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Administration Officer Job in Kenya

The Administration Officer services as the Personal Assistant to the Executive Director.

He/ She is also primarily responsible for providing effective and efficient administrative services including office administration, programme administrative support, human resource administration and IT.

The ideal candidate will be have prior experience supporting senior management or executive level teams, be a highly organised individual, have strong planning skills and possess excellent communication (verbal and written) and interpersonal skills.

Key responsibilities will include:

Office administration

  • Creating, modifying and managing all administration files in the office. Implement a proper, current and relevant record management system
  • Updating, disseminating, managing the office calendar both the hard and soft version
  • Supplier procurement and correspondence. Working with program staff to make sure office orders and deliveries are made on time
  • Stationery management and administration

Petty cash custody and administration
  • Manage office physical space – layout, repairs, and maintenance. Key custodian of office keys
  • Coordinate all office meetings (management, program and administration) and ensure proper records of meetings including minutes are obtained and kept centrally.
  • Attend official conferences and meetings where required
  • Manage the office admin mail and server
  • Manage key correspondences and relating them the key staff/departments, follow ups and recording of correspondences
  • Report on performance by producing monthly administration reports.
  • Respond to external inquiries and complaints
  • Typing and proof checking office documents and reports
  • Organise and liaise for all meetings, workshops and retreats
  • Manage and maintain assets register in close communication with Finance and Administration Manager

PA to the Executive Director
  • Produce documents, briefing papers, reports and presentations as may be required.
  • Manage director’s travel, meetings and appointments. Coordinate and ensure orderly timely succession and administration of meetings
  • Manage Director’s diary and contacts database. Screen telephone calls and inquiries and handling them as appropriate
  • Deal with correspondences, writing letters and taking dictations and minutes and records for the same
  • Execution of the Director’s instructions on personal matters
  • Create and manage all files relating to Director’s matters including correspondence file, personal file, salary deductions files, reports and meetings file etc.

Board communications
  • Provide support to ED in ensuring regular and effective communications with Board of Directors
  • Support ED and F&A Manager  in timely organisation of Board meetings and annual members’ meetings
  • Maintain up-to date and accurate records and files of board meetings
  • Support F& A manager and ED in timely communications with Company Secretaries to ensure compliance with statutory requirements

Programme administrative support
  • Ensure timely correspondence between donors and programme staff through reminders and follow ups
  • Ensure programme files are fully updated through close working with relevant programme staff
  • Ensure supplies and request for programs are quickly attended to and provided
  • Maintain a program correspondence file
  • Attend programme meetings where required
  • Familiarise self with key programme documents, strategic plans
  • Identify opportunity for proposals
  • Type reports where required
  • Take overall lead in standardising and maintenance of office filing and documentation system

Human resource administration
  • Manage the personnel files
  • Work with relevant officers to prepare and update staff and consultant contracts
  • Initiate early staff appraisal process and maintain the staff appraisal documents
  • Manage staff leave days and files
  • Manage and monitor staff in/out times
  • Provide administrative support to  staff recruitment including ToR development, and assessments, induction and orientations, secure and confidential management of all staff files and documentation
  • Manage and maintain interviews records
  • Manage and maintain CV databases – both soft and hard copies
  • Promote staff development and training by identifying training opportunities and recommending to management
  • Liaise with pension and medical providers in a timely manner to ensure all staff medial and pension issues are kept up to date

Information Technology
  • Liaise with the relevant ICT providers to ensure ICT administration is effectively carried out
  • Website uploading and downloading
  • Network administration and troubleshooting
  • Ensure effective management  and maintenance of all assets

How to Apply

If you meet the minimum requirements for this position send us your application to the address below by close of business Monday 9 June 2014.

Your application will include a cover letter, detailed and up to date CV with your contact details, details of current and expected remuneration and the names and contacts of three professional referees.

Adept Systems
Management Consultants
P O Box 6416,
Nairobi, GPO 00100

Please note that we do not charge fees for receiving or processing job applications

Only shortlisted candidates will be contacted.

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