Office Administrator Job in Kenya 2021
Office Administrator Job in Kenya 2021
Career Employment Kenya: Office Administrator Job in Kenya 2021
Job Description: Today Work Kenya
Our Client is an inter-governmental Commission.
On behalf of our Client, we seek to recruit an Office Administrator.
Job Purpose: To provide administrative support to the Nairobi office
Key responsibilities and accountabilities
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 enquiries, 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 contracts, policy, procedures, global standards
and general correspondence.
Coordinate HR returns and submission, maintain the team calendar
and diary, keep an accurate record of TOIL and annual leave for the Nairobi
Coordinate Health and Safety returns uploading data on to the
various SharePoint folders
Maintain records of COSHH assessments and where necessary ensure
translations in Kiswahili for ease of understanding by contractors and
Maintain a central record of all projects undertaken in East
Create Purchase Orders on the Purchase Management System for
stores and supplies.
Coordinate motor vehicle servicing and repairs and keep records
of insurances, weekly inspection and mileage.
Create an inventory of the Nairobi Hub store and manage day to day
issuance/distribution of supplies.
Update spreadsheets on SharePoint with machinery use hours,
repairs/servicing, machinery compliment and replacement priorities.
Coordinate and keep a record of routine servicing of office
equipment, printers, generators, fire extinguishers etc.
Coordinate team travel arrangements/accommodation/visas and
bookings through the Commission provider and other local agents.
Coordinate photographic requests and ceremony arrangements in
Serve as administrator and point of contact for overseas
shipping and deliveries for East Africa.
Occasional liaison with Embassies, High Commissions,
Municipalities and Country governments.
Coordinate between employees whom are travelling and staff at
the office in resolving day to day administrative problems.
Coordinate the quarterly production of the East African
newsletter to be distributed internally.
Coordinate the updating of the inventory for the office and
technical equipment as required.
Coordinate purchasing of office consumables such as tea, coffee,
milk, drinking water, cleaning materials and stationery.
Supervise cleaning of the offices..
Health and Safety
Ensure that all Health and Safety records are filed and kept up
Assist with Health and Safety administration as required.
Keep track of all routine payments for electricity,
telephone/mobile phones, internet, water, equipment servicing etc. Collate this
information and forward to Regional Manager for payments in a timely manner.
Maintain petty cash including monthly reconciliation and
Assist with all supplier/contractor financial queries.
Coordinate the distribution, collection and submission of Vendor
Assist with compiling the annual budget for the Nairobi office.
Any other ad hoc tasks relating to finance.
Collate, coordinate and submit monthly HR returns as required.
Filing of local copies of HR files, maintaining strict confident
in accordance with the Information Security Policy and Data Retention Policy.
Keeping record of staff leave/TOIL and the associated
documentation in accordance to the leave/TOIL policy.
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 and contractors.
Maintenance of the master list in general and with specific
reference to ensuring that the correct causality details are submitted to
commemorations in the required format.
Assist with the coordination of information regarding the
Headstone ordering and amendments, the To Do list and the GPS data updates
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 of working in a professional office environment
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
Committed to professional development
An alignment and adherence to the Commission’s Values: RESPECT,
EXCELLENCE, TEAMWORK, COMMUNICATION, PROFESSIONALISM and COMMITMENT
Health and Safety responsibility for self and where line
management responsibility, responsibility for others.
Full Driving Licence- B (Professional) and C1 (light truck)
From time to time, you may be required to perform such other
reasonable duties that fall outside your job title or key job duties, should
this be necessary to meet the needs of the Commission.
How to Apply:
Qualified and interested applicants to send their application
and detailed CV, indicating current and expected remuneration to
firstname.lastname@example.org, explicitly indicating the position in the email
Applications are due by 31st December 2020.
Only short-listed candidates will be contacted.