Administrator (Nairobi)-Events
Ital GLOBAL – We
are a comprehensive Human Capital and Quality Management Consultancy firm
dedicated to helping organizations just like yours with their HR and Quality
Management requirements. We believe in creating productive and fruitful
relationships with our clients by adding value to your business to ensure that
you get the very best return on your Human Capital spend. Our Human Capital
solutions, advice and guidance are uniquely designed and shaped around your
exact requirements and objectives. They will fit with your culture and the
business challenges that you currently face.
About the Client:
A leading and busy
events planning and management company in Nairobi that has resources and
equipment to bring events from mere ideas to reality seeks to hire a highly
organized, creative and competent individual. The firm is involved in every
aspect of planning, management and execution letting their clients focus on
their core business.
Job Purpose:
The purpose of this
position is to ensure office operations run smoothly within the legal
framework, the set standards and profitably whilst ensuring a business sense
within the office environment. The jobholder will also be required to attend to
Walk-in customers and does table set-ups /mock set-ups. The administrator will
be involved in liaising with all departments.
Additionally, the
jobholder plays a key role in increasing sales especially via tenders,
telemarketing and work with the Director when sourcing for items from other
suppliers.
Qualifications and
Requirements
- Bachelors’
degree or Diploma in Business Management from a recognized university
- Secretarial
Training would be an added advantage
- Highly
competent in MS Office, with the ability to make impressive presentations
- 3-7years
relevant and proven experience in an established business. (3 years for
Degree holder and 7 years’ experience for Diploma Holder in a similar
position)
- Experience
of being both a team leader and team member with proven ‘people skills’
- Awareness
of the statutory and licensing responsibilities applicable for all
accounting, and procurement operations
Personal Traits, Qualities And Aptitudes.
- Excellent
Organizational Skills.
- Responsible
and Accountable.
- Ability
to manage multiple tasks and projects simultaneously.
- Great
Presentation skills
- Excellent
time management
- Exceptional
communication and interpersonal skills
- Excellent
organizational skills and commitment to detail
- Ability
to work independently and be self-motivated.
- Creative
and good problem solving skills
- Negotiation
Skills
- Great
social skills
- High
Integrity
- Teamplayer
Key Performance
Indicators & Reports
Weekly, monthly and
quarterly reports are to be produced based on the key performance indicators
- Sales
Reports
- Cost
of Sales Report ( expenses associated with making sales )
- Timely
Debt Collection/ Credit Control
- Ensure
all relevant tenders are responded to on a timely basis and constantly
improve on the quality of tender responses
- Management
of costs and wastage within the office
- Ensure
compliance with all the licenses , business permits, safety, sanitation ,
water, fire,
- Keeps
office equipment operational by following manufacturer’s instructions and
established procedures; notifying the affected Head of Department and
Director of needed repairs.
Key Responsibilities and Duties
Front Office Reception duties
- Receiving
visitors and directing them accordingly
- Switchboard
duties which entails taking and relaying the correct messages
to the right office colleague and taking messages and despatching
the information promptly and appropriately when a colleague is absent
- Communicate
and liaise verbally and in writing between
customers/suppliers/visitors/enquirers and relevant staff.
Client Service
- Welcoming
clients and showcasing the available options in terms of products
- Carry
out mock set-ups for visiting clients
Administrative Accounting and Manage the petty cash
- Bookkeeping
of Office Requisitions and Purchases e.g. general office expenses to run
the company / new fabric / timely purchase / purchases reconciliation,
petty cash management.
- Preparing
quotations and following up with clients for confirmation.
Office Equipment and other assets
- Operate
a variety of standard office machines, including personal computer and a
variety of computer software licenses, phone, fax, calculator, shredding
machine photocopy machine, whichever is applicable.
- Ensure
timely office equipment repairs and scheduled maintenance. Liaise with the
service providers for fast and effective services
General Office Management
- Using
a range of office software, including email, spreadsheets and databases;
manage filing systems;
- Developing
and implementing new administrative systems, such as record management;
- Recording
office expenditure and managing the budget;
- Maintaining
the condition of the office and arranging for necessary repairs;
- Organizing
staff meetings – this includes preparing the agenda and taking minutes
- Overseeing
the recruitment of new staff, sometimes including training and induction;
- Delegating
work to staff and managing their workload and output
- Writing
reports for the director and delivering presentations;
- Responding
to customer inquiries and complaints;
- Reviewing
and updating health and safety policies and ensuring they are observed;
How to Apply
Interested applicants
should send their detailed CV and Cover Letter quoting the job title as subject
to reach us not later than 15th August
2022 to careers@italgloballtd.com. Only the shortlisted candidates will be
contacted. Interviews will be conducted on a rolling basis.