Job Title: Administrative Assistant
Number of Positions Open: 1
Location: Kenya
Job Code: AA/CC
Closing Date: Open Until Filled
Summary
As the region’s specialists in head hunting and assessments, our client is a natural partner for business wishing to expand and develop their management capacities.
As well as its recruitment services, our clients’ partnerships with global assessment systems providers enable far-sighted companies to carry out sophisticated evaluations of their potential and existing managers, with a view to gauging individual competencies, identifying training needs, and realising their true management potential.
Primary Responsibilities
Front Office
- Attending to visitors accordingly and answering routine queries regarding our client.
- Answering and screening all telephone calls and directing them to the right person where necessary.
- Making telephone calls as required.
- Timely and accurate typing of all types of correspondence
- Welcoming visitors and ensuring they are served drinks and directed appropriately.
- Taking phone messages, listing name and contacts and what the call was concerning and forwarding the same to the relevant member of staff.
Administration
- Managing incoming and outgoing mail with (In Time).
- Managing External courier Service (DHL and SKYNET) by following up with the relevant people involved and also tracking.
- Manage all administrative functions accommodation, travel by Managers.
- Keeping an up to date diary of internal and external appointments; including interviews and assessments.
- Respond to or reroute all emails to the right person and follow up if there is any action required.
- Organizing all company functions presentation equipment when required.
- Maintain a filing system on office records and files on different subjects.
- Office machines (printers, fax, scanner, AC) – ensuring they are in good working order at all times and organizing servicing as required.
- Liaising with key suppliers such as Access Kenya, LG, Printer servicing etc to ensure service provision is uninterrupted.
- Monitoring usage of office sundries i.e. Kitchen.
- Managing office Client List and coordinating during Functions.
- Processing and organizing office licenses.
- Supervising office cleaning.
- Management of staff leave form.
- Delegating tasks to the driver, messenger and cleaning staff.
Accounts
- Maintaining office petty cash float.
- Purchasing of office requirements. (Stationery, sugar, tea, coffee, cleaning materials, etc).
- Processing NHIF, NSSF and Pension, payments.
- Collections - following up on payments the accountant has difficulties and ensuring they are paid.
- VAT & withholding tax certificates – following up to ensure all have been collected and filed appropriately.
- Following up on account queries with both suppliers and clients.
- Tracking status of essential bills to ensure prompt payment.
- Ensuring prompt payment of Career Guidance candidates.
- Ensuring prompt collection of all cheques.
Assessment Support
- Binding all documents as required.
- Preparing training files accurately and organizing stationary equipment for trainings.
Morrisby
- Setting up assessments, including time and venue for Morrisby Profile.
- Responding to individual requests for career guidance testing and sending out questionnaires on the same. Organizing feedback sessions.
- Coordinating with relevant schools VGS tests.
