The Administration Officer services as the Personal Assistant to the Executive Director.
He/ She is also primarily responsible for providing effective and efficient administrative services including office administration, programme administrative support, human resource administration and IT.
The ideal candidate will be have prior experience supporting senior management or executive level teams, be a highly organised individual, have strong planning skills and possess excellent communication (verbal and written) and interpersonal skills.
Key responsibilities will include:
Office administration
Creating, modifying and managing all administration files in the office. Implement a proper, current and relevant record management system
Updating, disseminating, managing the office calendar both the hard and soft version
Supplier procurement and correspondence. Working with program staff to make sure office orders and deliveries are made on time
Stationery management and administration
Petty cash custody and administration
Manage office physical space – layout, repairs, and maintenance. Key custodian of office keys
Coordinate all office meetings (management, program and administration) and ensure proper records of meetings including minutes are obtained and kept centrally.
Attend official conferences and meetings where required
Manage the office admin mail and server
Manage key correspondences and relating them the key staff/departments, follow ups and recording of correspondences
Report on performance by producing monthly administration reports.
Respond to external inquiries and complaints
Typing and proof checking office documents and reports
Organise and liaise for all meetings, workshops and retreats
Manage and maintain assets register in close communication with Finance and Administration Manager
PA to the Executive Director
Produce documents, briefing papers, reports and presentations as may be required.
Manage director’s travel, meetings and appointments. Coordinate and ensure orderly timely succession and administration of meetings
Manage Director’s diary and contacts database. Screen telephone calls and inquiries and handling them as appropriate
Deal with correspondences, writing letters and taking dictations and minutes and records for the same
Execution of the Director’s instructions on personal matters
Create and manage all files relating to Director’s matters including correspondence file, personal file, salary deductions files, reports and meetings file etc.
Board communications
Provide support to ED in ensuring regular and effective communications with Board of Directors
Support ED and F&A Manager in timely organisation of Board meetings and annual members’ meetings
Maintain up-to date and accurate records and files of board meetings
Support F& A manager and ED in timely communications with Company Secretaries to ensure compliance with statutory requirements
Programme administrative support
Ensure timely correspondence between donors and programme staff through reminders and follow ups
Ensure programme files are fully updated through close working with relevant programme staff
Ensure supplies and request for programs are quickly attended to and provided
Maintain a program correspondence file
Attend programme meetings where required
Familiarise self with key programme documents, strategic plans
Identify opportunity for proposals
Type reports where required
Take overall lead in standardising and maintenance of office filing and documentation system
Human resource administration
Manage the personnel files
Work with relevant officers to prepare and update staff and consultant contracts
Initiate early staff appraisal process and maintain the staff appraisal documents
Manage staff leave days and files
Manage and monitor staff in/out times
Provide administrative support to staff recruitment including ToR development, and assessments, induction and orientations, secure and confidential management of all staff files and documentation
Manage and maintain interviews records
Manage and maintain CV databases – both soft and hard copies
Promote staff development and training by identifying training opportunities and recommending to management
Liaise with pension and medical providers in a timely manner to ensure all staff medial and pension issues are kept up to date
Information Technology
Liaise with the relevant ICT providers to ensure ICT administration is effectively carried out
Website uploading and downloading
Network administration and troubleshooting
Ensure effective management and maintenance of all assets
How to Apply
If you meet the minimum requirements for this position send us your application to the address below by close of business Monday 9 June 2014.
Your application will include a cover letter, detailed and up to date CV with your contact details, details of current and expected remuneration and the names and contacts of three professional referees.
Adept Systems
Management Consultants
P O Box 6416,
Nairobi, GPO 00100
Email: recruit@adeptsystems.co.ke
Please note that we do not charge fees for receiving or processing job applications
Only shortlisted candidates will be contacted.
He/ She is also primarily responsible for providing effective and efficient administrative services including office administration, programme administrative support, human resource administration and IT.
The ideal candidate will be have prior experience supporting senior management or executive level teams, be a highly organised individual, have strong planning skills and possess excellent communication (verbal and written) and interpersonal skills.
Key responsibilities will include:
Office administration
Creating, modifying and managing all administration files in the office. Implement a proper, current and relevant record management system
Updating, disseminating, managing the office calendar both the hard and soft version
Supplier procurement and correspondence. Working with program staff to make sure office orders and deliveries are made on time
Stationery management and administration
Petty cash custody and administration
Manage office physical space – layout, repairs, and maintenance. Key custodian of office keys
Coordinate all office meetings (management, program and administration) and ensure proper records of meetings including minutes are obtained and kept centrally.
Attend official conferences and meetings where required
Manage the office admin mail and server
Manage key correspondences and relating them the key staff/departments, follow ups and recording of correspondences
Report on performance by producing monthly administration reports.
Respond to external inquiries and complaints
Typing and proof checking office documents and reports
Organise and liaise for all meetings, workshops and retreats
Manage and maintain assets register in close communication with Finance and Administration Manager
PA to the Executive Director
Produce documents, briefing papers, reports and presentations as may be required.
Manage director’s travel, meetings and appointments. Coordinate and ensure orderly timely succession and administration of meetings
Manage Director’s diary and contacts database. Screen telephone calls and inquiries and handling them as appropriate
Deal with correspondences, writing letters and taking dictations and minutes and records for the same
Execution of the Director’s instructions on personal matters
Create and manage all files relating to Director’s matters including correspondence file, personal file, salary deductions files, reports and meetings file etc.
Board communications
Provide support to ED in ensuring regular and effective communications with Board of Directors
Support ED and F&A Manager in timely organisation of Board meetings and annual members’ meetings
Maintain up-to date and accurate records and files of board meetings
Support F& A manager and ED in timely communications with Company Secretaries to ensure compliance with statutory requirements
Programme administrative support
Ensure timely correspondence between donors and programme staff through reminders and follow ups
Ensure programme files are fully updated through close working with relevant programme staff
Ensure supplies and request for programs are quickly attended to and provided
Maintain a program correspondence file
Attend programme meetings where required
Familiarise self with key programme documents, strategic plans
Identify opportunity for proposals
Type reports where required
Take overall lead in standardising and maintenance of office filing and documentation system
Human resource administration
Manage the personnel files
Work with relevant officers to prepare and update staff and consultant contracts
Initiate early staff appraisal process and maintain the staff appraisal documents
Manage staff leave days and files
Manage and monitor staff in/out times
Provide administrative support to staff recruitment including ToR development, and assessments, induction and orientations, secure and confidential management of all staff files and documentation
Manage and maintain interviews records
Manage and maintain CV databases – both soft and hard copies
Promote staff development and training by identifying training opportunities and recommending to management
Liaise with pension and medical providers in a timely manner to ensure all staff medial and pension issues are kept up to date
Information Technology
Liaise with the relevant ICT providers to ensure ICT administration is effectively carried out
Website uploading and downloading
Network administration and troubleshooting
Ensure effective management and maintenance of all assets
How to Apply
If you meet the minimum requirements for this position send us your application to the address below by close of business Monday 9 June 2014.
Your application will include a cover letter, detailed and up to date CV with your contact details, details of current and expected remuneration and the names and contacts of three professional referees.
Adept Systems
Management Consultants
P O Box 6416,
Nairobi, GPO 00100
Email: recruit@adeptsystems.co.ke
Please note that we do not charge fees for receiving or processing job applications
Only shortlisted candidates will be contacted.
