OFFICE ADMINISTRATOR JOB ROLES
JOB SUMMARY
Under limited supervision, provides operational coordination, administrative support and office management. Manages day-to-day administrative support activities of the office, the incumbent will be based in Nairobi Business Park.
Key Responsibilities
- Serves as a primary point of direct administrative contact and liaison with other offices, individuals and external organizations and agencies on a range of specified issues; organizes and facilitates meetings and meeting preparation as required.
- Provides direct staff support to the Managing Director to include assisting visitors, handling telephone calls and inquiries, scheduling and maintaining calendar and appointments, screening, analyzing and preparing responses to incoming correspondence; handling day-to-day public relations and problem solving and provision of transcription and word processing support.
- Prepares routine letters and reports some of which may be of a highly sensitive and confidential nature.
- Responsible for coordinating procurement of office supplies and equipment in policies and procedures
- Assisting in coordinating office space for visitors and consultants for the Company
- Arranging travel and accommodation for staff (local and international) including booking air tickets, taxis, hotels, obtaining visas, vehicle hire and maintaining company travel log on a monthly basis;
- Responsible for ensuring vendors invoices are verified and forwarded to Finance on a timely basis with the appropriate and liaising with vendors and other service providers on behalf of the organization.
- Ensure rules and procedures in place regarding working hours, lunch, office closure and communications about security.
- Develop and maintain good working relationships with all vendors and relevant government agencies.
- Performs additional administrative duties as assigned.
Requirements: Knowledge, Skills and Abilities
- Excellent interpersonal skills with ability to communicate effectively with all levels of staff, vendors and the public.
- At least three years relevant experience in Office management within a busy organization
- Excellent planning and organizational skills.
- Ability to supervise staff.
- Tact and diplomacy in dealing with staff and the general public and ability to maintain effective working relationships with all levels of staff and public.
- Ability to work under pressure.
- Must be computer literate.