Summary
Date Posted: Monday, July 19, 2021 , Base Salary: Not Disclosed

JOB DETAILS:
Position Level: Support
Position Code: AA
Department: Human Resources and Administration
Reports to: Human Resources and Administration

Job Summary
The Administration Assistant/PA managing company administrative systems. She /he will ensure that COSEKE Kenya operates at the leading edge of operational efficiency and service quality whilst supporting the Management Team to deliver strategic and operational priorities.

Key Responsibilities:
• Administration
• Manage the reception, switchboard, and mailroom.
• Schedule meetings and manage the CEO calendar
• Develop and maintain effective office systems (e.g., IT support, office maintenance, fixed assets, supplier contact), ensuring these are consistent with COSEKE’s operating requirements.
• Support the efficient running of COSEKE’s office daily operations.
• Support logistics for COSEKE’s activities.
• Minutes for staff meeting.
• Be responsible for making travel and accommodation arrangements.
• Organize COSEKE Kenya Management meetings
• Ensure all files are stored and archived according to COSEKE policy and procedures
• Formulate correspondences on behalf of COSEKE Kenya as directed;
• Attend administrative meetings as scheduled
• Ensure overall cleanliness of the office and kitchen
• Be in charge of all flight bookings, travel arrangements, local transports for COSEKE Kenya office staff, advisors and consultants; both in-country and international.
• Be in charge of all visas, work permit and other government requirement for COSEKE Kenya office staff and families, advisors and consultants.
Key Performance Indicators:
• Ensure the reception is attended to all the time.
• Effective communication throughout the organization
• Staff compliant to planning and reporting requirements
• Rules and regulations on timekeeping, security, access and meeting of deadlines are enforced
Procurement :
• Assist in Keeping track of office supplies and send requisition as and when required Ensure all procurement processes are in compliance with COSEKE regulations.
• Provide inputs to the preparation of procurement plans for the office and monitor their implementation
• Review procurement requests and initiate procurement procedures for office and project equipment, supplies and services;
Key Performance Indicators
• All principles of Procurement are followed to get value for money
• Procurements done on time
Quality Assurance/ Continuous Improvement
• Participate in the continuous improvement process and COSEKE Quality System.
• Assist with other organisational initiatives as required.
• Act as the internal auditor for implementation of ISO 9001:2015 Policies and Procedures
Other Roles:
• Help to create an environment where COSEKE is seen as a great place to work and where continuous improvement is the norm.
• Act as the company’s Internal auditor for implementation of ISO 9001:2015 Policies and Procedures
• Implement the company’s ISO 9001:2015 Quality Management system by following established processes and procedures
• Prepare regular work plans and reports on a daily, weekly, monthly and annual basis
Key Performance Indicators
There is a Conducive work environment provided for staff to work in.

Education / Knowledge / Experience Needed:
• Bachelor’s degree in in Business Administration/secretarial studies or Diploma in secretarial studies or relevant course.
• Computer literacy
• At least 3 years of experience in the field of Administration in a busy office.
• Prioritisation and time management
• Interpersonal relationships, discretion and confidentiality
• Experience of report writing utilising excel, word and power point
• Ability to communicate at all levels
• Problem solving skills
• Recruitment and Selection experience
• Ability to innovate to create and implement continuous improvement initiatives
• Ability to support and influence all stakeholders, including heads of departments across the business
• Adaptability and flexibility – willing to work on a variety of projects and perform in multiple roles
Communication
• Expresses ideas & information in an accurate, relevant and timely manner utilising a two-way communication approach.
• Demonstrates the ability to interpret and convey information for their audience. This includes responding to audience feedback & adapting their approach.
• Keeps people informed.
Integrity
• Demonstrates openness, honesty & consistency in behaviour.
• Can be relied upon. Generates confidence in others through professional & ethical behaviour
Initiative
• Proactively asserts influence over events to achieve goals.
• Demonstrates a readiness to generate ideas & solutions.
• Is self-starting & takes action to achieve goals beyond what is required.
Action Oriented
• Enjoys working hard.
• Demonstrates energy & drive for things seen as challenging.
Is not fearful of taking action & seizes more opportunities than others.
Career growth at Coseke is defined by you. We encourage and support continuous knowledge acquisition and self- drive for our employees.
Deadline 27th July 2021

Work Hours: 8

Experience in Months: 36

Level of Education: Bachelor Degree

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Job application procedure
Interested and qualified candidates should forward their CV to: wendy.chauri@coseke.com using the position as subject of email.

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