Job Responsibilities
Procurement: Timely procurement of office equipment, office supplies, after necessary approvals, throughobtaining of quotations, analysis and giving recommendations for most suitable supplier to purchase from andfinally Preparation of LPOs, getting necessary approvals and filing of the them for record. Maintaining a prequalifiedsupplier list.
Insurance: promptly advising the insurance broker on inclusion and withdrawal of staff and assets for insurance cover.
HR Administration: Assisting with staff medical scheme through including staff and sending the relevantdocumentation in collaboration with the insurance company.
Office equipment: Coordinating repairs & maintenance of all office equipment,Coordinating the allocation of equipment and furniture to staff and maintaining a register of all office equipment.
Cleanliness & Tidiness: Ensuring communal office facilities and equipment are maintained in a clean, presentable and in proper working order.
Bookings: Facilitating bookings for accommodation and flights for staff in both KE & TZ.
Facilitating: the arrangement of Board meetings.
Transport: Coordinating of all staff/departments’ transport needs and verification of all transport invoices before submission to Finance department for payment.
Office Telephone: Managing the office telephone line, Paying and querying of monthly bills, keeping inventoryof all office lines SIMs, PINS etc
Office access: maintaining register of all office keys and access codes, allocation of keys and access codes tostaff, (de)registering staff for biometric access;
Coordinating for the maintenance and repair of access systems
Communication: Creation of internet email addresses for users and deletion of the same to facilitate internetcommunication.
Internet connectivity and I.T: Being the liaison person for WTS ICT needs, follow up on down-time restoration,coordinating with Finance department with monthly payment to Service provider; promptly creating staff email accounts.
Office reception & Mail: Ensure management of office reception; assisting guests/clients arriving for meetings,Receiving and distributing incoming and outgoing mail / deliveries
General Office Administration so the office is maintained in a presentable and clean way.
Qualifications
Minimum of Bachelor’s Degree in procurement
Additional professional courses in Business Administration, Human Resource are an added advantage
Minimum of three years’ progressive experience in a procurement/administrative role
Computer literacy especially high proficiency in Microsoft Office, particularly Word and Excel
Ability to develop productive working and interpersonal relationships, negotiation and conflict handling skills.
Demonstrated drive, proactivity and a high level of integrity
Ability to communicate effectively (Oral and written skill)
Ability to adapt to change
A high level of attention to detail
Ability and commitment to working in a team environment
Ability to provide innovative and proactive options
An ability to work quickly and effectively under pressure and to tight deadlines
Excellent organizational skills and ability to work independently
