REF: KET/5/1C/40/212/VOL I – B (04/2024) ON PERMANENT & PENSIONABLE TERMS

Reporting to the Manager, Administration

Job purpose

This Job is responsible for supporting the Head of Departments/Directorates and other office managers by carrying out administrative/office duties and handling general office management.

Key Responsibilities:

• Ensuring proper utilization of office stationery.
• Supporting Head of department/directorate carrying out administrative/office duties.
• Coordinating correspondences within the Directorate.
• Editing/referencing letters, memos and documents for accuracy before dispatch.
• Ensuring accurate records management in the directorate by Maintaining office systems and management of the whole filing system to Company standard procedures.
• Providing assistance in preparing office procedures; i.e. departmental Annual work plan, Annual procurement plan.
• Providing general support to visitors either in person, by email or phone.
• Initiating payments process in the SAP ERP platform upon approval such as Preparing and monitoring purchase requisitions for vendor’s invoice payments for services rendered i.e. Conference booking, Training fee, Consultancy Services fees, Air ticket fees and office stationery.
• Facilitating team effort by accomplishing related result such as in fast-tracking payment approvals for compensation to PAPs, Consultants, Staff travel memos and other approvals.
• Screening Directorate’s /Department’s telephone calls.
• Compiling documentary evidence across the department for annual Performance contracting evaluation and ISO Audit.
• Organizing travel arrangements for Senior Managers/General Manager.
• Arranging meetings by reserving hotel conference facilities, board rooms, taxis in liaison with supply chain department.
• Preserving and upholding departmental sensitive information in a confidential manner.
• Coordinating repairs of office equipment in liaison with the administration department.
• Coordinating and maintaining office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies through the supply chain.
• Coordinating processes related to the administration of human resource activities i.e. departmental performance appraisals, renewal of contracts.
• Collating directorate‘s training proposals for forwarding to the Human Resource directorate.
• Ensuring the Directorate/Department complies with Company approved branding manuals standards and guideline relating to letter writing/memo templates and other Company documents.

Qualifications & Skills required:

• Diploma in Business Administration/Office Management/Human Resource Management/ Secretarial Course/Inventory Management or related field from a recognized institution.
• Full member of KENASA.
• Supervisory course lasting not less than two weeks.
• A minimum of four (4) years relevant work experience.

Working condition:

Office setting and field visits.