AESA Office Administrative Assistant Job in Kenya

 AESA East Africa

Description: Office Administrative Assistant

Reporting to: Company Director
General Purpose: Perform a wide range of administrative and office support activities for the
company and/or managers and supervisors to facilitate the efficient operation of the organization.

Main Job Tasks and Responsibilities:

• Support both the Project Manager & Director in the daily technical and financial management of the projects;
• updating & Keeping the petty cash file and holding the accounts of the project;
• Gathering the timecards of the experts and all supporting documents;
• Preparation and organisation of requests for advance payments, payments and replenishment of the Project Special Account;
• Preparation of the invoices to the client, receive Invoices for review from clients & experts and do a follow up of the payments of the invoices;
• Searching for suitable experts, Participation to selection of experts, contacting and checking the availability and interest of the experts found for the specific mission plus organizing for interviews of selected experts and Maintain database of experts CVs through constant updating;
• general clerical duties including photocopying, reports & documents binding, fax and mailing;
• maintain electronic and hard copy filing system and retrieve documents from filing system when required;
• maintaining project files and filing;
• answer, screen and transfer inbound phone calls as well as receive and direct visitors and clients appropriately;
• handle requests for information and data;
• resolve administrative problems and inquiries and prepare written responses to routine enquiries;
• prepare and modify documents including correspondence, reports, drafts, memos and emails;
• coordinate, prepare & schedule agendas for meetings, appointments and travel arrangements for managers or supervisors and record, compile, transcribe and distribute minutes of meetings;
• open, sort and distribute incoming correspondence;
• coordinate maintenance of office equipment & supply inventories;
• coordinate and maintain records for staff, telephones, parking and petty cash etc.;
• Reports editing and quality control;
• Contributes to team effort by accomplishing related results as needed;
• Any other duty as may be assigned by the managers;
• AESA EA is looking for a dynamic and proactive Office administrative assistant with the relevant skills:

Academic Qualifications:

• Bachelor degree in business administration, finance, accounting, and any other related field;
• Computer skills and knowledge of MS-Office suite with proficiency in Ms. Word and Excel;
• Knowledge of operation of standard office equipment;
• Knowledge of clerical and administrative procedures and systems such as filing and record keeping.

Personal Requirements: Key Competencies

• Able to work methodically, accurately and neatly;
• Good oral and written communication skills as well as Reporting Skills;
• Able to work as part of a team;
• Neat personal appearance;
• High level of professionalism;
• Planning and organization ;
• Prioritizing ;
• Problem assessment and problem solving;
• Information gathering and information monitoring;
• Attention to detail and accuracy;
• Flexibility & adaptability;
• Customer service orientation ;
• Team-work.
• Gender applications are highly recommended
• Languages
• Fluent in English and Kiswahili;
• Any other language (French, Spanish, Portuguese is an asset)
• Deadline of receiving CVs is: 3rd August 2015Job commencement immediately, mid-august.

How to Apply

All CVs to be sent to: info.aesaea@aesagroup.eu