Administrative Assistant
Duma works is recruiting an
Administrative Assistant. The hiring company is a leading planning and interior
company in East Africa with high end clientele.
The Receptionist performs a variety of administrative duties, bearing
responsibility for general office maintenance and ensuring that stationery and
kitchen supplies are replenished.
She will also be responsible for
providing dedicated support to the Directors to ensure all executive and
administrative tasks are handled efficiently and effectively.
Responsibilities
Scheduling
·
Comprehensive diary management,
including internal and external meetings, formal and informal engagements and
keeping up to date with all activities involving the Directors
·
Ensure all documentation and
information needed for meetings are prepared in advance
·
Preparing meeting requirements,
taking minutes and following up on actions
·
Organize all other meetings to be
attended by the Directors including staff lunches, coffees and skype calls
·
Arranging and managing all logistics
related to travel and accommodation
·
Preparing and producing documents,
briefing papers, reports and presentations
·
Occasionally, accompanying the
Directors to meetings to provide general assistance
Communication
·
Communicate and handle incoming and
outgoing electronic communication on behalf of the Directors
·
Follow up on requests and emails
to/from the Directors
·
Respect the need for confidentiality
and sensitivity of information
General Administrative Tasks
·
Manage the front office, ensuring
that reception duties are handled in an efficient, professional and courteous
manner. This includes primary responsibility for handling incoming and outgoing
communication including calls, faxes and mail. Also type & word-process
various documents and electronic information
·
Coordinates purchasing and issuing of
stationery and other office supplies as appropriate, including ensuring that
the kitchen supplies are replenished regularly
·
Arranges transport for employees’
site visits and external meetings
·
Coordinates Driver/Messenger’s
delivery schedule and oversees his day-to-day duties
·
Scheduling Division and staff
meetings. Take minutes at such meetings, interpret instructions and issues
arising, and then follow up on actions as appropriate
·
Overall responsibility for
maintenance of client files/folders
·
Maintain an accurate record of books,
catalogues, periodicals and magazines; and ensure that all the periodic
magazines and books are securely locked up; and issuing them to staff members
whenever they need to use them
·
Create, implement and manage a system
for tracking and accessing all A3 booklets, photographs and project evaluation
forms which can be easily accessed and used when future requirements indicate
such a need
·
Ensure the office is clean at all
times and enforce clean desk policy
·
Review timesheet records regularly
·
Ensure office machines and equipment
are well maintained and in good working condition
·
Carry out any other duties as
required from time to time commensurate with the role.
Qualifications
·
Relevant first Degree
·
Higher National Diploma in Front
Office/Customer Service/Secretarial studies
·
3 to four years’ relevant work
experience
·
Knowledge in Sales & Marketing
will be an added advantage
Skills Required
·
Administrative and Office Management
Skills
·
Demonstrate a high level of
initiative and attention to detail
·
Management skills:
·
Ability to work under pressure and
with short time lines, schedule and prioritize projects, accept criticism and
other ideas.
·
Must be a team player who is a
problem solver, enthusiastic, highly motivated and with ability to multi-task.
·
Interpersonal skills: Must be a
people person with ability to interact with other firm’s members
·
Communication skills: Effective
written and verbal communication and presentation skills
·
Goals and results oriented
·
Be proficient with relevant computer
software, especially but not limited to Microsoft packages.
How to Apply
Send your Cover Letter and detailed
CV to apply@jobs.dumaworks.com marking
the subject as “2731”, Your Full name & Phone number e.g. 2731 Barack
Obama, +2547xxxxxxxx. If you don’t follow these instructions, your application
will not go through.
Deadline for receiving applications:
Friday, 28 July 2017
N.B.
* You will receive a confirmation email and an alert to take a basic screening test over SMS or online. The email with the test may not arrive immediately. Please be patient. The email/SMS test will typically be 5-8 questions to help us understand your background. Regular SMS rates apply to the test.
If you apply and don’t meet these
minimum qualifications, we won’t be able to forward your application to the employer.* You will receive a confirmation email and an alert to take a basic screening test over SMS or online. The email with the test may not arrive immediately. Please be patient. The email/SMS test will typically be 5-8 questions to help us understand your background. Regular SMS rates apply to the test.