Administrative Assistant Job. AESA – Career Point Kenya

Administrative Assistant Jobs, Receptionist Jobs, AESA Jobs

Job Description

The Administrative assistant should perform a wide range of administrative and office support activities for the company and/or managers and supervisors to facilitate the efficient operation of the organization.

Responsibilities

• Support all the staff in the day to day activities upon request and as may be needed;
• Maintaining safe and clean reception area by complying with procedures, rules, and regulations;
• General clerical duties including photocopying, reports & documents binding, fax and mailing;
• Maintain electronic and hard copy filing system and retrieve documents from filing system when required;
• Answer, screen and transfer inbound phone calls as well as receive and direct visitors and clients appropriately;
• Handle requests for information and data;
• Creates and revises systems and procedures by analyzing operating practices, recordkeeping systems, forms control, office layout, and budgetary and personnel requirements; implementing changes;
• Searching for suitable experts, Participation to selection of experts, contacting and checking the availability and interest of the experts found for the specific mission plus organizing for interviews of selected experts and Maintain database of experts’ CVs through constant updating;
• Resolve administrative problems and inquiries and prepare written responses to routine enquiries;
• Prepare and modify documents including correspondence, reports, drafts, memos and emails;
• Coordinate, prepare & schedule agendas for meetings, appointments and travel arrangements for managers or supervisors and record, compile, transcribe and distribute minutes of meetings;
• Resolves administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions;
• Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques;
• Open, sort and distribute incoming correspondence;
• Reports Editing and quality control;
• Contributes to team effort by accomplishing related results as needed;
• Any other duty as may be assigned by the managers.

Qualifications

• Proven experience as front desk representative, agent or relevant position;
• Familiarity with office machines (e.g. printer, binder etc.);
• Knowledge of clerical and administrative procedures and systems such as filing and record keeping;
• Excellent computer skills and knowledge of MS-Office suite with proficiency in Word and Ms. Excel;
• Strong communication and people skills;
• Good organizational and multi-tasking abilities;
• Problem-solving skills;
• Customer service orientation;
• Proficient in English (oral and written); Any other language (French, Spanish, Portuguese is an asset).

How To Apply

If interested, please send your CV at the following contact: [email protected]

NB: ONLY SHORTLISTED CANDIDATES WILL BE CONTACTED.

VALID THROUGH: 04/24/2019
LOCATION: Nairobi, Kenya