Admin Assistant

at Brites Management Services Ltd (view profile)
Published February 16, 2024
Expires March 8, 2024
Location Ruiru, Kiambu County, Kenya
Category Business Administration  
Job Type Full-time  

Description

JOB TITLE: ADMIN ASSISTANT

NATURE OF JOB: FULL TIME

INDUSTRY: ADMINISTRATION

SALARY: KSH 30,000 - 35,000

JOB LOCATION: RUIRU

Duties and Responsibilities

  • Knowledge of office management systems and procedures
  • Proficiency in MS Office
  • Strong organization and interpersonal skills
  • Excellent verbal and written communications skills including command of the English language
  • Must be independent and be able to work proactively
  • Basic accounting skills
  • Great attitude, open to learning, self-driven/starter and customer focus
  • Proficiency in Written and spoken English
  • Responsible for providing administrative and logistical support to conferences, workshops and meetings. Makes relevant hotel reservations,
  • Responsible for ensuring strict adherence to set policies under the overall finance and administration guidelines for the office.
  • Develop and maintain administration systems, Maintain and coordinate Office documentation and information with confidentiality for orderly and easy access to documents/filing system in readiness for external and internal audit requirement.
  • Coordinate Satellite office vehicle(s) ensure that vehicles are periodically scheduled for maintenance and always have valid insurance cover.
  • Responsible for coordinating travel for office staff, volunteers and visitors by making relevant travel arrangements.
  • Responsible for ensuring that Plan travel policies and procedures are well understood and followed at Office.
  • Oversee provision of cleaning services, ensuring proper maintenance and cleanliness of the offices.
  • Coordinate all procurement activities for Office and ensure compliance to policies guidelines and regulations.
  • Produce timely and accurate logistics reporting to the Integrated Senior Project Coordinator. Oversee the office stores management, asset/inventory control.
  • Maintain an updated office asset register including safe custody of all organizations’ assets, maintaining their purchase contracts, ownership documents after sale service contracts and undertaking periodical physical stock takes.
  • Ensure transparency and integrity in the procurement processes in line with Plan policies and guidelines;
  • Receive, review procurement requests and source using appropriate procurement method.
  • Analyze bids and recommend selected vendor for approval;
  • Prepare and facilitate issuance of approved LPOs to vendors and follow ups to ensure quality delivery of goods and/or services.
  • Liaise with the requesters to ensure goods and services requested are received on time and the necessary documentation satisfactorily done (goods received notes/invoices etc.);
  • Process payment as applicable and ensure documentation is submitted to Finance in a timely manner
  • Keep proper and an up to date filing system for all procurement documents;
  • Update and share the weekly procurement tracker

Key Requirements - Skills, Experience and Qualifications

  • Bachelor’s degree in business or public administration, procurement and logistics, supply chain management or another related field.
  • 1-year relevant experience in administration, logistics, procurement, or HR preferably in a similar position in an NGO.
  • Excellent interpersonal skills, flexible and team player
  • Good team management and supervisory skills
  • Excellent office management skills
  • IT/computer skills
  • Knowledge of filing and general record keeping
  • Pro-active and excellent time management skills
  • Ability to work accurately and pay attention to detail
  • Telephone operation skills
  • Hands on experience and skills in an Enterprise Resource Planning e.g. SAP

HOW TO APPLY

If you meet the above qualifications, skills and experience send CV urgently to jobs@britesmanagement.com quoting the job title as the subject line on your email

Interviews will be conducted on a rolling basis until the position is filled.

Only the shortlisted candidates will be contacted.

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