Job Summary

Administrative Assistant is position that entails a variety of administrative roles including providing administrative support to ensure efficient operation of the office, supporting Senior Management Team, Heads Of Departments and employees through a variety of tasks related to organization and communication.

  • Minimum Qualification: Bachelor
  • Experience Level: Management level
  • Experience Length: 5 years

Job Description/Requirements

The Administrative Assistant will be required to perform the following duties and responsibilities:

  • Coordinating meetings and conferences where applicable
  • Monitoring of work plans in conjunction with DOMD from time to time
  • Scheduling appointments for administrative staff
  • Administer staff retirement benefits scheme by liaising with the service provider to avail staff statements occasionally.
  • Liaising with the fund managers/service providers to process employees’ withdrawal benefits upon staff separation. This should be done concurrently when the staff is being separated from the institution.
  • Monitoring the use, maintenance and assigning office equipment such as work tables, computers etc.
  • A key person in receiving and verification of materials and supplies for the administrative department and assisting the admin team in the overall verification of materials by signing materials delivery verification form.
  • Provide general assistance support to teams and other visitors to the institution occasionally.
  • You will be the secretary to the Procurement Committee whose terms of reference are stipulated in the Financial Policy document.
  • Book and organize travel arrangements for teams, administrative staff if need be.
  • Preparing administration daily reports and compiling all the departments’ reports and sharing with SMT on a daily basis.
  • Produce and distribute correspondence memos, letters of administrative nature from time to time.
  • A key person in managing visitors that enter the institution either through appointments or non-appointment issues of the institution.
  • Liaising with the Director of Operations/Operations Manager and Facilities supervisor in updating and processing motor vehicle licenses, insurances etc.
  • Following up motor vehicle accidents together with Facilities Supervisor involving CPA vehicles by making sure that the driver reports any accident to the police for necessary action.
  • Liaising with the CPA motor vehicle insurance company to report accidents where fault is not committed by CPA driver(s) and following up any unsettled claims with the insurance accordingly.
  • Generating and managing CPA schedules, calendar of events/activities and advising the SMT/HODs/HR on upcoming events that need attention amongst staff/SMT/HODs/HR.
  • You will attend the SMT meetings as the organ secretary in charge of taking minutes during meetings and sharing the minutes appropriately. You will however not subject to voting when a decision is expected to be arrived at through voting in the meeting. However, you will be required to give your contributions and opinions in matters discussed.
  • You will be in charge of scheduling meetings which will include SMT’s, HOD’s and Staff meetings per the agreed frequency of the meetings.
  • Perform other related duties as assigned from time to time.

QUALIFICATIONS/ REQUIREMENTS.
•    Exceptional analytical and problem-solving skills
•    Excellent written and verbal communication skills
•    Strong organizational and planning skills
•    Time Management skills
•    Report writing skills
•    Keen to details
•    Honest, ethical, and dependable
•    Mediation and conflict resolution skills
•    Positive, go-getter attitude
•    Expert stress management skills and ability to make important decisions under pressure
•    Attentive listener; understanding, empathetic, and personable
•    Bachelor’s Degree in business administration, or related field
•    Proficient with Microsoft Office
•    General knowledge of employment laws and best practices
•    Excellent communication and organizational skills
•    Highly computer literate in Microsoft Suite (especially Excel)
•    A proven leader with strong interpersonal skills, keen to motivate and effectively educate and connect department managers and employees regarding all Administrative matters

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