RitePak Administrative Assistant Job in Nairobi, Kenya

Job Description: This is a front office position that involves a broad range of responsibilities that will support the smooth running of the office. You will be the first point of contact between us and the world. As a result this position needs a personality that is highly attuned to the social graces needed to welcome, engage, encourage or even have a firm hand with our clients, vendors or visitors while having that trademark smile that doesn’t fade.

Think this is you… read on…...

You will be expected to be a forward thinker and take charge or fill in where you see obvious gaps in all levels. 
We are looking for an individual who will grow into their shoes and take up space as the organization grows.

The flexibility to work at odd hours or quickly adapt to new situations, jobs or assignments will be an added bonus. You will literally be juggling…eggs… Please try not to drop any.

This job is about personality, personality and more personality.

Essential Duties

Maintaining office supplies inventory and anticipating need.Placing and expediting orders for supplies and  verifying receipt of supplies.Reconciling basic account expenses and bookeepingSupporting the sales teamFirst point of contact between potential clients, vendors and visitorsOccasional errands1-3 years experience working in the front office. Internships are acceptedDemonstrated front office skills. Must have a pleasant demeanor and have experience dealing with clientsAdvanced diploma or recent graduateAccounting experience.  Quickbooks knowledge  will be a bonusAdaptable and willing to work within other job functionsDemonstrated competence in Microsoft Office and Excel software and other office toolsFluent in both English and KiswahiliExcellent communication and report writing skillsPlease include a cover letter with a statement on why you believe you are the best candidate for the job.

Also include you expected level of remuneration.

How to Apply

Please email: hr@ritepak.co.ke

African Heritage Design Administrative Secretaries and Office Assistant Jobs in Kenya

Administrative Secretary

Administrative Secretary I - This is the entry level position title within this series. Employees at this level are expected to perform a variety of receptionist related duties, to perform other secretarial and clerical work, and to train for the next higher level.
 Administrative Secretary II - This is the second level position title within this series. Employees at this second level are expected to be able to respond to more complicated inquiries and to perform higher level clerical duties.
 
Administrative Secretary I Duties:Receives incoming telephone calls, provides answers to routine inquiries and/or refers them to other personnel.Screens and greets visitors and ushers them into an administrative officeOpens, sorts, and delivers mail within an administrative office.Types a variety of routine documents from handwritten drafts using WordPerfect 8.0 or higher.Proofreads typed materials for accuracy and correct punctuation, spelling, grammar, and legal citation (if necessary).Maintains conference room calendar, arranges meetings and conferences as requested.Maintains records and files.Maintains the copy room and equipment, and orders supplies.Assists in preparing large mailings as necessary.Provides clerical and procedural support as needed.Performs related duties as required.Administrative Secretary II Additional Duties:Responds to more complicated inquiries or requests for information or determines which requests should be handled by another staff person.Types more complicated documents or reports using word processing software. May prepare spreadsheets.Composes correspondence for supervisor's review and signature.Acts as liaison with other offices, departments and outside agencies.May be called on to provide secretarial assistance to other Department Heads.Performs special projects.Performs all of the duties of the lower level position title within this series as required.Administrative Secretary I Requirements:A High School diploma or the equivalent and four years of secretarial or administrative experience, or an equivalent combination of education and experience.Knowledge of clerical and office procedures.Good knowledge of English, grammar, spelling and punctuation.Ability to type accurately and proficiently.Ability to operate standard office equipment, including photocopier machines, calculators, adding machines, and personal computers and terminals.Ability to set up and maintain filing systems.Ability to work independently and follow oral and written instructions.Proficiency in use of WordPerfect for Windows 8.0 or higher.Administrative Secretary II Additional Requirements:A minimum of two years of experience as an Administrative Secretary I.Considerable knowledge of word processing and spreadsheet software.Working knowledge of administrative policies and procedures.Demonstrated ability to create reports and spreadsheets.Demonstrated ability to respond to a wide range of inquiries in a tactful and courteous manner.Demonstrated ability to perform duties with minimal supervision and to exercise greater judgment.Dispatch and delivery of mails.Maintenance of cleanliness in the office.Receiving and Sorting of mails.Attending to customers queries.Maintaining proper filing system in the office.Attending to all visitors with humility and directing them appropriately.Customer care servicesKCSE mean grade of C plain or its equivalent Certificate in Business Administration or Management.Competent knowledge of office secretarial work.Excellent communication and social skills Basic knowledge of MS Word, Excel and Email application.
All applicants should send their resumes and cover letters quoting the exact job position to hr@africanheritage.co.ke

Oil & Gas Industry Executive Administrative Secretary Job in Kenya

Job Title: Executive Administrative Secretary - Oil & Gas Industry

Job Description

Administrator Officer Duties

Prepare presentations for executive-level and customer meetings, draft responses to various correspondence, process expense reports as well as maintain confidential records and reportsProcesses mail, highlights action and attach relevant information or files for review if appropriateEnter and manipulate data on database, spreadsheet, or file management programsCommunicate sensitive information to external sources and senior management staffAssist with travel arrangements and accommodation for department staff and incoming visitorsDraft and type non-routine memos, letters, documents and various reportsAssists office staff in maintaining files and databasesManages staff schedulesDevising and maintaining office systemsusing a variety of software packages, such as Microsoft Word, Outlook, PowerPoint, Excel, Access, etc., to produce correspondence and documents and maintain presentations, records, spreadsheets and databases;devising and maintaining office systems;using content management systems to maintain and update websites and internal databases;attending meetings, taking minutes and keeping notes;invoicing;managing and maintaining budgets;liaising with staff in other departments and with external contacts;ordering and maintaining stationery and equipment supplies;sorting and distributing incoming post and organizing and sending outgoing postorganizing and storing paperwork, documents and computer-based information;Photocopying and printing various documents, sometimes on behalf of other colleagues.recruiting, training and supervising junior staff and delegating work as required;manipulating complex statistical data;Arranging both in-house and external events.3-4 years work experience in administrative position in a multi-national company preferably in Oil and Gas IndustryPrevious experience handling multiple administrative roles and reporting to multiple directors.BA Degree in administrationSecretarial Course Proficient with computers and comfortable with using office equipment like fax machines, copiers, scanners and multi-line phone systems.Possess excellent organizational skillsGood communication skills are a must.Interested candidates are invited to strictly email their cover letter and CV, clearly detailing their current remuneration and expectations to recruitment@odumont.com  before end of day 18 July 2012. Only short listed candidates will be contacted

IT Company Administrative Assistant Job in Nairobi Kenya

An IT Company in Nairobi is looking for an Administrative Assistant.
Excellent Organizational and communication skills
Excellent computer knowledge/skills
If you meet the above qualifications send your application letter and CV to recruitment@shimbamobile.com (Ref: Administrative Assistant). Only shortlisted candidates will be contacted for the interviews on Saturday 13th July 2013.

IOM Field Grants Administrative Assistant Job in Mogadishu, Somalia

Functional Title: Field Grants Administrative Assistant
Department: Transition Initiatives for Stabilization (TIS)
Duty Station: Mogadishu, Somalia
Type of Appointment: 6 months under 3rd party contractor with possibility of extension
Under the overall supervision of USAID Transition Initiatives for Somalia (TIS) Program Manager and the direct supervision of the Field Coordinator, in coordination with the Grants Manager, or his/her designee, the incumbent will assist in administration of grants by ensuring proper filing of grants related financial, contract and grantee documents in the field.
Specific Duties and Responsibilities:Maintain secure hard copy files for every ongoing activity in the field, to immediately send scanned copies of all relevant documents and hard copy files when safe to the headquarters-based Grants Unit.Assist Field Team members in preparing necessary grant documentation, including but not limited to, Site Visit Notes, before, during and after Photos, systematic reporting, and needed Grant Amendments.Assist in the compilation of data from the field for preparation of weekly, monthly, quarterly, and annual reports.Review all grantee deliverables and invoices to ensure compliance against contract/agreement and grant budget prior to sharing with headquarters for payment processing.Follow up with TIS Headquarters’ Finance Unit to ensure payments are being processed in a timely fashion after sharing supporting documentation.Manage the office supplies, maintaining a Log Book of materials and use.Perform other duties as may be assigned.
The incumbent will perform a variety of duties often changing from one task to another of a different nature without loss of efficiency or composure. He/she will accept responsibility for monitoring in full of an activity’s grant documentation.
The minimum required academic and professional skills for the jobholder to perform successfully in their job include:University Degree in Mathematics, Business Administration, Finance or Business related field,Previous work experience in Grants or Finance related field especially on USAID funded projects at least 2 years.Willingness to travel extensively within the region, work extended periods in the field and interact effectively with partners.Experience in initiating and encouraging inter-sectorial information sharing and cooperation, while exercising respect for cultural diversity.Ability and willingness to travel at short notice for at least 33% of time. Highly proficient in Microsoft office (Microsoft Excel, Access, Outlook and Word) and internet applications.Required Skills and Competencies:Personal commitment, efficiency and results-driven, sound organization skills with strict attention to detail.Excellent writing and communication skills, strong interpersonal, inter-cultural skills and ability to work as part of a diverse team.Ability to maintain effective communication with colleagues, both junior and senior and will relate to others mindful of the cultural diversity of local communities and colleagues.Maintain a positive, participatory work environment where information is shared, staff input is considered and a healthy team spirit thrives.Ability to work independently, respond appropriately to environmental, safety hazards and function effectively in emergency situations.Ability to utilize systems effectively to ensure economical use of equipment and supplies.Demonstrated ability to maintain integrity in performing responsibilities assigned.Objective, analytical and capable of working under pressure on tight deadlines; should be willing to work overtime and on weekends when requiredThorough knowledge and fluency of English. Fluency of Somalia is preferred.
Interested candidates should submit CV and a cover letter indicating the Vacancy Notice Number, with three professional references and contacts (email or telephone) to the:
International Organization for Migration (IOM)
Mission in Somalia, Nairobi Office
Human Resources Department
Gitanga Groove, off Gitanga Road
P.O. Box 1810 – 00606
Nairobi
OR
Send by email to: hrsomalia@iom.int
Only short listed candidates will be contacted.

Administrative Senior Researchers Jobs in Kenya

Administrative Senior Researchers
An international company specializing in research and development wishes to constitute a three member team of highly qualified individuals especially in research fields to help setup their services in Kenya-Africa. The aim is to establish and lay extensive groundwork for smooth introduction of its services. This firm intends to operate under the name PFRD.Marketing or financeMedical or biological fieldSocial science
They shall be tasked with the followingConduct a baseline survey Establish and activate business operationsEnsure smooth running of operationsNote that this position is managerial.
PFRD will reserve the right to promote and to transfer anybody during the course of engagementThe candidate must have at least a Masters degree in a relevant field from a reputable institution.At least 3 years’ experience in a research or management and policy environment Candidates’ innovativeness and creativity will be heavily scrutinized Candidates must show proof of citizenship of the said nationalitiesExcellent presentation and writing skills    A good understanding of business development
Candidates are required to send their complete portfolios to pfrdrecruitment@gmail.com on or before 07.07.2013.
Interested candidates must include proof of their highest academic qualification and nationality- a maximum of three scanned documents may be sent.
Only shortlisted candidates will be contacted.

ILRI Regional Administrative Assistants Jobs in Ethiopia

Regional Administrative Assistants (4) – Re-advertised
Livestock and Irrigation Value-Chains for Ethiopian Smallholders (LIVES) project
Duration: 2 years contract with the possibility of renewal

General: 
The International Livestock Research Institute (ILRI) works at the crossroads of livestock and poverty, bringing high-quality livestock science, communications and capacity building to bear on poverty reduction and sustainable development.

ILRI is one of 15 centers supported by the Consultative Group on International Agricultural Research (CGIAR).

ILRI has campuses in Kenya (headquarters) and Ethiopia, with other offices located in other regions of Africa (Mali, Mozambique, and Nigeria) as well as in South Asia (India, Sri Lanka), Southeast Asia (Laos, Thailand, and Vietnam) and East Asia (China). For more information, please visit www.ilri.org

The Livestock and Irrigation Value-Chains for Ethiopian Smallholders (LIVES) project is an initiative designed by ILRI, IWMI (the International Water Management Institute) and their Ethiopian partners to enhance income and gender equitable wealth creation for smallholders and other value chain actors through increased and sustained market off-take of high-value livestock and irrigated crop commodities. 

It will design and implement interventions to improve market orientation of semi-commercial farmers for enhanced competitiveness, sustainability and equity in value chains in four regions of Ethiopia.

The positions: 

ILRI is recruiting 4 (Four) Regional Administrative Assistants positions based in Amhara, Oromia, Southern Nation, Nationalities and People’s Region (SNNPR) and Tigray, who will be members of the LIVES Project in ILRI-Ethiopia.

Main Duties:Secretarial/administrative duties, including handling phone calls, correspondence, filing system, visitors, arranging appointments, maintaining attendance sheetsAssists in organizing and providing logistical support for regional, zonal meetings /workshopsFinancial management including handling petty cash; reviewing and forwarding financial reports to LIVES HQ; preparation of travel advances and claimsMonitoring Regional drivers and overseeing vehicle movements for respective Regions & ZonesMinimum Requirement:

Education: 

Diploma or above in Secretarial Science and Office Management, Accounting, Economics from a recognized university or college

Experience: 

2 (Two) years of relevant experience in secretarial work and office management, accounting, logistics or project assistantship

Skills:

Good understanding and experience in general financial and accounting matters;Proficient in computer programsGood verbal and written command of English and AmharicGood Knowledge of local language for the respective regions (speaking, reading & writing) is a requirementAbility to interact positively and maintain good relations with staff as well as collaboratorsAmhara (Bahr Dar), Oromia (Addis Ababa), SNNPR (Hawassa) and Tigray Regions (Mekelle). On your application, please clearly state which region you are applying for, applications that don’t have this information will not be considered.

Grade: 1C Level 2

Minimum Base Salary:  

Birr 5,969 (depending on the skills, qualification and salary history of the candidate this is negotiable)

Terms of appointment:  Initial appointment is fixed term for two years with the possibility of renewal, contingent upon individual performance and the availability of funding. The ILRI remuneration package for nationally recruited staff in Ethiopia includes very competitive salary and benefits such as life and medical insurance, offshore pension plan, etc.

The ILRI campus is set in a secure, attractive campus on the outskirts of Addis Ababa.  Dining and sports facilities are located on site.

Applications

Applicants should send a cover letter and CV (3 pages maximum) explaining their interest in the position, relevant documents and testimonials and the names and addresses (telephone and email) of three referees who are knowledgeable about the candidate’s professional qualifications and work experience to the Human Resources Office, ILRI, P.O.Box 5689, Addis Ababa, Ethiopia; Telephone: (251-11)-617-20-00; Fax (251-11) 646 46-45 or 617 20-01 name and reference number of the position for which the application is made A/39/2013 should be clearly marked on the envelopes if mailed or fax applications.  

Only short-listed candidates will be contacted.

Qualified women are particularly encouraged to apply.

Office and Administrative Assistant Job in Kenya

Office and Administrative AssistantJM Mantle & Co. Limited

The Mantle Group works with businesses, nonprofits, donors and foundations committed to helping Africa become the greatest story of this century.  

We work with clients to help them solve their most important challenges - growth, profitability, and impact.  We deliver specialist strategic and business advisory services through our consulting practice; and talent development through our training business.  We work with a broad spectrum of clients ranging from financial institutions, small growing businesses and development agencies and their programs.

About the job

The Office & Administrative Assistant is responsible for planning, organising and supervising all of the administrative activities that facilitate the smooth running of the office. 

In addition, he/she will work closely with both the Executive Director and the Engagement team to offer support in the delivery of work to clients.

Key responsibilities

To organise and coordinate office operations and procedures timely and efficientlyAct as the Executive Assistant to the Director by providing support in planning and preparing for meetings; making travel arrangements; and managing his diary.Contribute to research projects, proposals and engagements by supporting the day-to-day activities of engagement team so that client work is delivered on time.Design and maintain effective office administrative systems such as filing and records managementRecord office expenditure and manage the office budgetTo review and approve office supplies requisitionsEnsure that the office is properly maintained and arrange for repairs where necessaryOrganise internal meetings and meetings with clients through conducting relevant research, preparing the agenda and taking minutes appropriatelyResponding to client enquiries and complaintsSupervise all administrative staffPrefer candidates with at least 2-5 years' experience working in a professional services firm, preferably a top-tier management consulting firm. A Bachelor's degree is desirable however, a demonstrated strong academic performance and professional drive is essential. Strong written and verbal communication skillsExcellent interpersonal and organizational skillsGood research skillsGood leadership attributes which influences clients, team members and key stakeholders.Ability to be assertive and decisive in arriving at sound business decisionsResults driven and achievement orientedClient Service OrientationMust be highly motivated and work well both independently and in a team environment to achieve team goals.Proficiency in Microsoft office applications and comfortable using technology

Shelter Afrique Administrative Assistant Job in Nairobi Kenya

Shelter Afrique is a regional Housing Finance Institution established by African governments and the African Development Bank dedicated to investment in housing and urban development in African countries. The current shareholding comprises 44 African countries, the African Development Bank and the African Re-Insurance Corporation. The institution, with its headquarters in Nairobi, Kenya, invites applications from suitably qualified individuals who are nationals of its member countries to fill the following vacant position:
The Job: Administrative Assistant Responsible to the Director Finance for providing effective secretarial support and performing routine clerical and administrative functions such as drafting letters and reports, drafting correspondence, scheduling appointments, organizing and maintaining files, retrieving documents as well as synchronizing and updating the office diary.Bachelors Degree in Office/ Business Administration, Secrétariat studies or other related studies plus three (3) years relevant experience gained in providing support to top executives and senior management.Fluency in English and French is preferred.Exposure working on an ERP environment preferably Oracle.

FKE HR & Admin, Legal Assistant, Administrative Assistant Jobs in Kenya

The Federation of Kenya Employers (FKE) is the national umbrella organization for employers in Kenya and its key mandate is to promote the interests of employers. FKE seeks to ensure that national labour and social policy provides an environment favourable to enterprise sustainability and job creation.
Manager- Human Resources and Administration
Reporting to the Chief Manager-Finance and Operations, the successful candidate will manage and coordinate HR and Administration activities in the Federation. This position is responsible for interpreting applying the HR policies on a daily basis and advising senior management, in addition to talent, performance, employee motivation and separation management.Develop, formulate and implement HR strategies and initiatives.Review, develop and administer HR and administration policies and procedures.Implement the performance management system and propose competitive remuneration policies.Provide sound HR advice to management and manage and support the staff welfare function.Take proper custody of HR records and manage all HR related statutory compliance requirements.Oversee the Administration and Procurement functions.MBA in HR Management or first degree in Social Sciences and a Post-graduate Diploma in HR.Minimum of 8 years experience in senior management position ¡n HR and Administration.Proficiency in Ms Office Suite of Packages and experience in working with HRMIS.Strategic Human Resource Planning skillsOrganizational restructuring and change management skillsJob Analysis and competency profiling.Planning, organization, and analytical skills.
This position will be the Personal Assistant to the Executive Director, performing a wide range of administrative, legal, office support and board related duties.Draft board meetings agenda for approval and communicate with board members.Collect board papers, memos and support documents from staff and review them before approval by the Executive Director.Prepare all board documents/files and take and prepare minutes during board meetings.Review legal matters concerning FKE and coordinate the appointment of law firms for FKE.Prepare position papers and speeches for various events, press conferences and advocacy initiatives.Provide support ¡n International Relations and act as liaison with regional and international partners.LLB Degree, CPS(K) and an Advocate of the High Court.Five years experience handling court matters.Strong computer skills and knowledge of relevant software.Communication skills in English and French.Planning, organization, and analytical skills.Administrative Assistant -Western Kenya
Based in Kisumu and reporting to the Regional Manager-Western, this position will provide professional support and assistance to the Regional Manager by coordinating day to day office activities with members of the Western Kenya Region to facilitate the efficient operation of the regional office.Perform general administrative and secretarial duties.Handle requests for information and data and resolve administrative problems and inquiries.Prepare written responses to routine enquiries.Prepare and maintain documents including correspondences, reports, drafts, memos and emails.Schedule appointments and coordinate meetings including recording and distributing minutes.KCSE mean grade C, and a Diploma in Business Management and Secretarial studies.A minimum of 5 years experience in a busy office.Strong computer skills and knowledge of clerical and administrative procedures and systems.Knowledge of operating of standard office equipment.Ability to operate standard office equipment and knowledge of principles and practices of basic office management.Excellent communication, planning and organization skills.Interested and qualified individuals should forward their applications enclosing detailed curriculum vitae, current salary copies of certificates and testimonials and three references the following email address: recruitment@fke-kenya.org so as to reach the undersigned not later than June 25th, 2013. Only successful candidates will be contacted.
The Executive Director,
Federation of Kenya Employers,
P O BOX 483II —00100,
Nairobi, Kenya.

International Finance Corporation Provision of Administrative Support Services Request for Expressions of Interest

Request for Expressions of Interest
 Provision of Administrative Support Services
The International Finance Corporation, a member of The World Bank Group requests Expressions of Interest (REI 13-0893) to pre-qualify firms to provide Administrative Support Services for its Nairobi, Kenya Country Office.
Firms must have continuously been engaged in providing Administrative Support services to Corporate organizations in Kenya for the past 3 years, having performed at least two similar contracts;Firms must have generated annual Turnover/Revenue equivalent to United States Dollars Two Hundred Thousand only (US$ 200,000) in the last two financial years.The REI can be collected in person from the IFC Office in Nairobi by contacting Ms. Elizabeth Annet Mutesi, International Finance Corporation, Commercial Bank of Africa (CBA) Building, Mara/ Ragati Road, Upper Hill, Nairobi, Tel: 254-20-2759643 or by sending an email to EMutesi@ifc.org, referencing the Solicitation Number REI 13-0893 and providing the following information - Company Name, Contact Person, Physical & Postal Address, Telephone Number and Contact’s Email address.
Requests for a copy of the REI must be made latest by Monday June 24, 2013 before 4.00 PM Nairobi local time.
Last date for submission of the REI is Wednesday July 3, 2013, 4.00 PM Nairobi local time.

Finance and Administration Manager, Administrative and Operations Executive Jobs in Kenya

Finance and Administration Manager

Our client in the branding and advertising industry is looking for a Finance and Administration Manager.   

Job Summary:  

The position reports to the Managing Director and is responsible for ensuring that the organisation’s financial resources are prudently managed.  The position reports to the Managing Director and supervises the Accountant and Administration staff.

Duties & Responsibilities

Sound financial management - Responsible for the overall good maintenance of accounting books and systems. Ensure compliance with organizational financial policies as well as statutory financial requirements. Prepare monthly and annual financial reports. Custodian of financial policies and procedures. Responsible for payables and receivables.Cash-flow management - In consultation with the Managing Director, maintain and operate bank accounts of the organization. Manage Cash flow. Prepare bank reconciliation statements to keep track of balances.Budgets & financial forecast - In consultation with the Managing Director and heads of departments, prepare financial forecasts including Annual budget for the organization Administration & logistics - Responsible for the design of procurement policies and procedures as well as their enforcement. Manage and develop a team - Inspire the team to increase productivitySound financial management skillsStrong leadership & managerial skillsStrong sense of judgmentReliability and integrityHigh sense of initiative and creativityTimeliness, good time managementAbility to work under pressureExcellent Communication skillsInitiative and self motivationPlanning, scheduling and organization skillsA Bachelor of Commerce degree with CPA III or equivalentAt least 3 years’ experience managing FinancesInterested candidates who meet the minimum requirements should send a CV and Application Letter to jobs@fanisi.net by 12th June 2013. Only shortlisted candidates will be contacted.
Administrative and Operations Executive

Our client in the branding and advertising industry is looking for an Administrative and Operations Executive. 

The position reports to the Managing Director and is responsible for providing operational and administrative services to the team.

Responsibilities

Provide operational and administrative support to the teamTraffic Management – ensure jobs are Client Service – manage client calls and requests received via telephoneOffer administrative support to Managing DirectorManage office records and documentation of filesManage the front office – attending to visitors and directing them as appropriateManage the directors’ diaryLiaise with suppliers in terms of their payments as directed by FinanceOrganisation and planning skillsAbility to work well with people – people skillsDetail orientedMust enjoy administration and operationsExcellent written and oral communication skillsStrong Customer FocusA good understanding of office managementAble to work under pressure and juggle multiple tasksA Diploma or Degree in Business Management or related fieldRelevant experience – 2 yearsInterested candidates should send a CV and Application Letter to jobs@fanisi.net by 12th June 2013. Only successful candidates will be contacted.