The Coca-Cola Company Job Vacancy in Kenya : Senior Administrative Assistant

The Coca-Cola Company Job Vacancy in Kenya : Senior Administrative Assistant
February 16, 2015 Job Description


The closing date for this role will be 24th February 2015.

JOB SUMMARY:
To ensure that the Director has support on ALL administrative and clerical tasks so the Director can focus on business issues.
Manage the Director’s diary and agenda, provide support to Direct Reports as required, and anticipate and resolve administrative issues that may hinder the smooth operations of the Director office.

KEY DUTIES/RESPONSIBILITIES :

Communication
Timely review of all incoming mail, and responding or re-routing to the correct respondents
Timely and professional preparation of outgoing mail for the General Manager
Management and recording of all incoming and outgoing mail to ensure a data base for future reference is maintained for speedy and accurate future reference
Managing all internal and external queries and requests, responding and re-directing accordingly

Calendar and Agenda
Scheduling of meetings
Distribution of the Director’s annual calendar to direct Reports
Managing requests for meetings by key stakeholders or other outside parties

Travel arrangements
Arranging for all travel, hotel bookings and pick up
Ensuring passport and visa’s are current and in good order
Prepare detailed itineraries for use by the General Manager

Preparation, facilitation and co-ordination of meetings
Arrange necessary accommodation
Arrange necessary travel arrangements
Co-ordinate relevant meetings, appointments and functions
Arrange required venues
Prepare detailed itineraries
In liaison with the Director, assist in the development of background material for presentations

General Administrative Work
Maintain internal TCCC contact details for use by the General Manager and the office
Maintain external contact details for key stake holders
Set up a system to ensure follow up and follow through on all project deadlines and responses
Prepare and manage the General Manager’s expenses – includes expense reports, and ensuring his credit card(s) are valid and paid for
Liaise with facilities as necessary with regards to office requirements
Manage filing and records

Management of Payments
Complete all Director’s office financial transactions using SAP e.g. travel expenses, tickets, travel requests, holidays, etc
Monitor the offices budget on behalf of Director– identify discrepancies and notify relevant team members as and when necessary

FINANCIAL/ JOB SCOPE:
$ petty cash for visa renewals, passport renewals, gifts, flowers, and any other miscellaneous expenses
Responsible for administration and tracking of Director office budgets

ORGANIZATION IMPACT/ INFLUENCE:


Interactions:
Within the Company –
Business Unit Leadership Team
Outside the Company –
Bottler Management
Travel agencies
Car Rentals
Embassies
Hotels
Government Officials (Ad hoc meetings for various reasons)

RELATED JOB REQUIREMENTS/ QUALIFICATIONS:
Skills :
General Office Management
Methodical thinking and a high sense of urgency
Excellent communication skills
Ability to work under pressure with tight deadlines
Effective Time Management
Exposure to Finance processes will be an added advantage

Leadership Behaviors: Leader of Self
Drive Innovation – Generate new or unique solutions and embrace new ideas that help sustain our business (encompassing everything from continuous improvement to new product and package innovation).
Collaborate with the System, Customers and Key Stakeholders – Develop and leverage relationships with stakeholders to appropriately stretch and impact the System (Company and Bottler).
Act Like an Owner – Deliver results, creating value for our brands, our System, our customers and key stakeholders.
Inspire Others – Inspire people to deliver our mission and 2020 Vision, demonstrate passion for the business and give people a reason to believe anything is possible
Develop Self and Others – Develop self and support others’ development to achieve full potential

Required Experience

5-8 years working experience in customer service or related area
Some related experience managing a senior manager’s office
Advanced computer skills-MS Office, SAP, Internet

EDUCATIONAL REQUIREMENTS:
Bachelor’s Degree.

CULTURAL DIVERSITY:
Ability to balance interaction with both Senior and Junior management
Ability to manage Francophone, Anglophone and Lusophone cultures

ANALYSIS
A number of unique challenges arising requiring interpretation and support

JUDGEMENT AND DECISION MAKING:
Decisions in this role are mainly referred, except those relating to the administrative function of the Director’s office

TRAVEL REQUIREMENTS:
Limited no travel required

At The Coca-Cola Company you can cultivate your career in a challenging and dynamic environment. We are the largest manufacturer and distributor of nonalcoholic drinks in the world-selling more than 1 billion drinks a day. Unlock your full potential with a future-focused company that is known and respected throughout the world.

How to Apply


Submit your CV and Application online : Click Here