Job Vacancy: Administrative
Assistant - Kenya
Well Told Story produces the award -
winning media communications channel Shujaaz.
Shujaaz inspires and motivates millions of
young Kenyans to take action to improve their lives and engage with urgent
practical issues that shape their future.
Among the key responsibilities for this
role is the procurement and administration component.
Job Outputs:
Job Outputs:
·
Procurement:
Timely procurement of office equipment, office supplies, after necessary
approvals, through obtaining of quotations, analysis and giving recommendations
for most suitable supplier to purchase from and finally Preparation of LPOs,
getting necessary approvals and filing of the them for record. Maintaining
a pre-qualified supplier list.
·
Insurance:
promptly advising the insurance broker on inclusion and withdrawal of staff and
assets for insurance cover.
·
HR
Administration: Assisting with staff medical scheme through including staff and
sending the relevant documentation in collaboration with the insurance company.
·
Office
equipment: Coordinating repairs & maintenance of all office equipment,
·
Coordinating
the allocation of equipment and furniture to staff and maintaining a register
of all office equipment.
·
Cleanliness
& Tidiness: Ensuring communal office facilities and equipment are
maintained in a clean, presentable and in proper working order.
·
Bookings:
Facilitating bookings for accommodation and flights for staff in both KE &
TZ.
·
Facilitating:
the arrangement of Board meetings.
·
Transport:
Coordinating of all staff/departments’ transport needs and verification of all
transport invoices before submission to Finance department for payment.
·
Office
Telephone: Managing the office telephone line, Paying and querying of monthly
bills, keeping inventory of all office lines SIMs, PINS etc
·
Office
access: maintaining register of all office keys and access codes, allocation of
keys and access codes to staff, (de)registering staff for biometric access;
·
Coordinating
for the maintenance and repair of access systems
·
Communication:
Creation of internet email addresses for users and deletion of the same to
facilitate internet communication.
·
Internet
connectivity and I.T: Being the liaison person for WTS ICT needs, follow up on
down-time restoration, coordinating with Finance department with monthly
payment to Service provider; promptly creating staff email accounts.
·
Office
reception & Mail: Ensure management of office reception; assisting
guests/clients arriving for meetings, Receiving and distributing incoming and
outgoing mail / deliveries
·
General
Office Administration so the office is maintained in a presentable and clean
way.
Desired Job Qualifications:
·
Minimum
of Bachelor’s Degree in procurement
·
Additional
professional courses in Business Administration, Human Resource are an added
advantage
·
Minimum
of three years’ progressive experience in a procurement/administrative role
·
Computer
literacy especially high proficiency in Microsoft Office, particularly Word and
Excel
·
Ability
to develop productive working and interpersonal relationships, negotiation and
conflict handling skills.
·
Demonstrated
drive, proactivity and a high level of integrity
·
Ability
to communicate effectively (Oral and written skill)
·
Ability
to adapt to change
·
A
high level of attention to detail
·
Ability
and commitment to working in a team environment
·
Ability
to provide innovative and proactive options
·
An
ability to work quickly and effectively under pressure and to tight deadlines
·
Excellent
organizational skills and ability to work independently
How to Apply
If you feel you fulfil the advertised criteria, please apply by sending an email to us on why you feel you would be suitable for this role atjobs@wts.co.ke with your CV and a cover letter as one document.
Please title your email “Administrative
Assistant”.
While the closing date is 17th November
2017, applications will be reviewed as they come in.