Administration Officer Jobs in Nairobi, Kenya

Administration Officer Jobs in Nairobi, Kenya


  • We are seeking an individual who is dynamic and passionate about delivering results to join our HR & Administration team.

    Job Summary

  • Responsible for planning, organizing and supervising all administrative activities that facilitate smooth running of business operations for head office and all branch offices (including affiliate companies).

    Duties & Responsibilities

  • Manage the reception desk, welcome guests quickly and courteously on arrival at the reception desk and to advise the hosts as soon as guests arrive,

  • To operate Reception Switchboard / telephone in a professional manner, taking messages and dealing with all telephone queries as necessary

  • Keeping a daily check on the mails that are sent to the office along with answering them or directing them to the concerned persons and take messages/bookings and pass on relevant information

  • Parcel management including receiving, recording and dispatching of all parcels and keep accurate records,

  • Organizing events and meetings, coordinating travel and accommodation, visas, ticketing as instructed and within the company policy, for both internal and external people as required,

  • Performing clerical duties as and when instructed including filling, binding and copying of documents as instructed,

  • Record office expenditure and manage the administration budget/petty cash including all branch offices,

  • Ensure that all administration supplier bills are prepared by the 10th of every month and follow up on payment for the same,

  • Ensure that the office is properly maintained or kept clean and arrange for repairs where necessary,

  • Oversee the cleaning and inspection of the offices,

  • Oversee proper maintenance, storage and security of assets and records to ensure integrity of data and information,

  • License management for the head office and branch offices. Ensure statutory and regulatory compliance of HQ and all branch offices. Copies of all licenses to be kept for reference purposes,

  • Ensuring efficient administration services/support to all departments and branch offices,

  • Compose, type, and distribute meeting notes and other materials as and when directed,
    Offer support to all departments
    in their processes,

  • Coordinate all administration activities for HQ and all branch offices. This include but are not limited to provision of stationary, petty cash etc.,

  • Assist the Finance department in posting branch petty cash expenses to the ERP system,
    Prepare and present the monthly administration report,

  • Manage the procurement function for HQ and branches in a cost effective and timely manner,
    Manage all outsourced IT Companies and ensure service delivery is as per our requirements,
    Ensure servicing of printers and machines is
  • done as and when required,

  • Manage the ISO 9001 function of Procurement and Information Technology (IT),

  • Perform any other duties assigned by the Management from time to time.

    Person Specification

  • Diploma in Business Management/Administration or any other related field.

  • MS Office qualification

  • ISO 9001: 2015 knowledge

  • 5 years progressive work experience in administration or office management.

    The candidate will be expected to

  • Perform a variety of duties often changing from one task to another of a different nature without loss of efficiency or composure,
    Accept responsibility for and in teams,

  • Relate to others in a manner that creates a sense of teamwork and cooperation,

  • Maintain effective communication with colleagues, both junior and senior,

  • Respond appropriately to environmental and safety hazards and function effectively in emergency situations,

  • Utilize company systems effectively to ensure economical use of equipment and supply
    Be creative and innovative in minimizing costs,

    How to Apply

  • Candidates who meet the requirements should apply for the position through recruitment2hnsm@gmail.com

  • ONLY QUALIFIED CANDIDATES WILL BE CONTACTED.

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