Office Administrator Job Vacancy - Lifecare International Insurance Brokers Ltd

Job Title: Office Administrator

Reporting To: Accounts and Administration Team Leader

Department: Accounts and Administration

Job Location: Nairobi, Kenya

Summary:

The position calls for a results oriented individual with proven ability to work with minimal supervision in a fast paced environment.

The candidate will be responsible for handling and of daily office administration work.

The job has exposure to sensitive information necessitating considerable tact, diplomacy, discretion and judgement. The aim of the job is to ensure efficient and effective running of the office.

Key Competencies:

    * Effective and fluent verbal and written communication skills in English
    * Competency in MS Office and internet applications
    * Able to prioritise and organise a highly varied work schedule
    * Excellent interpersonal and communication skills
    * Deliver on time and within deadlines
    * Ability to work independently and in a team environment with diverse cultures
    * Ability to handle sensitive information and situations in a confidential manner
    * Ability to stay calm under pressure and within limited time constraints, handling multiple projects simultaneously

Main Responsibilities:

    * Petty cash handling, proper utilisation and timely replenishment
    * Day to day supervision and cleanliness of the office
    * Procurement of supplies and equipment
    * Manage stationery and office groceries
    * Human Resources administration including compliance with current Kenyan Law
    * Maintenance of office inventory and vehicles
    * Transportation including logistics, drivers and vehicles.
    * Maintaining and updating fixed assets register
    * Supervision of office reception
    * Leases’ management for main and branch offices
    * International and local travel including flight tickets, visas and hotels booking
    * Track and keep record of telephone costs
    * Develop and maintain office filing system
    * Manage the drivers, gardener, guard, messenger and office cleaner.
    * Other managerial duties as may be assigned.

Preferred Qualification & Occupational Skills:

    * Recognised office management and business administration course
    * Three years experience

Salary Scale:

    * Negotiable depending on experience and qualifications

Interested applicants are requested to send their applications and detailed CV indicating current salary and benefit history with 3 references including current employer, copies of certificates and any other testimonials ON or BEFORE Saturday 18th December 2010 to:

The General Manager,
Lifecare International Insurance Brokers Ltd,
P.O. Box 59789 – 00200,
Nairobi.

Or Email: hr@lifecareinternational.co.ke

Office Administrator and Human Resource Officer Job Vacancy

Reports to: Finance Director

Main Responsibilities

Office Administrator
Ensure the smooth running of the office at all times.
Ensure all office equipments and installations are maintained in good working order.
Plan, Coordinate and supervise all office errands including liaising with the courier service provider.
Coordinate with the accountant to ensure all suppliers, contractors, service providers, utilities etc, are paid in a timely manner.
Maintain a schedule of all insurance covers taken by the company and ensure they are renewed in good time.
Monitor and ensure the renewal of all licences, permits and subscriptions.
Procurement and Supplier management.
Monitor and control the use of office supplies and equipments and maintain appropriate records of the same.
Plan and Coordinate office activities and schedules.
Control and account for petty cash including controlling the office running budget.
Responsible for circulating information throughout the organization.
Support management and other staff in the day to day activities as requested.
Maintaining office cleanliness and hygiene.
Supervising clerical and support staff.
Develop and recommend office procedures and systems and supervise their implementation.
Independently respond to letters and general correspondence of a routine nature.
Organizing and supervising office repair and maintenance work.
Hold brief for the accountant and administrative secretary as assigned or when on leave.
Suggest areas for improvement in internal processes along with possible solutions.
Perform other related duties as required.
As Human Resource Officer
Help develop a personnel management policies and procedures manual.
Manage the proper administration of the HR policies and procedures.
Explain and clarify the provisions of the personnel policies and procedures to the staff.
Plan, organise, and Coordinate personnel training.
Ensure full compliance with all personnel related legislation.
Monitor, study and advise management of new legislation, trends and emerging practices in HR.
Ensure proper personnel documentation including staff contracts, accurate job descriptions, confirmation, promotion and displinary letters and contract renewals.
Maintain all staff records and compile statistical reports concerning personnel related data such as recruitment, transfers, performance appraisals, and absenteeism.
Prepare and maintain the staff leave rooster and monitor staff attendance.
Monitor scheduled and unexpected absences and coordinate actions to ensure continuity of operations.
In charge of general communication by the company to staff.
Oversee employee safety, welfare and health.
Represent the company and its related businesses in personnel related disputes and hearings.
Plan and conduct new employee orientation to foster positive attitude towards organisational objectives.
Coordinate staff recruitment and selection process in order to ensure a timely organised and comprehensive procedure is used to hire staff.
Provide reports required by management from time to time on Administrative and Human Resource matters.
Perform other related duties as required.
To apply for this position send your CV to mycv@myjobseye.com quoting the position in the subject line.

Kindly also mention your current/ last salary and benefits.

Only shortlisted candidates will be contacted.

CABI Africa Office Manager Job Vacancy in Nairobi Kenya

The Office Manager will provide front line support to management, administrative and publicity activities at CABI Africa.

Established over 100 years ago, CABI is a not-for-profit science-based development and information organization. CABI improves people’s lives by providing information and applying scientific expertise to solve problems in agriculture and the environment.

Our mission and direction is influenced by our member countries who help guide the activities undertaken. These include scientific publishing, development projects and research, and microbial services. Our activities are based principally in 2 major sites in the UK and 5 scientific centres globally.

Please see our website www.cabi.org for further details about our organisation.

The successful candidate will provide an efficient, effective, and highly professional secretarial and general support to all staff to enable them meet their work objectives.

The individual will maintain reception area and services provided thereof, manage travel arrangements and act as a link person, ensuring that effective communication is maintained between units and individuals at the centre.

The successful candidate will have a first degree in a related field and excellent administrative and communication skills, ability to; prioritise and manage diverse workloads, use initiative and proactive thinking, and pay attention to details.

A good level of secretarial & administrative experience in a cross-cultural environment is essential and French language knowledge is desirable. The individual should be dependable and trustworthy, with high level of confidentiality and ability to cope well with changing environment.

Closing Date for receipt of applications is Wednesday 8th December 2010.

Additional Information

Salary: Negotiable but commensurate with skills, abilities and experience.

Position Type: 2 year initial appointment with a possibility of renewal. This is a locally recruited person and will be based in our CABI Africa Centre in Nairobi, Kenya.

CABI Africa, United Nations Avenue,
P.O.Box 633-00621, Nairobi, Kenya or
email m.odhiambo@cabi.org

Administrative Assistant

General Purpose
Provide personal administrative support to management and the company through conducting and organizing administrative duties and activities including receiving and handling information.

Main Job Tasks and Responsibilities

prepare and manage correspondence,
reports and documents
organize and coordinate meetings,
take, type and distribute minutes of meetings
implement and maintain office systems
maintain schedules and calendars
arrange and confirm appointments
handle incoming mail and other material
set up and maintain filing systems
set up work procedures
collate information
maintain databases
communicate verbally and in writing to answer inquiries and provide information
liaison with internal and external contacts
coordinate the flow of information both internally and externally
operate office equipment
manage office space

Education and Experience
relevant training or qualification
knowledge and experience of relevant software applications - spreadsheets, word processing, and database management
knowledge of administrative and clerical procedures 
knowledge of business principles
proficient in spelling, punctuation, grammar and other English language skills
proven experience of producing correspondence and documents
proven experience in information and communication management 

Key Competencies
verbal and written communication skills
attention to detail
confidentiality
planning and organizing
time management
interpersonal skills
customer-service orientation
initiative
reliability

Interested candidates should send their CV and a cover letter to:
stonehouse.tech@consultant.com

Closing Date: 31 October 2010

Kenya Pharma Office Assistant

Kenya Pharma is a USAID funded project that seeks to establish and operate a reliable, sustainable pharmaceutical supply chain management system.
Its aim is to distribute drugs for the care and treatment of persons with HIV/AIDs in Kenya.
Kenya Pharma has the following vacancy:
Ref: KP-OA001
Location: Nairobi
The Assistant is a long-term local support position.
Specific Duties and Responsibilities
* Ensure office orderliness and professional appearance at all times
* Ensure cleanliness in the office at all times
* Assist in photocopying, scanning and binding documents
* Makes coffee and tea for staff and project visitors
* Keep stock of the house keeping and kitchen supplies
* Basic typewriting skills
* Basic Switchboard operations skills
* Supports administration to achieve goals set for the organization
Qualifications
* 2 years experience in a similar position
* Computer literacy in MS Word and Excel
* Previous experience working on a USAID project a plus
* Strong organizational skills and attention to detail
* Strong written and oral communications skills

Send CV and cover letter with three professional referees to recruit@kenyapharma.org
no later than October 13th, 2010.

Make sure you quote only the reference number of the position on the subject line.