Office Administrator

  • Full Time
  • Kenya

Our client, whose work revolves around commemorating the war dead, is seeking to recruit an Office Administrator who will be responsible for providing administrative support to the Nairobi Office.

Reporting to the Senior Technical Supervisor, the successful candidate will be tasked with the following:

Key Responsibilities

General

  • Assist with all aspects of office organisation, administration and perform clerical duties which include but not limited to; receiving visitors, answering phone calls, attend to inquiries, appointments, preparing for meetings, minute taking, photocopying, scanning, stationery provision, mail distribution, taking notes, responding to emails, drafting and typing letters as
  • Create a paper based filing structure and as necessary, populate files with documents such as expenses claims, invoices, contracts, policy, procedures, Global standards and general
  • Coordinate HR returns and submission, maintain team calendar and diary, keep an accurate record of TOIL and annual leave for the Nairobi team.
  • Coordinate Health & Safety returns uploading data onto the various Sharepoint
  • Maintain records of COSHH assessments and where necessary ensure translation in Kiswahili for ease of understanding by contractors and
  • Create Purchase Orders on the Purchase Management System for stores and
  • Coordinate motor vehicle servicing and repairs and keeping records of insurances, weekly inspection and
  • Create an inventory of the Nairobi Hub store and manage day to day issuance/distribution of
  • Update spreadsheets on sharepoint with machinery use hours, repairs/servicing, machinery compliment and replacement
  • Coordinate and keep record of the routine servicing of office equipment; Printers, generators, fire extinguishers.
  • Coordinate team travel arrangements/accommodation/Visas and bookings
  • Coordination of photographic requests and ceremony arrangements in
  • Serve as administrator and point of contact for overseas Shipping and Deliveries for East
  • Occassional liason with Embassies, High Commissions, Municipalities and County
  • Coordinate between employees whom are travelling and staff at the office in resolving day to day administrative
  • Co-ordinate the quarterly production of the East African newsletter to be distributed
  • Coordinate the updating of the inventory for the office and technical equipment as
  • Coordinate purchasing of office consumables such as tea, coffee, milk, drinking water, cleaning materials and
  • Supervise cleaning of the

Health and Safety

  • Ensure that all Health & Safety records are filed and kept up to date
  • Assists with Health and Safety administration as required

Financial

  • Keep track of all routine payments for electricity, telephone/mobile phones, internet, water, equipment servicing etc. collate this information and forward to STS for payments in a timely manner
  • Maintain petty cash including monthly reconciliation and reporting
  • Assist with all supplier/contractor financial queries
  • Coordinate the distribution, collection and submission of Vendor applications
  • Assist with compiling the annual budget for the Nairobi Office
  • Any other ad hoc tasks relating to Finance

Human Resources

  • Collate, coordinate and submit monthly HR returns as required
  • Filing of local copies of HR files, maintaining strict confidentiality in in accordance with the Information Security Policy and the Data Retention Policy
  • Keeping record of staff leave/TOIL and the associated documentation in accordance to the leave/TOIL policy

Administrative

  • Maintaining the Cemetery files and all the relevant correspondence in this regard, including the inspection and maintenance reports and photographs as submitted by the staff and
  • Maintenance of the master list in general and with specific reference to ensuring that the correct casualty details are reflected in the master list and on the relevant Cemetery Files, and that any amendments are submitted to commemorations in the required
  • Assist with the coordination of information regarding the Headstone ordering and amendments, the To Do list and the GPS data

Job Specifications

Education and Knowledge

  • Effective in the use of Word and Excel Spreadsheets, MS Office
  • An interest in all technical and administrative matters
  • High attention to detail

Experience

  • Experience of working in a professional office environment desirable

Skills and Abilities

  • Excellent communication skills both written and verbal
  • Good interpersonal skills
  • Planning and organising
  • Ability to prioritise and adapt
  • Accuracy and attention to detail
  • Computer literacy
  • Good timekeeping
  • Committed to professional development
  • Health and Safety responsibility for self and where line management responsibility, responsibility for others

Qualified and interested applicants to send their application and detailed CV, and supporting documents, indicating current and expected remuneration to recruitment@amsol.co.ke, explicitly indicating the position in the email subject line, by latest Wednesday 06th March 2019

Only short-listed candidates shall be contacted.