Job Description
ADMINISTRATION ASSISTANT, Ref. AdminA-002/2022
Department: Human Resource and Administration
Reporting To: HR and Administration Manager
Job Summary:
To support the HR and Administration Manager and Executive Office and provide administrative support to the Institute
KEY DUTIES AND RESPONSIBILITIES
- Assist in coordination of general administrative services and office procedures.
- Produce and distribute correspondence memos, letters and forms.
- Organize and coordinate schedule of meetings and appointments, manage the Institute’s diary’s
- Assist in employee relations and welfare initiatives
- Assist in implementing the human resource policies and procedures aimed at enhancing workplace relations
- Assist in ensuring compliance with Workplace safety, Labour Laws and related statutory requirements
- Reply to official email enquiries.
- Take accurate minutes of meetings.
- Ensure clean and organised office areas, including safety
- Perform a variety of other office tasks, such as printing, scanning, copying
- Coordinate all office repairs and office maintenance
- Maintain contact lists
- Assist in the preparation of regularly scheduled reports.
- Overseeing the junior admin staff.
- Maintaining organized file systems for the Institute.
- assist in coordinating of outsourced services including but not limited to messenger, cleaning and tea services.
- Undertaking any other office administrative services duties that may be assigned
QUALIFICATION AND KNOWLEDGE
- Diploma in Business Management/Administration/Human Resource
- Proficient in MS Office
- Knowledge of office management systems and procedures
EXPERIENCE
- Two (2) years of relevant working experience in a comparable reputable organization
SKILLS/COMPETENCE
- Handle sensitive information in a confidential manner.
- Ensuring security, integrity and confidentiality of data; and
- Excellent time management skills and ability to multi-task and prioritize work
- Attention to detail and problem solving skills
- Excellent written and verbal communication skills
- Strong organizational and planning skills
In addition to the professional qualifications, successful candidates will be required to meet the expectations of Chapter 6 on Leadership and Integrity and possess;
- Valid certificate of Good conduct
- Clearance certificate from the Ethics and Anti-Corruption Commission
- Certificate of compliance from the Higher Education Loans Board (HELB)
- A valid Kenya Revenue Authority (KRA) Tax Compliance clearance
- A valid certificate of clearance from the Credit Reference Bureau
- A relevant identification document
- Valid Membership Certificate from relevant Professional body