BD – Office Administrator (Nairobi).

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Job Description

Reporting to the Hub Leader East Africa, the Office Administrator is responsible to support the Hub Leader in administrative duties and general office administration. 

KEY RESPONSIBILITIES

  • Manage/assign responsibilities at the reception/front office area
  • Assist with various administrative details:  co-ordinate and maintain effective office procedures and efficient work flows; establish and maintain harmonious working relationships with supervisors, co-workers, subordinates and clients.
  • Schedule appointments and maintain diary:  receive and assist visitors and telephone callers and refer them to manager or appropriate person as circumstances warrant.  Arrange business itineraries and co-ordinate managers’ travel requirements.
  • Ensure a professional front is provided at all times through managing voice mail, taking detailed messages and interfacing with external and internal clients appropriately.
  • Take action authorised during managers’ absence, use initiative and judgement to see that matters requiring attention are referred to delegated second in charge or handled in a manner so as to minimise effect of manager’s absence.
  • Assist in the preparation of presentation and correspondence material using PowerPoint , Excel, Word and Outlook.
  • Support the Hub Leader with office administrative work
  • In charge of hospitality management (airline booking, hotel reservation, pick-ups, etc for shared services)
  • Managing vendors eg Safaricom etc
  • Being BD Brand Ambassador for EA
  • Assist with the co-ordination of ad hoc projects.

Assist with the collation of all management information Mastering of office administration: travel schedules, expense note verification and submission, admin support to shared services associates

Office Management

  • In general, tasks involved:
    • ordering stationery; dealing with post and emails; writing reports; supervising the work of Office Assistant and cleaning staff, monitoring the workload and work rate; building management (i.e. negotiating leases for rental equipment, plants etc); controlling the office budget; control of service management of equipment; cellular phone and mobile device management; ordering of all office supplies (i.e. coffee, tea etc.) dealing with complex queries and complaints on the telephone, by email and in person;  discussing problems with supervised staff; ordering office furniture; organising office maintenance and repair work; supervising the implementation of new office systems; arranging for health and safety equipment to be tested on a regular basis; Create purchase orders; Manage allocation of meeting rooms; Prepare and send out weekly planner on a regular basis

Finance Admin

  • Vendor invoice management process
  • Scan invoices on a daily basis
  • Update logbooks on a daily basis
  • Classification and filing vendor invoices
  • Update payments to suppliers upon receipt of payment report
  • Stamp and update vendor invoices with payment information
  • Update the PO template
  • Manage the purchase order logbook on the shared drive
  • Archiving of files

HR Admin

  • Receiving candidates and managing interview order
  • Preparing induction calendars
  • Induction of new hires on admin function and systems

Data Management

  • Develop and maintain a BDX supplier data base
  • Monitor and analyze the supply and use of consumables on a monthly basis
  • Manage the VIM logbooks

EDUCATION AND QUALIFICATIONS

A Bachelor’s degree preferable in office management, or administration disciplines or commensurate work experience, preferable in administration roles. However other administrative / business related qualification would be considered, dependent upon professional experience.

PROFESSIONAL SKILLS AND EXPERIENCE

  • 0-1 year experience in role of administration or office support . Fresh Graduates open to apply.
  • Be able to demonstrate proven success in development of advanced spreadsheets.
  • Experience in first line customer contact.
  • Experience in working for an international company with European reporting systems will be an advantage.
  • Experience in arranging meetings/conferences and events and making travel arrangements
  • Experience with MS Office and Advanced PowerPoint and Excel skills required

REQUIRED SKILLS

  • Well developed Organizational ability
  • Innovation and the ability to work with little supervision.
  • Pleasant disposition with strong follow-up skills. 
  • Ability to build relationships with internal and external customers.
  • Flexibility and adaptability in changing environments
  • Ability to work in a team and independently
  • Excellent influencing skills.
  • Learning Agility
  • Accepts personal responsibility, is a trust worthy team player and has high ethical values.
  • Excellent interpersonal and communication skills (written and verbal)
  • Customer focused, with attention to detail.
  • Strong systems thinking and process driven person.
  • Must be deadline driven and ability to work under pressure
  • Ability to handle diverse cultures and people
  • Shows commitment to development
  • Self-motivated and highly driven
  • International outlook and cultural sensitivity
  • Accuracy and attention to detail
  • Time Management

OTHER REQUIREMENTS

  • Fluency in English (spoken and written).
  • Maintain orderly filling systems

Click to Apply

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BD

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