Salary: 936,000 KES (based on full time salary of 1,560,000 KES)Closing date: 24th of July 2019About The RoleWe are looking for an excellent Administration Assistant on a part time basis to join our small friendly team in Nairobi. You will provide full administration support to the office from being the first point of contact for callers and visitors, looking after stationery and office supplies, mail, couriers and travel arrangements, in addition to assisting the Administration and Finance manager with finance duties – such as raising Purchase orders in our invoicing software MS Dynamics NAV, financial transactions, expense reports and reconciliations.Key Activities And Responsibilities
Receiving visitors to the office, answering incoming phone calls, entering and retrieving electronic data (from office phones), and sorting and distributing mail.
Arranging shipping or transportation services where required
Ensuring office supplies (stationery, equipment etc.) and services are maintained at appropriate levels. Monitoring and ensure service level agreements with suppliers are met.
Monitor inventory – collaborate with the respective department to ensure cost-effectiveness.
Facilitate protocol and coordinate local travel i.e. organise for local taxis especially for colleagues travelling to Nairobi from international offices.
Ensure all office equipment is well maintained;
Reconcile data and reports, resolving discrepancies and collaborating across various Finance and non-Finance functions effectively
Post information to accounting journals such as expense claims etc
Assist to improve and simplify systems
Prepare financial transactions related to the office – ensure proper coding and approvals
Verify supporting documentation, ensure reconciliation with approved contracts
Assist in maintaining an effective filing system for financial transactions and other items required in the office and for projects.
Review and process travel & expense reports, follow up on employee advances
Assist the Finance and Admin manager with monthly closings and preparation of monthly payment runs
Assist with implementing and maintaining internal financial controls and procedures
Performs other related work as required
EssentialQualifications and experience:
Proficient Computer skills (Microsoft suite – Outlook, Word, Excel, Power Point)
Working knowledge of scheduling, spreadsheets and presentation software
1-2 years previous experience in a related field
Highly self-motivated, self-directed with the ability to work with limited supervision
Highly organized with excellent attention to detail and follow-through while managing multiple tasks.
Excellent written and oral communication skills
Highly organized and flexible, ability to prioritize tasks to meet deadlines
Effective planning and time management skills
Seizes accountability
Strong team player with good people skills
Ability to work successfully within a complex corporate environment
Effective interpersonal, influence and communications skills
Work with a high degree of accuracy
Ability to maintain confidentiality
Desirable
Bachelor’s Degree in Business Management or other relevant qualification
Experience with Microsoft Dynamics NAV
By applying for this role, your details will be sent to Ortolan People, who are acting as consultants for the hiring company. Ortolan People are engaged to provide recruitment support in processing applications. We will endeavour to respond to all applicants within three working days. Occasionally for roles with a very high volume of applicants, this may not be possible.
