and
co-ordinate monthly team events and meetings. Organize and co-ordinate any
office event arrangements (Workshops, Conferences, Seminars, etc)
- Perform general
administrative duties to support day-to-day department operations in such
areas as scheduling meetings; maintaining management calendar for assigned
departments; taking and distributing meeting minutes; screening calls, SMT
calendar, Oracle Expense reports for corporate card, iExpense & PO
Creation, invoices, ordering supplies and maintaining department records.
- Type all
memorandums and letters with a high margin of accuracy, including
formatting of MS Word documents
- Co-ordinate
internal training, including the booking of training facility/venue,
preparation of training materials, etc
- Serve as
administrative liaison to others within and outside the company
- Organizes the
maintenance of tenancy services and general repairs and ensures that staff
are kept up to date at all times in respect to tenancy issues and liaises
with building management on base building matters including services
issues (i.e. air-conditioning, lift services, fire services) and
notifications (planned and unplanned maintenance works) ensuring that
those impacted within the organization are notified and kept up to date.
This also includes ensuring that the appropriate maintenance and service
levels are received from the building management.
- Be available
during the necessary co-ordination with the Building Management and
relevant vendors on events such as annual power shutdown, fire drills.
Accounting & Procurement Support
- Receipt goods /
services upon delivery. By collecting and reviewing invoices for
reimbursement, match invoices with the corresponding purchase orders;
enter into Oracle accounts payable system using the assigned general
ledger codes.
- Review, evaluate
and recommend on facilities vendors performance, including contract
management and looking at potential cost savings initiatives for the
organization.
- Prepare budget;
financial and other standard monthly reports.
- Assist the
Country Manager to prepare monthly accruals and variance reporting, to
raise purchase orders,
Skills
- Specific
administration and coordination experience with demonstrated success.
- Self-starter
with an ability to work independently
- Strong power
point and excel skills.
- Excellent oral
and written communication in English.
- Ability to work
under pressure
- Experience in
organizing events
- Strong team
player, decisive and results driven, with high energy levels and
initiative
Education
- Relevant Degree
How to apply
Applicants should email their applications attaching a detailed
curriculum vitae and a letter indicating why they are interested in and
qualified for the position and the names of three referees who can provide
confidential assessment of their capabilities to a Search Committee.
All communications relating to applications for this position
should be addressed to: email address: therecexpert@gmail.com .
Applications should be received by 18th February 2013.
Only shortlisted candidates will be contacted.
On the subject matter of the email please indicate the position
you are applying for.
