Position: Business Support Assistant / Office Manager – Contract
Position
Location: Kenya
Reports To: Country Manager
Dimension
Administrative Support to Country Manager
- Effectively
support Senior Business Assistant in managing the Kenyan Country Manager
- Manage
the calendar of the Country Manager, taking into consideration the
different time zones
- Organise
management meetings,
- Prepare
agenda / taking of minutes,
- Arrange
working lunches where required,
- Liaise
with IT to ensure that technical requirements of meetings are taken care
of (e.g. laptop for group webinars, presentations, video conference)
- Screen
calls
Travel Coordination for the Country Manager:
- Bookings
and co-ordination of all travel arrangements (international and local),
- Drawing
up of detailed travel itineraries for these trips
- Co-ordinate
travel arrangements (hotel bookings, visas, invitation letters, booking of
airport transfers and ground transportation, etc)
- Where
necessary, liaise with other Offices to arrange for meetings
- Assist
and co-ordinate in all travel arrangements for all incoming visitors for
the relevant department and assisting guests in obtaining entry visas
- Complete
Expense Reports (Travel and Entertainment) on regular basis.
General Office Support
- Greet
and assist visitors at reception
- Manage
and co-ordinate monthly team events and meetings. Organize and co-ordinate
any office event arrangements (Workshops, Conferences, Seminars, etc)
- Perform
general administrative duties to support day-to-day department operations
in such areas as scheduling meetings; maintaining management calendar for
assigned departments; taking and distributing meeting minutes; screening
calls, SMT calendar, Oracle Expense reports for corporate card, iExpense
& PO Creation, invoices, ordering supplies and maintaining department
records.
- Type
all memorandums and letters with a high margin of accuracy, including
formatting of MS Word documents
- Co-ordinate
internal training, including the booking of training facility/venue,
preparation of training materials, etc
- Serve
as administrative liaison to others within and outside the company
- Organizes
the maintenance of tenancy services and general repairs and ensures that
staff are kept up to date at all times in respect to tenancy issues and
liaises with building management on base building matters including
services issues (i.e. air-conditioning, lift services, fire services) and
notifications (planned and unplanned maintenance works) ensuring that
those impacted within the organization are notified and kept up to date.
This also includes ensuring that the appropriate maintenance and service
levels are received from the building management.
- Be
available during the necessary co-ordination with the Building Management
and relevant vendors on events such as annual power shutdown, fire drills.
Accounting & Procurement Support
- Receipt
goods / services upon delivery. By collecting and reviewing invoices for
reimbursement, match invoices with the corresponding purchase orders;
enter into Oracle accounts payable system using the assigned general
ledger codes.
- Review,
evaluate and recommend on facilities vendors performance, including
contract management and looking at potential cost savings initiatives for
the organization.
- Prepare
budget; financial and other standard monthly reports.
- Assist
the Country Manager to prepare monthly accruals and variance reporting, to
raise purchase orders,
Skills
- Specific
administration and coordination experience with demonstrated success.
- Self-starter
with an ability to work independently
- Strong
power point and excel skills.
- Excellent
oral and written communication in English.
- Ability
to work under pressure
- Experience
in organizing events
- Strong
team player, decisive and results driven, with high energy levels and
initiative
Education
- Relevant
Degree
How to apply
Applicants should email their applications attaching a detailed
curriculum vitae and a letter indicating why they are interested in and
qualified for the position and the names of three referees who can provide
confidential assessment of their capabilities to a Search Committee.
All communications relating to applications for this position
should be addressed to: email address: therecexpert@gmail.com .
Applications should be received by 18th February 2013.
Only shortlisted candidates will be contacted.
On the subject matter of the email please indicate the position
you are applying for.
