Office Administrator at United States International University – USIU Africa

Job Description (adsbygoogle = window.adsbygoogle || []).push({}); United States International University – Africa is located in the Kasarani area, off Thika Road in the suburb of Kenya’s capital city of Nairobi. The university is an independent, not-for-profit institution serving students representing 69 nationalities. It offers 24 degree programs from undergraduate to doctoral level, all of which are accredited in Kenya and the United States of America. SummaryReporting to the head of department, the position holder will be responsible for managing all the administration functions of the office.Responsibilities Manage the Departments’ diary to ensure smooth running of scheduled appointments.Prepare department’s manual payment/purchase requisitions and local purchase orders (LPOs) for authorization by the head of section to ensure timely delivery of books, services and non-stock stationery.Prepare correspondence for the Head of Section’s signature to ensure accurate and efficient service delivery.Receive department mail for distribution to addressees to facilitate communication.Follow up and confirm all payments and requisitions made with the Finance Department for timely payment and maintenance of records.Responsible for making all flight and hotel reservations for all departmental staff to ensure timely travel and accommodation reservations.Create, maintain and update filing system for ease of reference; Maintain stock of personnel utility forms for ease of acquisition and use by the department staff.Ensure proper external communication information/public relations – respond to telephone queries from the general public and internal members for timely and appropriate assistance to ensure efficient service delivery.Prepare stationery transport, job card requisitions and organize for security gate passes for the department in consultation with the head of section to ensure effective service delivery.Receive (written) booking requests of the conference facilities and secure the venues to facilitate scheduled meetings.Responsible for logistics for Department functions, meetings, events, workshops etc.Record departmental staff meeting minutes for reference purposes. RequirementsQualifications /Educational/Professional/experience) Undergraduate degree from an accredited university.Advanced Secretarial Level3 years’ experience in a similar setting preferably in an institution of higher learning.Computer Skills Personal Attributes & Competencies Integrity.Computer literate.Good interpersonal and communication skills.Good organizational skills with multi-tasking ability from experience of handling a busy office.Creative, high initiative and accurate results-oriented with ability to pay attention to detail.Knowledge of office management with secretarial background.