Administration Assistant at NTT Ltd

  • Full Time
  • Nairobi


Position: Administrative Support

Are you eager to be a part of our team? As an Administrative Support member, you’ll be taking instructions from one or more senior managers within a functional team, operating in an environment with low complexity. Depending on the team you support, you may require a certain level of specialization, such as legal or risk expertise.

Primary Responsibilities:

Your main role will involve providing general administrative and secretarial support to one or more senior managers within a functional team. This support is vital for specific projects, as well as for coordinating and implementing office procedures. Some of your key responsibilities will include:

  • Offering administrative and clerical support to ease the workload of department managers or staff, which includes handling administrative tasks like message coordination, appointment scheduling, managing office supplies, and mail.
  • Conducting research, compiling information, and proofreading word processing assignments.
  • Operating office equipment with automation features.
  • Possibly being assigned to various functional areas within the company.

Working at NTT:

Key Roles and Responsibilities:

  • Managing and coordinating electronic diaries, scheduling commitments, and optimizing manager’s time efficiency. This may also involve handling travel arrangements for both domestic and international trips.
  • Recording, producing, and distributing minutes of management meetings and ensuring that outstanding items are followed up on.
  • Preparing meeting agendas and organizing meeting logistics and facilities as needed.
  • Drafting letters, correspondence, and reports, and ensuring distribution to the relevant internal stakeholders.
  • Managing both physical and electronic files and records and maintaining an effective filing system.
  • Ensuring smooth information flow to internal and external stakeholders.
  • Monitoring and maintaining office supply inventory and procuring additional supplies when necessary.
  • Preparing, completing, and distributing relevant management reports.
  • Creating presentations, spreadsheets, and databases as required.
  • Processing incoming and outgoing mail and facsimiles, sorting, and distributing them to the relevant individuals.
  • Answering and screening telephone calls, addressing queries, and escalating complex issues to the appropriate individuals.

Knowledge, Skills, and Attributes:

  • Strong verbal and written communication skills.
  • Effective interpersonal skills.
  • Ability to thrive under pressure and maintain exceptional organizational skills.
  • Demonstrated positive attitude.
  • Keen attention to detail.
  • Integrity is a key value.

Academic Qualifications and Certifications:

  • High School Certification

Required Experience:

  • Entry-level working experience.
  • Demonstrable work experience in a related environment.

What Makes You a Great Fit for the Role:

  • You possess a substantial understanding of the job and can use your skills and knowledge to complete a wide range of tasks.
  • You are capable of handling moderately difficult work and can exercise judgment to solve issues or make recommendations.
  • You don’t require constant daily instructions and can work independently with only general guidance on new tasks.
  • You typically have a demonstrable level of related experience.

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