Admin and IT Assistant Job in Kenya

Title: Admin and IT Assistant

Reporting to: HR and Admin Manager

Purpose of the role: Oversee the administrative services of an organization. They assign responsibilities to administrative staff and ensure the facilities are equipped with the supplies and services needed.

Internal profile: All departments

External profile: Suppliers

Directly manages/supervises: All staff assigned to the division

Key task and responsibility

Reception Duties

  • Answer general phone inquiries using a professional and courteous manner
  • Direct phone inquiries to the appropriate staff members
  • Reply to general information requests with the accurate information
  • Booking meetings, venues and confirming attendance
  • Greet clients/suppliers/visitors to the organization in a professional and friendly manner
  • handle customer inquiries and complaints

Administration Duties

  • Provides supplies by identifying needs for reception, switchboard, mailroom, and kitchen;
  • Establishing policies, procedures, and work schedules
  • Ensure operations run smoothly within departments such as information and data processing, mail, materials scheduling and distribution, printing and production, records management, telecommunications management, security, recycling, wellness, and transportation services
  • Oversee the preparation, analysis, negotiation, and review of contracts related to the purchase or sale of equipment, materials, supplies, products, or services.
  • Completes special projects by organizing and coordinating information and requirements; planning, arranging, and meeting schedules; monitoring results


  • Provides historical reference by developing and utilizing filing and retrieval systems.
  • Improves program and service quality by devising new applications; updating procedures; evaluating system results with users.
  • Maintains continuity among corporate, division, and local work teams by documenting and communicating actions, irregularities, and continuing needs.
  • Ensure filing systems are maintained and current
  • Establish and monitor procedures for record keeping
  • Ensure security, integrity and confidentiality of data
  • Prepare operational reports and schedules to ensure efficiency
  • Co-ordinate schedules, appointments and bookings
  • Monitor and maintain office supplies inventory
  • Review and approve office supply acquisitions

Security and Maintenance

  • Plan long and short-term maintenance needs.
  • Modernize and update equipment.
  • Handle the acquisition, distribution, and storage of equipment and supplies.
  • Preside over disposal of unclaimed property.
  • Plan and design grounds maintenance.
  • Develop energy efficiency procedures.
  • Plan workspaces.
  • Oversee renovation projects.
  • Monitor facility for security.
  • Provides communication systems by identifying needs; evaluating options; maintaining equipment; approving invoices

Qualifications and requirements

  • Degree in Business Management
  • Diploma in Business Admin or HR
  • At least 2 years in a busy industry

Personal attributes

  • Organizational skills
  • Analytical skills
  • Well developed interpersonal skills
  • Team working skills
  • Diplomacy
  • Management and leadership skills
  • Tracking Budget Expenses
  • Quality Management and Organization
  • Ability Coaching and Motivating Others
  • Communication Processes
  • Reporting Skills

Applicants should apply to by 8th of February, 2017

Business Administration, HR and Administration
Updated: February 3, 2017 — 3:45 pm