Executive Assistant to the Managing Director Job Vacancy: Centum

Job Summary

• Responsible for the effective management and coordination of activities in the Managing Director’s office.
• Oversees general office administration and provides human resources services support.

This position reports to the Managing Director and has a dotted reporting relationship to the Finance and Human Resources Manager with regard to general office and human resources administration duties.

Key Responsibilities

Managing Director’s Office

• Manage the MD’s diary, make travel arrangements, organise timely workflow and maintain an efficient Corporate wide filing system.
• Handle routine and non-routine correspondence, emails and faxes addressed to the MD’s office.
• Support the Company Secretary in organising Board Meetings, Corporate Events or any other duties as directed from time to time.

General office administration

• Supervise the support staff i.e. the Driver, Messenger and Administrative Assistant to ensure efficient provision of general office administration services.
• Manage procurement, receipt and issuing of office supplies - prepare price/quotation comparisons, place orders and follow up payments.
• Ensure that the company’s offices are clean, neat and that the furniture and fittings are in good condition.
• Make travel and accommodation arrangements for all members of staff.
• Handle office petty cash, the kitchen budget and staff social event allowances.

Administration of human resources

• Provide staff with advice and guidance in interpreting and implementing HR policies.
• Assist in the implementation of the performance management system through preparing the evaluation calendar, administering and monitoring the performance evaluation process.
• Administer the recruitment process through maintaining a database of applications, setting interview appointments as and when necessary, preparing employment contracts and participating in the induction of new staff.
• Facilitate applications for relevant employment documentation including medical cards, NHIF and NSSF for new staff.
• Prepare administrative paperwork pertaining to staff members’ terms of employment including reference checks, confirmation letters, extension of appointments and separation from service.
• Administer staff benefits and welfare schemes such as the insurance scheme (Group Life and Group Personal Accident), loan administration, leave administration and medical and pension schemes.
• Liaise with the finance department to ensure the payment of statutory deductions to relevant government authorities.
• Assist the Finance and Human Resources Manager in training administration including collating staff training needs, preparing the training calendar and liaising with trainers and training venues.

Educational Requirements

• University degree in social studies, general administration or secretarial studies.
• Professional qualifications in communications/public relations and human resources management.

Required Experience

• A minimum of 2 years of administrative and human resource administration experience.

Key Competencies

• Mature, energetic, self motivated individual with a strong ethical base.
• Good interpersonal and communication skills.
• Ability to maintain confidentiality, tact and diplomacy skills.
• Strong organisation skills, ability to multi-task, prioritise, pay attention to detail and work with minimum supervision.
• Telephone handling skills and office etiquette.
• Influencing and persuasion skills.

All applications including detailed curriculum vitae should be emailed to ea.jobs @ centum.co.ke not later than 15th January 2010.

Applicants who do not hear from us by 29th January 2010 should consider themselves unsuccessful.

www.centum.co.ke

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