Office Administrator

Website AFRICA MANAGEMENT SOLUTIONS LTD

Our client is seeking to recruit for an Office Administrator to be based in Nairobi for a fixed term contract of 3 months. The Commonwealth War Graves Commission (CWGC) honors the 1.7 million men and women of the Commonwealth forces who died in the First and Second World Wars, ensuring they will never be forgotten. Our work commemorates the war dead, from building and maintaining our cemeteries and memorials at 23,000 locations in more than 150 countries and territories to preserving our extensive records and archives. Our values and aims, laid out in 1917, are as relevant now as they were 100 years ago

Job Purpose

To be an integral part of ensuring all our office organization and administration for our team in Kenya is well maintained, by performing clerical duties including but not limited to; assisting with travel arrangements, maintaining absence records, attending to enquiries, answering phone calls and receiving visitors. You will also assist with Health and Safety and Financial administration as required. In this fulfilling role you will be working with several different stakeholders including members of the public, local authorities, contractors and members of staff across the Area and from Head Office.

Key Responsibilities:

General

•         Assist with all aspects of office organization, administration and perform clerical duties

•         Create a paper-based filing structure and as necessary, populate files with documents such as contracts, policy, procedures, global standards and general correspondence.

•         Coordinate HR returns and submission, maintain the team calendar and diary, keep an accurate record of TOIL and annual leave for the Nairobi team.

•         Coordinate Health and Safety returns uploading data on to the various SharePoint folders

•         Maintain records of COSHH assessments and where necessary ensure translations in Kiswahili for ease of understanding by contractors and gardeners.

•         Maintain a central record of all projects undertaken in East Africa.

•         Create Purchase Orders on the Purchase Management System for stores and supplies.

•         Coordinate motor vehicle servicing and repairs and keep records of insurances, weekly inspection and mileage.

•         Create an inventory of the Nairobi Hub store and manage day to day issuance/distribution of supplies.

•         Update spreadsheets on SharePoint with machinery use hours, repairs/servicing, machinery compliment and replacement priorities.

•         Coordinate and keep a record of routine servicing of office equipment, printers, generators, fire extinguishers etc.

•         Coordinate team travel arrangements/accommodation/visas and bookings through CWGC provider and other local agents.

•         Coordinate photographic requests and ceremony arrangements in cemeteries.

•         Serve as administrator and point of contact for overseas shipping and deliveries for East Africa.

•         Occasional liaison with Embassies, High Commissions, Municipalities and Country governments.

•         Coordinate between employees whom are travelling and staff at the office in resolving day to day administrative problems.

•         Coordinate the quarterly production of the East African newsletter to be distributed internally.

•         Coordinate the updating of the inventory for the office and technical equipment as required.

•         Coordinate purchasing of office consumables such as tea, coffee, milk, drinking water, cleaning materials and stationery.

•         Supervise cleaning of the offices.

Health and Safety

•         Ensure that all Health and Safety records are filed and kept up to date.

•         Assist with Health and Safety administration as required.

Financial

•         Keep track of all routine payments for electricity, telephone/mobile phones, internet, water, equipment servicing etc. Collate this information and forward to Regional Manager for payments in a timely manner.

•         Maintain petty cash including monthly reconciliation and reporting.

•         Assist with all supplier/contractor financial queries.

•         Coordinate the distribution, collection and submission of Vendor applications.

•         Assist with compiling the annual budget for the Nairobi office.

•         Any other ad hoc tasks relating to finance.

Human Resources

•         Collate, coordinate and submit monthly HR returns as required.

•         Filing of local copies of HR files, maintaining strict confident in accordance with the

•         Information Security Policy and Data Retention Policy.

•         Keeping record of staff leave/TOIL and the associated documentation in accordance to the leave/TOIL policy.

Administration

• Maintaining the cemetery files and all the relevant correspondence in this regard, including the inspection and maintenance reports and photographs as submitted by the staff and contractors.

• Maintenance of the master list in general and with specific reference to ensuring that the correct causality details are submitted to commemorations in the required format.

• Assist with the coordination of information regarding the Headstone ordering and amendments, the To Do list and the GPS data updates.

PERSON SPECIFICATION

Education and Knowledge

• Effective in the use of Word and Excel Spreadsheets, MS Office

• An interest in all technical and administrative matters

• High attention to detail

• Experience of working in a professional office environment desirable

Skills and Abilities

•         Driving license class B (Professional) and C1 (light truck) is mandatory

•         Excellent communication skills both written and verbal

•         Good interpersonal skills

•         Planning and organizing

•         Ability to prioritize and adapt

•         Accuracy and attention to detail

•         Computer literacy

•         Good timekeeping

•         Committed to professional development

•         Health and Safety responsibility for self and others

•         Everyone who works for us, or with us, shares our Values, which are formed around our concept of CARE (Commitment, Ambition, Respect and Excellence). We are proud and committed to ensuring we bring this to life every day, for ourselves, each other and those

What we offer:

1.       Monthly Salary: KES 70,968

2.       Working hours: Normal Office hours are 40 hours per week based on:  08:00 – 17:00 Monday to Friday

3.       Medical Insurance

4.       25 days holiday rising to 28 days after five years of service

Qualified and interested applicants who meet the specifications are requested to send their CVs to [email protected] by 6th May 2024. Indicate the position applied for in the subject line. Applications will be reviewed on a rolling basis and only shortlisted candidates will be contacted.

To apply for this job email your details to vacancies@amsol.africa