Administrative Assistant Job Vacancy in Nairobi Kenya

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Administrative Assistant Job Vacancy in Nairobi Kenya

We are seeking the services of an Administrative Assistant to be attached to the Accounts and Procurement Section in our client’s Kenya Office, Nairobi. 

The selected candidate will also be expected to handle secretarial duties when the need arises.
The position is on contract basis that will initially from 1st February 2016 for 3 months. 

Based on satisfactory performance, the contract may be extended for a further period to be determined by the clients.

Education Qualifications
  • University graduate / degree in business administration / diploma in secretarial and other related studies with full secretarial and or communication / accounts / procurement qualifications.
  • Working Experience in procurement and accounts will be highly recommended
  • Over four years' total working experience is required
  • Computer literate and fully conversant with MS Office especially good command of MS Excel is required
  • Good Command of Mathematics and calculation is required
  • Ability to prioritize work as well as recognize and adhere to deadlines
  • Excellent and self-organizational ability
  • Pleasant personality with a positive attitude, excellent communication/public relations skills, able to maintain very good interpersonal relationships.
  • Excellent command of the English language with ability to draft and correct official correspondence as well as take minutes
  • High level of initiative and capable of working independently or with minimal supervision and making decisions when necessary
  • Reliable and responsible and able to effectively assist superiors in more demanding tasks
  • Capable of handling all sorts of logistical arrangements
  • Experience in working for an International Organization will be an added advantage
Required Skills
a) Accounting
  • Making payments of invoices and correcting inappropriate invoices and settling outstanding invoices timely
  • Processing claims from service providers
  • Checking the account documents with proper evidences and filing account documents appropriately based on our accounting rule
  • Preparing official documents necessary for tax exemptions
b) Procurement
  • Processing of procurement requests and making settlements by requests
  • Assisting in ensuring procurement of equipment, machines, consultants, service providers and office consumables
c) Filing
  • Filing and registering in group software
  • Archiving of files
d) Correspondence / Documents
  • Writing correspondence as requested
  • Preparing and sending /letters/E-mails
  • Dispatch of correspondence via courier (local and international)
  • Operate office equipment including copiers, facsimile machines, computers and scanners; input and retrieve data and text; 
  • Receiving all office /letters/E-mails and distributing to the respective person promptly
e) Necessary logistics arrangements
  • Hotel reservations, car hire reservations and Booking for official vehicles
  • Mobile phone requests booking air tickets
  • Booking appointments, scheduling meetings and follow up Preparation for seminars and events
f) Others
  • Respond to public inquiries on the telephone and in person with visitors.
  • Provide information and assistance to the public in a courteous manner and with sensitivity to the diversity of a multi-cultural audience.
  • Resolve complaints within the scope of information and authority and refer to others, as appropriate Occasional data entry / data editing / tabulation Support staff in assigned project based work.
  • Act as a resource to other staff concerning format, procedures, and standard practices. 
  • Other special duties might be assigned by the management.
How to Apply

All interested and eligible candidates should send their application letter, CV including 3 referees and updated documents to not later than January 22, 2016. 

The email subject should be  ADMIN ASSISTANT-ACCTS & PROCUREMENT.

Age 35 years and below.

Any application received after the deadline will not be considered. 

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