Duma Works is recruiting an Office Administrative Assistant for
our client.
Our client is developer, investor,
and operator of renewable power and rural electrification projects in East
Africa.
About The Role
The role of the Office Administrative Assistant is to provide administrative support in the office of the company by performing clerical functions, organizing office supplies and materials, scanning, copying, printing and organizing documents, preparing correspondence, paying and coordinating vendors (travel, internet, mobile, etc.), receiving visitors, arranging conference calls, and scheduling meetings.
The role of the Office Administrative Assistant is to provide administrative support in the office of the company by performing clerical functions, organizing office supplies and materials, scanning, copying, printing and organizing documents, preparing correspondence, paying and coordinating vendors (travel, internet, mobile, etc.), receiving visitors, arranging conference calls, and scheduling meetings.
The candidate may also coordinate
other staff or company partners, including messengers and drivers. The total
staff of the office is expected to be between 10 and 15 persons.
Duties will include providing support to the office and field-based development teams. The Office Administrative Assistant will also be expected to contribute to the development of the company and support the general business needs of the company.
Essential Duties and Responsibilities
Reporting to the Managing Director,
and/or designees from time to time, the successful candidate will be
responsible for the following, amongst others:
- Providing general administrative support for
the company and a partner organization with which it shares an office
- Managing the Managing Director’s diary
- Ensuring the efficient and effective flow of
communication between the office and partners, vendors, customers, and other
external parties
- Preparing all manner of documents and
correspondence
- Arranging logistics for meetings, travel, and
corporate events
- Taking minutes at meetings and preparing
reports
- Liaising with building and office management
and administration to ensure proper coordination
- Maintaining a proper document handling system
and up-to-date contact database
- Coordinating the procurement and managing of
stationery and stock items for the office
- Coordinating and organizing vendor requests
for payment or servicing
- Supervising other staff in the department,
i.e. Messengers and Driver, and coordinating and compiling records related
to vehicles and other company equipment
- Ensures operation of equipment by completing
preventive maintenance requirements; calling for repairs; maintaining
equipment inventories; evaluating new equipment and techniques
- Performing basic data entry
- Maintain supplies inventory by checking stock
to determine inventory level; anticipating needed supplies; placing and
expediting orders for supplies; verifying receipt of supplies
- Other tasks as required from time to time by
the MD.
Minimum Requirements
The ideal candidate would have the following skills and credentials:
The ideal candidate would have the following skills and credentials:
- Education: Full secretarial qualifications
including a diploma or degree and/or any other relevant training
- Work Experience: At least 2 to 4 years working
experience in relevant fields
- Clerical Experience: Knowledge of
administrative and clerical procedures and systems such as word
processing, managing files and records, filling out or designing forms,
and other common office procedures
- English Language: Professional knowledge of
the English language including vocabulary and spelling, rules of business
and personal composition, and grammar
- Customer and Personal Service: Knowledge of
principles and processes for providing customer and personal services.
This includes customer needs assessment, meeting quality standards for
services, and evaluation of customer satisfaction
- Computer Skills: Experience with word
processing computer programs, e-mail systems, internet search engines, and
general computer literacy is required
Other Desired Skills:
- Strong organizational skills with demonstrable
ability to prioritize
- Ability to handle multiple tasks in a
fast-paced environment
- Strong interpersonal and communication skills
Location: Nairobi
Job Type: Full time
Job Type: Full time
How to Apply
If you are interested in this exciting opportunity, please send your CV to apply@dumaworks.com. As the subject line of your email, write “2023” and please make sure to include your Your Full name & Phone number e.g. 2023, Barack Obama, 07xxxxxxxxx. in the message body.
If you don’t follow these
instructions, your application will not go through.
Deadline for receiving applications: 25th January 2016
NB* When applying to any job through Duma Works, you can expect that after you apply, you will receive a confirmation email, and then an SMS alert asking you to take a basic screening test over SMS. The SMS with the test may not arrive immediately. Please be patient. The SMS test will typically be 5-8 questions to help us understand your background. Regular SMS rates apply to the test, and if you ever have any issues with the process, please reach out to 0702093793.
Deadline for receiving applications: 25th January 2016
NB* When applying to any job through Duma Works, you can expect that after you apply, you will receive a confirmation email, and then an SMS alert asking you to take a basic screening test over SMS. The SMS with the test may not arrive immediately. Please be patient. The SMS test will typically be 5-8 questions to help us understand your background. Regular SMS rates apply to the test, and if you ever have any issues with the process, please reach out to 0702093793.
