Amsol Office Administrator - Jobs in Kenya
Amsol Office Administrator - Jobs in 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
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
Create Purchase Orders on the Purchase Management System for stores
Coordinate motor vehicle servicing and repairs and keeping records of insurances, weekly inspection
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
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
Coordinate purchasing of office consumables such as tea, coffee, milk, drinking water, cleaning materials
Supervise cleaning
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
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
How to Apply
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 6th March 2019
Only short-listed candidates shall be contacted.
For more information and job application details, see; Amsol Office Administrator - Jobs in Kenya
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