Job Title: Administrative AssistantNumber of Positions Open: 1
Location: Kenya
Job Code: AA/CC
Closing Date: Open Until Filled
Summary
As the region’s specialists in head hunting and assessments, our client is a natural partner for business wishing to expand and develop their management capacities.
As well as its recruitment services, our clients’ partnerships with global assessment systems providers enable far-sighted companies to carry out sophisticated evaluations of their potential and existing managers, with a view to gauging individual competencies, identifying training needs, and realising their true management potential.
Primary Responsibilities
Front Office
• Attending to visitors accordingly and answering routine queries regarding our client.
• Answering and screening all telephone calls and directing them to the right person where necessary.
• Making telephone calls as required.
• Timely and accurate typing of all types of correspondence
• Welcoming visitors and ensuring they are served drinks and directed appropriately.
• Taking phone messages, listing name and contacts and what the call was concerning and forwarding the same to the relevant member of staff.
Administration
• Managing incoming and outgoing mail with (In Time).
• Managing External courier Service (DHL and SKYNET) by following up with the relevant people involved and also tracking.
• Manage all administrative functions accommodation, travel by Managers.
• Keeping an up to date diary of internal and external appointments; including interviews and assessments.
• Respond to or reroute all emails to the right person and follow up if there is any action required.
• Organizing all company functions presentation equipment when required.
• Maintain a filing system on office records and files on different subjects.
• Office machines (printers, fax, scanner, AC) – ensuring they are in good working order at all times and organizing servicing as required.
• Liaising with key suppliers such as Access Kenya, LG, Printer servicing etc to ensure service provision is uninterrupted.
• Monitoring usage of office sundries i.e. Kitchen.
• Managing office Client List and coordinating during Functions.
• Processing and organizing office licenses.
• Supervising office cleaning.
• Management of staff leave form.
• Delegating tasks to the driver, messenger and cleaning staff.
Accounts
• Maintaining office petty cash float.
• Purchasing of office requirements. (Stationery, sugar, tea, coffee, cleaning materials, etc).
• Processing NHIF, NSSF and Pension, payments.
• Collections – following up on payments the accountant has difficulties and ensuring they are paid.
• VAT & withholding tax certificates – following up to ensure all have been collected and filed appropriately.
• Following up on account queries with both suppliers and clients.
• Tracking status of essential bills to ensure prompt payment.
• Ensuring prompt payment of Career Guidance candidates.
• Ensuring prompt collection of all cheques.
Assessment Support
• Binding all documents as required.
• Preparing training files accurately and organizing stationary equipment for trainings.
Morrisby
• Setting up assessments, including time and venue for Morrisby Profile.
• Responding to individual requests for career guidance testing and sending out questionnaires on the same. Organizing feedback sessions.
• Coordinating with relevant schools VGS tests.
Hogan
• Administering online all (HPI) Hogan assessment and Candidate briefing and tracking on who requested
• Setting up and administering of the HBRI assessments.
• Sorting and ranking of Hogan reports, and dispatch to clients.
Skills and Qualifications
• Diploma. Bachelor’s degree preferred
• 3 years experience
• Proficient in Microsoft Office
How to Apply
Interested candidates holding the necessary requirements, good performance and / or references are encouraged to apply with detailed CVs, inclusive of names and contacts of 3 referees, current telephone number and email address by :
Sending CV’s to: info@personnelresource.com
Only short listed candidates will be contacted.
