Office Administrator / Personal Assistant Job in Nairobi Kenya

Our Client, a fast growing Financial and Management Advisory Firm, based in Nairobi is seeking to recruit an Office Administrator / Personal Assistant.  

The position requires an organized and proactive individual with the ability to manage a very busy office efficiently, and with minimal supervision.

Reports To: Managing Director

Purpose of the Position: Ensures that all the Administrative and operational functions of the firm are running smoothly at all times.


In liaison with team members, provide effective and efficient Administrative support in all aspects for the Managing Director.
 
Duties & Responsibilities
  • Effectively manage the Director’s diary
  • Resolve daily administrative and operational issues according to the organizations policies
  • Manage inventory, office and procurement process according to organizations policy
  • Record all financial transactions and liaise with Accountant for confirmation.
  • Organize meetings, develop agendas, attend, contribute positively and take minutes as required, and follow-up on resolved actions promptly and within set timelines
  • Must be conversant with the Director’s work and travel schedule and be able to assist in management of the office workload and travel e.g. management of tenders, expression of interests (EOIs)
  • Maintain effective work relationship with staff members and co-ordinate work to ensure timely delivery of completed projects to clients and ensure that they are informed regularly on the status of their projects.
  • Manage and prioritize own workload, monitor and allocate work to others effectively
  • Conduct research for the Director whenever required and source for relevant materials online as well as with institutions.
  • Manage correspondence, create clients database, file documents effectively for easy access whenever required and ensure failed systems are repaired e.g. broken equipment
  • Ensure that staff are working in a conducive work environment as desired by the Director
  • Carry out any other duties as may be required by the Management.
Qualifications
  • Bachelor’s degree in a Business related discipline is an advantage
  • Post-graduate Diploma in a Business related course will be considered
  • Excellent Secretarial and book-keeping skills
  • Advanced  and substantial experience in IT Knowledge (MS-Office Package)
  • At least 4 years continuous work experience as a Personal Assistant/Office Administrator supporting a Director
  • Skilled in maintaining confidentiality, security awareness and data protection
Personal Profile / Skills
  • Ability to work under pressure, tight deadlines & make positive decisions for the firm
  • Able to establish good working relationships and work in a multicultural setting
  • A time conscious individual, highly organized and flexible planner
  • Excellent communicator with good interpersonal skills  (oral and written)
  • A focused, courteous, tactful, and diplomatic individual, with excellent customer skills
  • A team player with the ability to demonstrate a can do attitude
  • Strong work ethics and professionalism
  • Ability to act on own initiative and develop effective administration & support systems
  • A Resourceful person with the ability to multi-task efficiently
  • Able to follow each task to completion and to a high standard.
  • Leadership skills with ability to manage over 20 staff members effectively
If you are interested in the position and meet the above qualifications send a detailed CV and a cover letter indicating your current and expected salary.

Applications should be sent to recruit@fivetalentsafrica.com indicating the position title on the Subject line by Friday 20th November, 2015.

Our client is an equal opportunity employer and women are encouraged to apply.


Only shortlisted candidates will be contacted.