Brites Management Admin Assistant - Ruiru Jobs in Kenya

Brites Management Admin Assistant - Ruiru Jobs in Kenya

Duties and Responsibilities

  • Knowledge of office management systems and procedures

  • Proficiency in MS Office

  • Strong organization and interpersonal skills

  • Excellent verbal and written communications skills including command of the English language

  • Must be independent and be able to work proactively

  • Basic accounting skills

  • Great attitude, open to learning, self-driven/starter and customer focus

  • Proficiency in Written and spoken English

  • Responsible for providing administrative and logistical support to conferences, workshops and meetings. Makes relevant hotel reservations,

  • Responsible for ensuring strict adherence to set policies under the overall finance and administration guidelines for the office.

  • Develop and maintain administration systems, Maintain and coordinate Office documentation and information with confidentiality for orderly and easy access to documents/filing system in readiness for external and internal audit requirement.

  • Coordinate Satellite office vehicle(s) ensure that vehicles are periodically scheduled for maintenance and always have valid insurance cover.

  • Responsible for coordinating travel for office staff, volunteers and visitors by making relevant travel arrangements.

  • Responsible for ensuring that Plan travel policies and procedures are well understood and followed at Office.

  • Oversee provision of cleaning services, ensuring proper maintenance and cleanliness of the offices.

  • Coordinate all procurement activities for Office and ensure compliance to policies guidelines and regulations.

  • Produce timely and accurate logistics reporting to the Integrated Senior Project Coordinator. Oversee the office stores management, asset/inventory control.

  • Maintain an updated office asset register including safe custody of all organizations’ assets, maintaining their purchase contracts, ownership documents after sale service contracts and undertaking periodical physical stock takes.

  • Ensure transparency and integrity in the procurement processes in line with Plan policies and guidelines;

  • Receive, review procurement requests and source using appropriate procurement method.

  • Analyze bids and
    recommend selected vendor for approval;

  • Prepare and facilitate issuance of approved LPOs to vendors and follow ups to ensure quality delivery of goods and/or services.

  • Liaise with the requesters to ensure goods and services requested are received on time and the necessary documentation satisfactorily done (goods received notes/invoices etc.);

  • Process payment as applicable and ensure documentation is submitted to Finance in a timely manner

  • Keep proper and an up to date filing system for all procurement documents;

  • Update and share the weekly procurement tracker

    Key Requirements Skills, experience and qualification

  • Bachelor’s degree in business or public administration, procurement and logistics, supply chain management or another related field.

  • 1-year relevant experience in administration, logistics, procurement, or HR preferably in a similar position in an NGO.

  • Excellent interpersonal skills, flexible and team player

  • Good team management and supervisory skills

  • Excellent office management skills

  • IT/computer skills

  • Knowledge of filing and general record keeping

  • Pro-active and excellent time management skills

  • Ability to work accurately and pay attention to detail

  • Telephone operation skills

  • Hands on experience and skills in an Enterprise Resource Planning e.g. SAP

    How to Apply

    If you meet the above qualifications, skills and experience send CV urgently to quoting the job title as the subject line on your email

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