Reputable Company Job Vacancy in Kenya : Administration Officer

The Administration Officer services as the Personal Assistant to the Executive Director.He/ She is also primarily responsible for providing effective and efficient administrative services including office administration, programme administrative support, human resource administration and IT.The ideal candidate will be have prior experience supporting senior management or executive level teams, be a highly organised individual, have strong planning skills and possess excellent communication (verbal and written) and interpersonal skills.

Key responsibilities will include:

Office administration

Creating, modifying and managing all administration files in the office. Implement a proper, current and relevant record management systemUpdating, disseminating, managing the office calendar both the hard and soft versionSupplier procurement and correspondence. Working with program staff to make sure office orders and deliveries are made on timeStationery management and administrationPetty cash custody and administrationManage office physical space – layout, repairs, and maintenance. Key custodian of office keysCoordinate all office meetings (management, program and administration) and ensure proper records of meetings including minutes are obtained and kept centrally. Attend official conferences and meetings where requiredManage the office admin mail and serverManage key correspondences and relating them the key staff/departments, follow ups and recording of correspondencesReport on performance by producing monthly administration reports.Respond to external inquiries and complaintsTyping and proof checking office documents and reportsOrganise and liaise for all meetings, workshops and retreatsManage and maintain assets register in close communication with Finance and Administration ManagerProduce documents, briefing papers, reports and presentations as may be required.Manage director’s travel, meetings and appointments. Coordinate and ensure orderly timely succession and administration of meetingsManage Director’s diary and contacts database. Screen telephone calls and inquiries and handling them as appropriateDeal with correspondences, writing letters and taking dictations and minutes and records for the sameExecution of the Director’s instructions on personal mattersCreate and manage all files relating to Director’s matters including correspondence file, personal file, salary deductions files, reports and meetings file etc.Provide support to ED in ensuring regular and effective communications with Board of DirectorsSupport ED and F&A Manager in timely organisation of Board meetings and annual members’ meetingsMaintain up-to date and accurate records and files of board meetingsSupport F& A manager and ED in timely communications with Company Secretaries to ensure compliance with statutory requirementsProgramme administrative supportEnsure timely correspondence between donors and programme staff through reminders and follow upsEnsure programme files are fully updated through close working with relevant programme staffEnsure supplies and request for programs are quickly attended to and providedMaintain a program correspondence fileAttend programme meetings where requiredFamiliarise self with key programme documents, strategic plansIdentify opportunity for proposals Type reports where requiredTake overall lead in standardising and maintenance of office filing and documentation systemManage the personnel filesWork with relevant officers to prepare and update staff and consultant contractsInitiate early staff appraisal process and maintain the staff appraisal documentsManage staff leave days and filesManage and monitor staff in/out timesProvide administrative support to staff recruitment including ToR development, and assessments, induction and orientations, secure and confidential management of all staff files and documentationManage and maintain interviews recordsManage and maintain CV databases – both soft and hard copiesPromote staff development and training by identifying training opportunities and recommending to managementLiaise with pension and medical providers in a timely manner to ensure all staff medial and pension issues are kept up to dateLiaise with the relevant ICT providers to ensure ICT administration is effectively carried outWebsite uploading and downloadingNetwork administration and troubleshootingEnsure effective management and maintenance of all assetsHow to Apply If you meet the minimum requirements for this position send us your application to the address below by close of business Monday 9 June 2014. Your application will include a cover letter, detailed and up to date CV with your contact details, details of current and expected remuneration and the names and contacts of three professional referees.
Adept Systems
Management Consultants
P O Box 6416, Email: recruit@adeptsystems.co.kePlease note that we do not charge fees for receiving or processing job applications Only shortlisted candidates will be contacted.

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