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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·         Provides historical reference by developing and utilizing filing and retrieval systems.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

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