Position: Office
Administrator
Location: Mombasa
Company Profile:
One of the largest manufacturers of high quality edible
vegetable oils & fats, margarine, and laundry & toilet soaps in the
East and Central African region
Calls and re-directing as required, and greeting all visitors to the office in a congenial, efficient manner
Receiving, opening and distributing office mail thus ensuring that the correspondence record for Council meetings is accurately maintained, that all outgoing mail is formatted and dealt with promptly, and that a variety of mailing/contact lists is continually updated
Filing and Record Keeping:
- Maintaining
filing system, including creating new files, classifying material to be
filed, filing and retrieving correspondence and reports, and maintaining
related data systems
Financial Administration
- Prioritizing
payments of all incoming invoices, checking price extensions, correlating
invoices with purchase orders, determining if costs are within policy
limits, following procedures for authorization of payment, recording all
cheques issued for approval at Council meetings, maintaining computerized
accounting system including inputting monthly entries, issuing monthly
Cost Variance reports and tracking cash flow
- Prepares
monthly variance reports and three summary variance reports, one near the
beginning of the year; another half-way through and one at the end
- Record
actual expenditures for the planning process in each region and compare to
planned expenditures
Office Administration
- Performing
general office duties such as photocopying, collating reports, maintaining
a variety of office supplies, receiving/sending faxes, monitoring the
maintenance of all office equipment and the required supplies, registering
all warranties on acquisitions and tracking all pertinent info required
for future reference
Correspondence
- Composing
routine/non-routine correspondence for the Planning Director’s signature
from general, oral or brief written instructions in response to inquiries
or as requested
- Proficient
in advanced computer skills, including a thorough working knowledge of
Microsoft Office, Excel, Simply Accounting, desktop publishing, data base
and other relevant software packages
- Ability
to communicate effectively orally and in writing, able to handle
confidential matters, to be tactful, diplomatic, and use good judgment
while working in stressful/pressure situations
- Demonstrated
ability to operate and maintain office equipment such as fax and photocopy
machines, multi-media technologies, over-head projectors, tape recorder,
amongst others
- Excellent
interpersonal skills, ability to work independently yet be an integral
team player
- Ability
to maintain organized and accurate records, filing system and files,
library/data systems
Qualifications:
- Bachelor’s
degree in Business Administration, Diploma in Business Administration.
- A
minimum of 5 years experience in a similar position.
To apply for this position send your CV to mycv@myjobseye.com
quoting the position in the subject line and preferred location.
Kindly also mention your current/ last salary and
benefits.
Only shortlisted candidates will be contacted