Duma works is recruiting an Administrative
Assistant.
The hiring company is a
leading planning and interior company in East Africa with high end clientele.
Position Function: The Receptionist performs a variety of administrative duties, bearing responsibility for general office maintenance and ensuring that stationery and kitchen supplies are replenished.
Position Function: The Receptionist performs a variety of administrative duties, bearing responsibility for general office maintenance and ensuring that stationery and kitchen supplies are replenished.
Key Responsibilities
Scheduling
- Comprehensive
diary management, including internal and external meetings, formal and
informal engagements and keeping up to date with all activities involving
the Directors
- Ensure all
documentation and information needed for meetings are prepared in advance
- Preparing
meeting requirements, taking minutes and following up on actions
- Organize all
other meetings to be attended by the Directors including staff lunches,
coffees and skype calls
- Arranging and
managing all logistics related to travel and accommodation
- Preparing and
producing documents, briefing papers, reports and presentations
- Occasionally,
accompanying the Directors to meetings to provide general assistance
Communication
- Communicate and
handle incoming and outgoing electronic communication on behalf of the
Directors
- Follow up on
requests and emails to/from the Directors
- Respect the
need for confidentiality and sensitivity of information
General Administrative Tasks
- Manage the
front office, ensuring that reception duties are handled in an efficient,
professional and courteous manner. This includes primary responsibility
for handling incoming and outgoing communication including calls, faxes
and mail. Also type & word-process various documents and electronic
information
- Coordinates
purchasing and issuing of stationery and other office supplies as
appropriate, including ensuring that the kitchen supplies are replenished
regularly
- Arranges
transport for employees’ site visits and external meetings
- Coordinates
Driver/Messenger’s delivery schedule and oversees his day-to-day duties
- Scheduling
Division and staff meetings. Take minutes at such meetings, interpret
instructions and issues arising, and then follow up on actions as
appropriate
- Overall
responsibility for maintenance of client files/folders
- Maintain an
accurate record of books, catalogues, periodicals and magazines; and
ensure that all the periodic magazines and books are securely locked up;
and issuing them to staff members whenever they need to use them
- Create,
implement and manage a system for tracking and accessing all A3 booklets,
photographs and project evaluation forms which can be easily accessed and
used when future requirements indicate such a need
- Ensure the
office is clean at all times and enforce clean desk policy
- Review
timesheet records regularly
- Ensure office
machines and equipment are well maintained and in good working condition
- Carry out any
other duties as required from time to time commensurate with the role.
Professional Qualifications
- Relevant first
Degree
- Higher National
Diploma in Front Office/Customer Service/Secretarial studies
- 3 to four
years’ relevant work experience
- Knowledge in
Sales & Marketing will be an added advantage
Skills Required
- Administrative
and Office Management Skills
- Demonstrate a
high level of initiative and attention to detail
- Management
skills:
1.
Ability to work under pressure and with short time lines,
schedule and prioritize projects, accept criticism and other ideas.
2.
Must be a team player who is a problem solver, enthusiastic,
highly motivated and with ability to multi-task.
- Interpersonal
skills: Must be a people person with ability to interact with other firm’s
members
- Communication
skills: Effective written and verbal communication and presentation skills
- Goals and
results oriented
- Be proficient
with relevant computer software, especially but not limited to Microsoft
packages.
Send your Cover Letter and detailed CV toapply@jobs.dumaworks.com marking the subject as “2731”, Your Full name & Phone number e.g. 2731 Barack Obama, +2547xxxxxxxx. If you don’t follow these instructions, your application will not go through.
Deadline for receiving applications: Friday, 28 July 2017
N.B.* You will receive a confirmation email and an alert to take a basic screening test over SMS or online. The email with the test may not arrive immediately. Please be patient. The email/SMS test will typically be 5-8 questions to help us understand your background. Regular SMS rates apply to the test.
If you apply and don’t meet these minimum qualifications, we won’t be able to forward your application to the employer.