Details:
Reference Number: IB/2019/0001
LOCATION: Nairobi – Kenya, Call Center along Mombasa Road.
OVERALL JOB PURPOSE: The Administration Executive provides support to the call center by overseeing facilities management; transportation; Statutory Compliance, monitoring and reporting on admin. expenses and general office cleanliness & services as per agreed TATs.REPORTS TO: Operations Site Head; and functionally to Corporate Administration.
DIRECTLY SUPERVISES: None.
KEY RESPONSIBILITIES:
Creates and maintains an office assets ledger.
Accounts for and maintains an expenses record for all administration related expenses.
Maintains an updated filing systems for all administration related matters.
Ensures office equipment such as printer(s); copiers are maintained in good order.
Manages mail/ courier system.
Manages, coordinates and monitors the general maintenance and repair of facilities including the Air Conditioner, Generators, fire equipment’s.
Organises and monitors shift transport for staff and oversee cab services. Maintain the staff transport inspection reports and the log books.
Coordinates and manages the cafeteria; in addition to ensuring that high level of cleanliness is maintained.
Coordinates and organises meetings, office functions, in addition to maintaining a meeting room diary.
Records minutes of meetings; prepares presentations; binds documents for internal and/or internal use. As when required.
Coordinates with vendors on the provision of office services and/or supplies.
Organises and coordinates travel arrangements which includes but not limited to airport transfers, accommodation, visa applications and tickets (where applicable)
Maintains and tracks office supplies and inventory; tracks stock levels and places orders as required.
Receives, records and/or dispatches cheque payments in consultation with the Finance team
Prepares daily/weekly/monthly administration report.
Ensure adherence to the Administration policies and procedures.
MINIMUM QUALIFICATIONS AND EXPERIENCE:
A Bachelor’s degree or Diploma from a recognized institution.
Minimum of four (04) years’ experience in managing administration in a large organization.
Knowledge of the BPO Operations/Service space.
A minimum of 4 years’ experience
Proficient in MS word, Excel and Power point
Knowledge on generator operation, UPS and Vendor management
ATTRIBUTES AND SKILLS:
Excellent communication and interpersonal skills
Proactive and good problem solving skills
Strong negotiation skills
High level of confidence.
Ability to prioritize and work with minimum supervision.
Ability to work collaboratively in a team environment
Excellent work ethics
Ability to work extra hours to meet business needs
Work Conditions:
Ability to work any shift in a 24/7 work environment including odd hours; weekends and public holidays
To reside within reasonable travel distance to the office, as defined by the Company; to facilitate ease of transport arrangements – where applicable
