Office Administrator at AfriCert

JOB SPECIFICATION:

• Provide general office support services and schedule appointments, follow up on action deadlines, draft routine correspondence and assist in the preparation of documentation for distribution to various offices
• Process and follow up on administrative arrangements and forms related top the official travel and process travel insurance documents
• Maintain up to date electronic and manual filing system for all correspondence, company internal and external communication
• If deemed necessary, participating in any special company events, planning and preparation along with contacting and managing clients
• Carrying out tasks such as screening, logging and prioritizing incoming mails, emailing, telephone messages and appointments
• Maintain a database with all the clients and suppliers, process applications for certification and ensure all files are updated
• Reception duties: receive clients and refer them to appropriate staff members, answer designated company phone calls, route calls and take messages
• Communicating with management and co workers by telephone, in written form , email or in person with regards to the staff calendar. This includes coordinating travel accommodation for staff going for assignments from time to time
• Being the custodian of fixed asset registers for all units, ensuring that they are updated at all times with the necessary information
• Incharge of the tea girl, messenger and company driver(s)

DO YOU POSSESS THE FOLLOWING:

• A minimum of a Bachelor’s Degree in a Business Management or Business Administration or a related field from a reputable academic institution,
• A minimum of 4 years pointed working experience in a similar position in a busy office environment with special emphasis on a multinational working environment.
• Experience in planning of logistics for staff across all cadres in the company’s organizational structure.
• Good command of English and Kiswahili languages, proficiency in French will be an added advantage
• Experience in basic book keeping, marketing and customer care and service.

SPECIAL ATTRIBUTES

• Self Driven
• Attentive to detail
• Good listener
• Good decision making skills
• Well-groomed and smart
• Confidentiality

KEY PERFORMANCE INDICATORS

• Good planning skills
• Good Communication skills
• Customer service relations
• Ability to meet set timelines
• Supervisory skills
• Good interpersonal and intrapersonal skills