Sheer Logic is seeking to
engage a dynamic individual for the Administration Assistant /
Receptionist position for our client Marie Stopes Kenya.
Key Responsibilities
Support Office Management
- Reception and
Office Management - answer telephone, greet visitors and suppliers, see to
courier deliveries, and keep reception area neat and tidy. Ensure office
is kept neat and tidy, including maintain and water plants and tidy
kitchen, liaise with the stores keeper to keep storage areas neat and organised.
- Supervision of
Office Assistants – Supervise the Office Assistants by formulating a check
list and duty roaster which the Office Assistants sign after attending to
the areas indicated in the checklist. The areas are toilets, kitchen,
office floors, office desks, walls, curtains, windows, signposts e.t.c.
- Head Office
Utilities – In liaison with the Care Assistants monitor utilities and
prepare request for the utilities in case they have gotten to the re order
level. Ensure proper record keeping/filing is maintained.
- Office
Maintenance - liaise with the Admin Officer and P & D Officer to
identify areas for repairs and maintenance and follow through on all
maintenance requests to ensure completion.
- Security –
Ensure that the night and day security follows MSK rules and regulations.
This are ensuring that all staff and visitors sign in and out in the
register provided, ensure that all MSK’s and visitors drivers sign in and
out at all times. Additionally ensure that the movements of visitors in
and out of the Support Office are correctly maintained and controlled.
Guards should first call the Reception before any visitor is allowed to
come.
- Contacts -
maintain and update the list of Marie Stopes staff Kenya contacts,
ensuring the list is always up to date.
- Administrative
support to Accommodation Officer & P & D department – Incl.
filing, photocopying, research, errands and general administrative support
as required
Office Supplies Procurement
- Office
supplies - Monitor usage rates and ensure continuity of sufficient supply
for Support Office supplies, including stationary, kitchen supplies such
as tea, coffee, milk and filtered water and other office supplies and
report to P & D Administrator
- Servicing and
replacement of equipment and furniture – In liaison with the P & D
Admin Officer assist arranging for the servicing maintenance of office
equipment and furniture as required.
Head Office Logistics and
Travel Coordination
- Mail
management- Receive the mails, enter their particulars in the register
book and with the help of the Care Assistants distribute them to the
respective recipients.
Other Duties
- Additional
duties as necessary and directed
Qualifications
- Diploma in
Business Management or related field
- Bachelor of
business Management or related field will be an added advantage
- Tertiary
certificate in business studies, office management or training in front
office
Experience:
- Minimum 2
years’ experience in office administration in the Business or NGO sector
is essential
Skills:
- A high
standard of written/spoken English
- Advanced
computer skills, experience in MS Word, Excel and Outlook essential
- Demonstrated
high attention to detail and ability to follow through tasks to completion
How to Apply
Applications quoting the position title with detailed CV, with contact details of 3 referees including their email addresses (1 of which should be your immediate supervisor, 1 former supervisor and 1 any other but not a relative) should be submitted to:sheerlogictalentsourcing6@gmail.com on or before 27th June, 2017.
Only shortlisted candidates
will be contacted
