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Administration Assistant Job Vacancy in Kenya

Administration Assistant

The Administration Assistant’s responsibilities will include the following:
  • Ensure that all air tickets are requisitioned and delivered within time as per requests.
  • Communicate reservation information and send air tickets to the travellers in a timely manner.
  • In-charge of requisitioning and overseeing the setting up of partners’ lunch on alternate Mondays.
  • Prepare and send out LPOs as appropriate.
  • Advise travellers on flight changes etc.
  • Keep a good filing system for all the travel and approvals, codes and tickets purchased to ensure smooth reconciliation
  • Carry out weekly reconciliation of tickets purchased with credit account balance to ensure adequate float at all times.
  • Monthly reconciliation of tickets purchased with the credit account statements.
  • Advice travellers on visa requirements which includes but not limited valid passport, confirmation of invitation, travel insurance yellow fever and polio vaccination etc.
  • Provide travel advisory for different countries.
  • Deal with complaints and refunds appropriately.
  • Prepare and circulate the staff daily travel itinerary report for the people security purposes.
  • Maintain all travel records.
  • Sort out the travel agents invoices, get approval to pay and forward to Finance in a timely manner.
  • Ensuring that the reception area is manned at all times between 7.30am and 6pm.
  • Receive clients and visitors and notify relevant department/staff members in a timely manner.
  • Effectively handle client queries at the reception and channel these to the relevant department/staff.
  • Ensure that the reception area is kept tidy at all times and that relevant publications are available at the reception.
  • Receive and record incoming hand deliveries, sign for them, and place in trays for dispatch by internal messengers.
  • Hold letters, cheques and other documents for collection by clients and suppliers.
  • Any other administrative tasks as may be assigned from time to time
  • Must be a holder of at least a Diploma in public relations, business administration, customer service or any other related field;
  • A diploma in tours and travel is an added advantage;
  • A minimum of C+ (plus) mean grade in KCSE;
  • A minimum of 2 years’ experience in front office or customer care or tours and travel role in a large organization;
  • Excellent interpersonal and communication skills;
  • Excellent organization and planning skills with ability to handle work in an efficient and timely manner; and
  • Proficient in MS Office applications.
The position is for a contract of three months. 

Salary negotiable during the interview.

Send your CV to not later than 15/9/2016

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