Administrative Assistant
Well Told Story produces the
award-winning media communications channel Shujaaz. Shujaaz inspires and
motivatesmillions 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.
Responsibilities
·
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 prequalified
supplier list.
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 prequalified
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.
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
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;
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.
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.
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
Receiving and distributing incoming and outgoing mail / deliveries
·
General Office Administration so the
office is maintained in a presentable and clean way.
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 at jobs@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. The early bird
catches the worm!