Job Summary

Responsible for the organization and co-ordination of office operations, procedures and resources to facilitate organizational effectiveness and efficiency.

  • Minimum Qualification: Diploma
  • Experience Level: Senior level
  • Experience Length: 5 years

Job Description

Main Job Duties and Responsibilities
•    Assign and monitor clerical, administrative and secretarial responsibilities and tasks among office staff
•    Allocate available resources to enable successful task performance
•    Co-ordinate office staff activities to ensure maximum efficiency
•    Evaluate and manage staff performance
•    Recruit and select office staff
•    Organize orientation and training of new staff members
•    Coach, mentor and discipline office staff
•    Design and implement filing systems
•    Ensure filing systems are maintained and current
•    Establish and monitor procedures for record keeping
•    Ensure security, integrity and confidentiality of data
•    Design and implement office policies and procedures
•    Oversee adherence to office policies and procedures
•    Monitor and review internal processes
•    Implement procedural and policy changes to improve operational efficiency
•    Prepare operational reports and schedules to ensure efficiency
•    Co-ordinate schedules, appointments and bookings
•    Monitor and maintain office supplies inventory
•    Review and approve office supply acquisitions
•    Handle customer inquiries and complaints
•    Manage internal staff relations
•    Maintain a safe and secure working environment

Education and Experience
•    Business degree or equivalent
•    High school diploma with a number of years administrative and supervisory experience
•    Knowledge of accounting, data and administrative management practices and procedures
•    Knowledge of clerical practices and procedures
•    Knowledge of human resources management practices and procedures
•    Knowledge of business and management principles
•    Computer skills and knowledge of office software packages

Key Skills and Competencies
•    Communication skills
•    Problem analysis and assessment
•    Judgment and problem solving
•    Decision making
•    Planning and organizing
•    Work and time management
•    Attention to detail and high level of accuracy
•    Delegation of authority and responsibility
•    Information gathering and monitoring
•    Coaching skills
•    Initiative
•    Integrity
•    Adaptability
•    Teamwork and collaboration

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