Administrative Assistant Jobs in Kenya
Administrative Assistant Jobs in Kenya
Position Purpose: To offer efficient and effective administrative (including Records Management) support services to the HOA (Horn of Africa) Team, and to work closely with functions and procurement agencies in monitoring, tracking, and controlling cost-control initiatives relating to indirect spend.
Key Accountabilities
Operations/ Professional/ Business
Meetings:
Organize meetings, conferences, workshops, and team-building events.
Prepare agenda, presentations, and briefings, and circulate pre-reads as required.
Follow up on action points before meeting and take minutes during meetings.
Monitor and control use of meeting rooms with a view to minimizing the use of external facilities.
Book meetings rooms at the beginning of the year for all meetings and send team the calendar of meetings at the beginning of the year.
Consolidate the supply chain mood tracker and send to supply chain after meeting.
Post all presentations in database after all Functional meetings.
Information
Ensure effective flow of information across the functions at the relevant level.
Cascade information sent to the team, if relevant.
Send all sales reports for HOA team.
Send information on price change to distributors and trade teams immediately it becomes effective.
Keep team updated on any on-going events that involve any member of the team.
Update Trade Team and Distributor lists.
Update Security, Fleet and other relevant people with names and phone numbers of new entrants and into Trade Marketing & Distribution team and in case of any changes.
Receive calls from consumers and re-direct to relevant Trade marketing Executives, and Legal engagements and external affairs.
HOA Trade Team Requests
Inputting any Lotus notes related requests for approval including:
Leave management for the team.
Office requests i.e stationary, budget approvals.
Fixed asset movement form whenever assets are being moved from the marketing offices.
Do expense claims for TM&D Kenya Team and follow up on payment.
Reports and documents preparation
Play strong supporting role in collation, production, and distribution process of monthly and annual reports. Minute taking during team monthly meetings.
New Staff
For new staff and change of roles, follow up on business cards, phone,Folder rights, Lotus
notes rights, medical cards, mobile phone, and orientation by all marketing functions.
Management
Performance Objectives: Plan own work in line with agreed Performance Objectives,
proactively manage workload, anticipate, and balance priorities.
Customer Service: Provide an enabling environment for customers i.e. maintenance of clean desk policy, courteous telecommunication, and playing watchdog for the executives so that
issues that need attention do not pass un-noticed.
Utility Bills Payment: Follow up on payment of utility, rent and dispenser bills and ensure
timely supplier payment by following up with Finance.
Innovation
Identify and utilize various communication channels to ensure effective management of
stakeholders.
Proactively seek out opportunities for smarter spending and communicate & encourage these
within the team.
Qualifications and Experience
Bachelor’s degree in Business Administration/ Management.
Minimum of 3 years’ experience working in the above stated role.
Proven experience in ecommerce landscape.
A creative thinker with strong interpersonal skills.
Exceptional time and deadlines management skills; ability to lead, organize, prioritize, and manage a team to drive goals and objectives.
Adaptable and flexible; responsive and resourceful in a fast-paced business.
Superior verbal and written communication skills.
Knowledge and experience working with associations, government entities, export and import promotion houses a plus.
How to Apply
To apply send your CV to:
applications@flexi-personnel.com latest by 11th April 2022.
Indicate the role applied for and salary expectations on the email subject.
NB: Flexi Personnel does not charge candidates for job placement.
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