Administration Officer-Nairobi.

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Reports To: HR Manager & PA to the GCEO

Location: Nairobi

Age: 25 – 35 years

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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