Office Administrator at AfriCert

Job Description:

Role Overview:

This position involves providing comprehensive office support services, scheduling appointments, managing action deadlines, composing routine correspondence, and aiding in the preparation of documents for distribution to various departments. Administrative tasks related to official travel and travel insurance documentation are also a part of the role. The incumbent will be responsible for maintaining both electronic and manual filing systems for all correspondence and company communications. Additionally, participation in company events, client management, and reception duties are included in this role.

Key Responsibilities:

• Offer general office support services, including appointment scheduling and action deadline follow-up.
• Draft routine correspondence and assist in document preparation for distribution.
• Handle administrative arrangements and forms for official travel, including processing travel insurance documents.
• Maintain an updated filing system for all correspondence, internal/external communication, and documentation.
• Participate in special company events, planning, client management, and preparation.
• Screen, prioritize, and log incoming correspondence, emails, telephone messages, and appointments.
• Maintain an organized database of clients and suppliers, processing certification applications and ensuring file updates.
• Manage reception duties, greeting clients, directing them to appropriate staff, answering calls, and taking messages.
• Communicate with management and colleagues through various channels regarding staff calendar and travel coordination.
• Manage fixed asset registers for all units, ensuring consistent updates with necessary information.
• Oversee roles of the tea girl, messenger, and company driver(s).

Qualifications:

• Bachelor’s Degree in Business Management, Business Administration, or a related field from a reputable institution.
• Minimum of 4 years of experience in a similar position within a busy office environment, preferably in a multinational setting.
• Experience in logistics planning for staff across different organizational levels.
• Proficiency in English and Kiswahili; French proficiency is a plus.
• Familiarity with basic bookkeeping, marketing, customer care, and service.

Desired Traits:

• Self-motivated and proactive.
• Detail-oriented.
• Effective listener.
• Strong decision-making abilities.
• Professional appearance and demeanor.
• Ability to maintain confidentiality.

Performance Metrics:

• Efficient planning skills.
• Clear communication abilities.
• Strong customer service orientation.
• Consistent adherence to deadlines.
• Supervisory proficiency.
• Strong interpersonal and intrapersonal skills.

Application Process:

If you meet the specified requirements and understand the role profile, please send your curriculum vitae and application letter to info@africertlimited.co.ke by 17:00hrs EAT on September 5th, 2023. This position is exclusively open to Kenyan citizens.