Operations Officer cum P.A

Department:  Administration 

Administrative Reporting Line: HR & Administration Manager

Functional reporting line: Director of Operations

Location:  Mega – Building – KWS HQ.

JOB SCOPE

To help the Director of operations in keeping a flowing diary and the entire itinerary at all times.

MAIN RESPONSIBILITIES AND TASKS

• You will be required to take care of all secretarial duties in line with the director of operation’s office.

• You will be responsible for Typing, formatting, and editing reports, documents, minutes and presentations.

• You will keep the director’s diary and plan ahead of meetings the director of operations will be having across times.

• Entering data, maintaining databases and keeping records of discussed projects.

• Liaising with internal departments, answering calls, and making travel arrangements to identified offices.

• Managing internal and external correspondence on behalf of the director of operations.

• Scheduling appointments, maintaining an events calendar and sending reminders to the parties of those meetings as well as the director of operations.

• Copying, scanning, and sending documents, as well as taking notes and or minutes.

• Preparing facilities for scheduled events and arranging refreshments, if required.

• Ordering office supplies and replacements, as well as managing mail and courier services.

• Observing best business practices and etiquette.

• You will be required to abide by the organization’s culture, and the Kijani way of doing things.

MAIN ACCOUNTABILITIES

Any other duties as may be required by the management 

SPECIFICATIONS (MINIMUM REQUIREMENTS)

Education: 

• Kenya Certificate of Secondary Education

• Diploma in Business Management or relevant field from a recognized institution.

• Diploma in project management.

Experience: 

• Three (3) years of relevant working experience in a similar role.

Skills:

     Technical Skills

• Knowledge of computers (Microsoft office).

• Excellent secretarial skills

      Other Skills:

• Excellent interpersonal skills

• Excellent command of both English and Swahili languages

• Critical thinking and problem-solving skills

• Planning and co-ordination skills

• Problem solving & negotiation

Personal Characteristics:     

          

• Time management

• Attention to detail

• High Adaptability

• Proactive

• Team-player