Resource
Associates is a privately owned HR consultancy firm, which operates within
Kenya since 2003.
Administrative Assistant
The
overall purpose of this position is to provide an efficient and responsive
administrative, organizational, and logistical service to the entire office and
work closely with the Executive Director in helping her to manage and
prioritize her time and contributing towards the timely delivery of her work
assignments
General Accountabilities:
- Prepare invoice,
memos,
- Office Reception
duties; Act as first point of contact for all incoming queries via person,
post, fax, email via individual or general office email accounts
- Electronic and
paper filing of all documents in the office and maintenance of an open and
clear filing system.
- Administration
of team meetings and trainings provided and liaise with hotel venues,
caterers, media, clients and other external parties to ensure events and
trainings are well coordinated.
- Source suppliers
and purchase office supplies, office equipment, branded stationery and
other printing.
- Ensure all
utility bills are paid on time so as to avoid any interruptions to
business operations.
- Timely dispatch
and collection of all payments, cheques, letters and other correspondence
and recording of such items
- Organize &
coordinate staff team buildings & other outdoor activities. Manage the
(independent) staff welfare kitty as stipulated by members of the welfare.
- Ensure general
cleanliness of office, security of office property and that repair works are
carried out as and when needed
Additional
Roles Include Managing and Maintaining Executive Director’s:
- Diary and email
account.
- Filter emails,
highlight urgent correspondence and print attachments.
- Ensure busy
diary commitments, papers, and travel arrangements are managed effectively
including producing a daily folder with diary, necessary papers, etc. and
troubleshooting problems
- Conduct weekly
diary meetings with the Executive Director to discuss upcoming
engagements, invitations and other requests.
- Schedule on
behalf of the ED meetings between her and her direct reports, clients,
board members and the committees and groups to which she is a member.
- Coordinate
travel and accommodation requirements in connection with others and ensure
arrangements in place for the ED to match her requirements.
- Filter general
information, queries, phone calls and invitations to the ED by redirecting
or taking forward such contact as appropriate
Relationships:
- Executive
Director
- Human Resource
Consultants
Finance Officer
Skills:
- Excellent oral
and communication skills
- Ability to
prioritize and quickly reprioritize workload regularly
- Ability to
foresee needs for planning purposes, and to follow-up for completion of
activities
- Ability to
interact courteously and effectively with volunteers, staff and public
Qualifications:
Academic
- A Diploma in
Business Administration, or Certificate in Human Resource management will
be required
- Must be
proficient with the keyboard and IT applications and Customer care (this
may be tested during the selection process).
- Expert level in
the use of Outlook and database management
- Intermediate
level in the use of Word, Excel and PowerPoint.
Work
Experience
- Not more than 2
years experience in a similar position
- Experience of
diary management/ researching and booking of travel and accommodation
(Desirable)
- Ability to
analyze financial reports and make recommendations for management decision
making (essential)
If
you have the requisite experience and qualification for this role, we would
like to hear from you.
Please email us your application letter, a copy of your updated curriculum vitae as well as current remuneration details to hr@resourceassociates.co.ke before close of business 23rd May 2013
