Administrative Assistant Job Vacancy in Nairobi Kenya

May 16, 2011

Job Title: Administrative Assistant

Number of Positions Open: 1

Location: Kenya

Job Code: AA/CC

Closing Date: Open Until Filled


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.
  • 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.
  • 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.
  • 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.
  • 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:

Only short listed candidates will be contacted.

Please quote as the source of the job advert


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