Administration Officer Jobs in Kenya
Administration Officer Jobs in Kenya
We are seeking an individual who is dynamic and passionate about delivering results to join our HR & Administration team.
Job Summary
Responsible for planning, organizing and supervising all administrative activities that facilitate smooth running of business operations for head office and all branch offices (including affiliate companies).
Duties & Responsibilities
Manage the reception desk, welcome guests quickly and courteously on arrival at the reception desk and to advise the hosts as soon as guests arrive,
To operate Reception Switchboard / telephone in a professional manner, taking messages and dealing with all telephone queries as necessary
Keeping a daily check on the mails that are sent to the office along with answering them or directing them to the concerned persons and take messages/bookings and pass on relevant information
Parcel management including receiving, recording and dispatching of all parcels and keep accurate records,
Organizing events and meetings, coordinating travel and accommodation, visas, ticketing as instructed and within the company policy, for both internal and external people as required,
Performing clerical duties as and when instructed including filling, binding and copying of documents as instructed,
Record office expenditure and manage the administration budget/petty cash including all branch offices,
Ensure that all administration supplier bills are prepared by the 10th of every month and follow up on payment for the same,
Ensure that the office is properly maintained or kept clean and arrange for repairs where necessary,
Oversee the cleaning and inspection of the offices,
Oversee proper maintenance, storage and security of assets and records to ensure integrity of data and information,
License management for the head office and branch offices. Ensure statutory and regulatory compliance of HQ and all branch offices. Copies of all licenses to be kept for reference purposes,
Ensuring efficient administration services/support to all departments and branch offices, Compose, type, and distribute meeting notes and other materials as and when directed,
Offer support to all departments in
their processes,
Coordinate all administration activities for HQ and all branch offices. This include but are not limited to provision of stationary, petty cash etc.,
Assist the Finance department in posting branch petty cash expenses to the ERP system,
Prepare and present the monthly administration report,
Manage the procurement function for HQ and branches in a cost effective and timely manner,
Manage all outsourced IT Companies and ensure service delivery is as per our requirements,
Ensure servicing of printers and machines is done as and when required,
Manage the ISO 9001 function of Procurement and Information Technology (IT),
Perform any other duties assigned by the Management from time to time.
Person Specification
Diploma in Business Management/Administration or any other related field.
MS Office qualification
ISO 9001: 2015 knowledge
5 years progressive work experience in administration or office management.
The candidate will be expected to
Perform a variety of duties often changing from one task to another of a different nature without loss of efficiency or composure,
Accept responsibility for and in teams,
Relate to others in a manner that creates a sense of teamwork and cooperation,
Maintain effective communication with colleagues, both junior and senior,
Respond appropriately to environmental and safety hazards and function effectively in emergency situations,
Utilize company systems effectively to ensure economical use of equipment and supply
Be creative and innovative in minimizing costs,
How to Apply
Candidates who meet the requirements should apply for the position through recruitment2hnsm@gmail.com
ONLY QUALIFIED CANDIDATES WILL BE CONTACTED.
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