Summary
Date Posted: Thursday, July 11, 2019 , Base Salary: Not Disclosed

JOB DETAILS:
We 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. .

  Job 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

  Job Skills:
• 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

  Job Qualifications:
• Bachelor’s Degree in Business Management or other relevant qualification
• Experience with Microsoft Dynamics NAV

Job Education Requirements: Not Specified
Job Experience Requirements: Not Specified

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Job application procedure
  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.

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