Administrative Secretary Job in Kenya

Administrative Secretary

Department

Purchasing & Supply Chain Management Department (PSCMD)

Entity

Aga Khan University Hospital, Nairobi

Location

Nairobi, Kenya

Introduction

Aga Khan University Hospital, Nairobi (AKUH, N) is a private not-for-profit teaching hospital that provides tertiary and secondary level healthcare services. It is one of the hospitals in East Africa accredited by the Joint Commission International from USA. The University Hospital has been providing high quality care for the people of East Africa and beyond for over 60 years.

Applications are invited from qualified candidates for the above position based in Nairobi Kenya. The position holder will report to the Regional Director, Purchasing & Supply Chain Management Department.

Responsibilities:

Organize and coordinate the activities and functions of the Director’s office.
Attend to all incoming and outgoing calls to the Director’s office. Arrange conference calls, courier of mail, and receive sort and routine mail.
Requisition stationery items for the Director’s office and create and maintain an up-to-date filing system.
Maintain, secure and account for office petty cash.
Organize the Director’s calendar by effectively planning and scheduling tasks and appointments. Ensure the Director is updated of all relevant issues and meetings by communicating clearly and consistently with the Director.
Verify that all contract and clearing invoices are as per provided rate.
Process and update LPO in the contract file/LPO register.
Inform and communicate to all teams/MMD staff when shipments are arriving and arrange for documentation from clearing agents.
Receive and re-direct shipment(s) to the respective teams and update the weekly register with receipt data.
Receive and issue bonds within the same business day and follow-up with signatories to remain timely within target process/completion days.
Submit VAT, Bond Documents/Contract(s) and Clearing invoices within the required timeline.
Update Bond, Contract(s), Shipment, VAT and LPO for any cancellation in a timely manner.
Perform other tasks assigned by the department supervisor or manager.

Requirements:

Minimum of Diploma in Secretarial Studies/General Secretarial/Office Management
Degree in a Business Administration/ Office Administration/Office management added advantage
At least 2 years work experience
Computer literacy is mandatory
Organizational and time management skills
Demonstrated initiative. Ability to set priorities and work effectively with minimum supervision
Able to work flexible/long hours when required