Office Administrator Varian

Office Administrator Varian – Job Varian Kenya Job Details

About Us

At Varian, a Siemens Healthineers Company, we bring together the world’s best talent to realize our vision of a world without fear of cancer. Together, we work passionately to develop and deliver easy-to-use, efficient oncology solutions.

We are part of an incredible community of scientists, clinicians, developers, researchers, professionals, and skilled specialists pushing the boundaries of what’s possible, to improve people’s lives around the world. We embrace a culture of inclusivity in which the power and potential of every individual can be unleashed. We spark ideas that lead to positive impact and continued success.

If you want to be part of this important mission, we want to hear from you.

The Office Administrator will be responsible of all administrative and clerical duties within the organization, will arrange meetings and appointments, prepare important documents and update records. The Office Administrator provides analytical and specialized administrative support to relieve executive, administrative, and line and staff managers of complex details and advanced administrative duties.

This is an office-based role in Nairobi, Kenya.

Key Requirements

• Provide administrative support to executives, including email and phone correspondence, calendar management, and travel arrangements.
• Maintain a structured approach to handling emails and documents, ensuring quick access and systematic follow-up.
• Plan and coordinate all travel bookings (flights, accommodation, visas) and meetings for the Directors and department members for summits and global meetings.
• Establishes and maintains accurate records, filing, and follow-up systems in accordance with needs of the office.
• Coordinate schedules among executive team members and plan the logistics of each meeting.
• Plan and facilitate company-wide events or communications that upper management has created.
• Organize and plan all company outings and events.
• Perform other administrative tasks as needed.
• Manage IT related 3rd relations with vendors (quotes, contracts, invoices).
• Responsible for the office reception duties.
• Manage office supplies stock i.e., looking for suppliers, comparing quotes and finally placing orders.

Minimum Required Skills and Knowledge

• Minimum of 4 years’ experience in a similar role.
• Excellent fluency in English verbal, spoken and written is mandatory.
• Outstanding interpersonal skills & communication skills.
• Must be a self-motivated team player.
• Active listener, highly organized, multi-task oriented and works well in a changing environment.
• Computer literate with MS Windows and Office.
• Proficient in utilizing business tools such as: E-mail, Microsoft Word, Excel, Teams and PowerPoint.
• Creative, self-disciplined and capable of identifying and completing critical tasks independently and with a sense of urgency.
• Must understand team collaboration in a matrix environment and have effective networking/relationship building skills at all levels within and outside of the organization.
• Able to work independently, make decisions within the scope of this role and adhere to the corporate policies and procedures.
• Be a critical thinker with a clear communication style who is pro-active, logical, analytical and results oriented.
• Exceptional organizational abilities and problem-solving attitude.