Admin Assistant Jobs Resource Associates.

Administration Jobs in Kenya.
Resource Associates is a privately owned HR consultancy firm, which operates within Kenya since 2003.

We deal in providing holistic human capital solutions that add value to our clients’ people processes, through world class practices.

Administrative Assistant
The overall purpose of this position is to provide an efficient and responsive administrative,
organizational, and logistical service to the entire office and work closely with the Executive Director in helping her to manage and prioritize her time and contributing towards the timely delivery of her work assignments

General Accountabilities:
    Prepare invoice, memos,
    Office Reception duties; Act as first point of contact for all incoming queries via person, post, fax, email via individual or general office email accounts
    Electronic and paper filing of all documents in the office and maintenance of an open and clear filing system.
    Administration of team meetings and trainings provided and liaise with hotel venues, caterers, media, clients and other external parties to ensure events and trainings are well coordinated.
    Source suppliers and purchase office supplies, office equipment, branded stationery and other printing.
    Ensure all utility bills are paid on time so as to avoid any interruptions to business operations.
    Timely dispatch and collection of all payments, cheques, letters and other correspondence and recording of such items
    Organize & coordinate staff team buildings & other outdoor activities. Manage the (independent) staff welfare kitty as stipulated by members of the welfare.
    Ensure general cleanliness of office, security of office property and that repair works are carried out as and when needed

Additional Roles Include Managing and Maintaining Executive Director’s:
    Diary and email account.
    Filter emails, highlight urgent correspondence and print attachments.
    Ensure busy diary commitments, papers, and travel arrangements are managed effectively including producing a daily folder with diary, necessary papers, etc. and troubleshooting problems
    Conduct weekly diary meetings with the Executive Director to discuss upcoming engagements, invitations and other requests.
    Schedule on behalf of the ED meetings between her and her direct reports, clients, board members and the committees and groups to which she is a member.
    Coordinate travel and accommodation requirements in connection with others and ensure arrangements in place for the ED to match her requirements.
    Filter general information, queries, phone calls and invitations to the ED by redirecting or taking forward such contact as appropriate

Relationships:
    Executive Director
    Human Resource Consultants

Finance Officer

Skills:
    Excellent oral and communication skills
    Ability to prioritize and quickly reprioritize workload regularly
    Ability to foresee needs for planning purposes, and to follow-up for completion of activities
    Ability to interact courteously and effectively with volunteers, staff and public

Qualifications:
Academic
    A Diploma in Business Administration, or Certificate in Human Resource management will be required
    Must be proficient with the keyboard and IT applications and Customer care (this may be tested during the selection process).
    Expert level in the use of Outlook and database management
    Intermediate level in the use of Word, Excel and PowerPoint.

Work Experience
    Not more than 2 years experience in a similar position
    Experience of diary management/ researching and booking of travel and accommodation (Desirable)
    Ability to analyze financial reports and make recommendations for management decision making (essential)

If you have the requisite experience and qualification for this role, we would like to hear from you.

Please email us your application letter, a copy of your updated curriculum vitae as well as current remuneration details to hr@resourceassociates.co.ke before close of business 23rd May 2013.

Posted in: Admin Assistant Jobs