Administrative Assistant job in Kenya

About Us: We are GE. We’re a global infrastructure, finance and media company taking on the world’s toughest challenges. And we are taking the strengths that have made us an industry leader and putting them to work in service of a new era of global business, with a focus on the world and the people we share it with. Through initiatives like ecomagination and healthymagination, we are developing the next generation of products and services to improve the way we use resources, impact our communities and care for each other. Join GE and you’ll discover a career opportunity of incredible diversity – across disciplines and around the globe. No other company invests in the development, training and advancement of its employees the way we do, because we believe it is our innovative thinking that is our strength, and that strength is what enables GE to make a positive impact on tomorrow, today. From jet engines to power generation, financial services to water processing, and medical imaging to turning imaginative ideas into leading products and services. GE is imagination at work

Posted Position Title: Administrative Assistant, Global Ops Finance SSA

Career Level: Experienced

Function:
Finance

Function Segment:
Administration and Support

Location:
Kenya

U.S. State, China or Canada Provinces:

City: Nairobi

Postal Code:

Relocation Assistance: No

Role Summary/Purpose: As a key member of the GBS Sub Saharan Africa HQ team, this position will provide efficient and effective administration service/support to the key stakeholders in the region.

Essential Responsibilities: + Providing full administration support for the SSA regional leader including the complete management of scheduled/diaries that include extensive and complex trip planning and organizing, meeting arrangements, appointments and calendar scheduling.
+ Preparing and producing supporting materials and documents for presentations and meetings (internal and external) - including creating and designing the content
+ Representing and supporting a team of administrative assistants to provide a professional and seamless service to the region as a whole
+ Assisting with all Regional Hospitality/Event Management coordination
+ Producing and distributing documentation relating to the Senior Leadership Team
+ Managing expenses reports
+ Maintaining the appropriate filing system and providing support with other general office administration as assigned
+ Managing other administrative duties and special projects as required

Qualifications/Requirements: + University graduate or equivalent in Business/Office Management
+ Minimum 3 years’ experience in providing administrative support at multinational level
+ Strong communication skills with the ability to interact with staff (at all levels) in a fast paced environment at a high level of professionalism and confidentiality
+ Exceedingly well organized and coordinated person with a global mind-set
+ Passionate, proactive, responsible, resourceful, detail-oriented, hard-working and willing to learn to achieve high standards

Additional Eligibility Qualifications:

Desired Characteristics: + Proficient in both spoken and written English & French+ Experience working in a corporate environment+ Ability to make independent decisions with minimal oversight … a self-starter and an ability to think ahead and plan for all scenarios+ Highly motivated, confident and flexible attitude with a sense of ownership+ Ability to work well under pressure and with tight deadlines+ Ability to work with a team of administrative staff to provide a professional and seamless service to the region as a whole+ Advanced knowledge and proficiency in n all Microsoft Office products, particularly Outlook, Word, Excel and PowerPoint+ Excellent administrative, interpersonal and organization skills+ Comfortable with financial numbers, such as budgets, currency-related and expense numbers+ Ability to prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner



Type : 
Permanent Jobs
Location : 
Nairobi, Kenya
Salary : 
Competitive
Main Industry : 
Search Secretarial, Office & Administration Jobs
Other Industries and Skills : 
Engineering, Finance, Banking & Insurance
Role : 
Administrative Assistant, Global Ops Finance SSA Job
Job ID : 
19373889

Senior Procurement Assistant

Senior Procurement Assistant

Grade : Service Contract SC6 (G6 equivalent)
Duty Station : WFP’s Regional Bureau for East & Central Africa, based in Nairobi
Salary : As per UN Service Contract Salary Bands

This vacancy announcement is open to both male and female candidates. Qualified female candidates are particularly encouraged to apply.

The United Nations World Food Programme (WFP) is looking for a qualified candidate to fill the post of Senior Procurement Assistant in support of the Regional Bureau for East & Central Africa (OMN), based in Nairobi, Kenya.

Duties and Responsibilities:

Under the direct supervision of the Senior Regional Procurement Officer, the Senior Procurement Assistant will be responsible for the following tasks:
    •    Guide, train and supervise support staff engaged in the processing of procurement reports and returns from country offices and regional bureaux in the procedures, rules and regulations;
    •    Analyze, control and maintain data from various sources in procurement systems and take corrective action as necessary;
    •    Respond to queries regarding procurement data from staff in the unit and elsewhere in the Programme;
    •    Initiate administrative actions related to procurement information;
    •    Update and track processing of procurement actions;
    •    Prepare purchase orders and contracts for review by a Procurement Officer;
    •    Prepare statistical tables and standard reports;
    •    Oversee the data input into procurement related databases by administrative assistants and provide guidance on data input and validation;
    •    Maintain relevant internal databases and files; keep track of contractual agreements;
    •    Verify claims for accuracy and conformance with procurement rules and regulations;
    •    Brief/debrief staff members on issues relating to procurement transactions;
    •    Evaluate, develop, and recommend procedures. Participate in discussions on new/revised procedures and practices; interpret and assess the impact of changes and make recommendations on follow up actions;
    •    Draft or prepare correspondence to respond to enquiries in respect to relevant procurement matters; review correspondence drafted by other assistants prior to clearance by supervisor, as appropriate;
    •    Perform other related duties as required.
Expected Results:
    •    Well organized, reports and/or records, put together independently with only general guidance.
    •    Well organized work with accurate information and databases; efficiently supervised team of support staff or work unit.
Critical Success Factors:
    •    Sound judgment; ability to extract, interpret, analyze and format data and to resolve operational problems.
    •    Ability to work with minimum of supervision; to supervise and train support staff;
    •    and to work effectively with people of different national and cultural backgrounds.
    •    Ability to work with accuracy under time constraints and pressure;
    •    to deal patiently and tactfully with staff members and others and to have a high sense of confidentiality, initiative and good judgment.
Qualifications and Experience
    •    Education: Secondary school education preferably supplemented by Diploma in Business Administration/Management, or other related field.
    •    Experience: Five years of progressively responsible support experience including at least three years in a financial unit, human resources, audit, evaluation, resources, or another related field and at least one year at the G5 level or equivalent.
    •    Knowledge: Knowledge of WFP manuals in the area of procurement and financial rules and regulations.Knowledge of WFP’s Information System. Training and/or experience using MS PowerPoint and other WFP standard software including word processing, spreadsheet and other systems. General knowledge of UN system policies, rules, regulations and procedures governing procurement administration.
    •    Language: Fluency in both oral and written communication in English essential.
Other desirable skills:

Knowledge of relevant WFP specified software; proficiency in a second official WFP language, preferably French

Interested individuals meeting the above qualifications are required to submit their applications together with detailed curriculum vitae, copies of education certificates, names and telephone numbers or email addresses of three work referees by e-mail to: wfp.omnhr@wfp.org quoting the VA no. and the title of the position in the subject line.

Applicants should also complete and submit a Personal History form (P.11) available on the following link http://www.unon.org/docs/P11.doc.

Closing date: 04 June 2013.

Applications must be received by the deadline. Late applications will not be considered.

Only short-listed candidates meeting all essential qualifications will be contacted.

Front Desk Administrator

Position Description 

• Quotes: receive quotation requests, check for completeness and request missing information, prepare quotes on pre-rated products. Refer quotes beyond authority Profit centre.

• New business: receive completed proposal forms, book policy into PREMIA, prepare receipt requisition for Cashier and assemble policy documents

• Endorsements, Cancellations, Reinstatements & Renewals: review instructions, books into PREMIA within authority. Issue simple endorsements and cancellations

• Enquiries: attend to clients/producers enquiries related to policy status, products and commission issues. 

• Complaints: document complaints in CRM system; escalate issues that are not resolved within 24 hours

• Claims: attend to Claims enquiries made by producers and clients. Issue claims forms.

• Maximize cross-sell / up-sell opportunities to the satisfaction of the client / producer

• Other duties assigned by the manager

• Provide a daily work status to the supervisor

Position Requirements 

Provides high quality professional efficient administrative services to walk-in customers to ensure customer satisfaction with respect to incoming submissions and policy service requests, commission and claims issues. 
Cross-sells / up-sells Chartis products.

About Us 

Chartis is a world leading property-casualty and general insurance organization serving more than 40 million clients in over 160 countries and jurisdictions. With a 90-year history, one of the industry’s most extensive ranges of products and services, deep claims expertise and excellent financial strength, Chartis enables its commercial and personal insurance clients alike to manage virtually any risk with confidence. For additional information, please visit our website at http://www.Chartisinsurance.com.

At Chartis we support and encourage a diverse work environment.  EOE.

Personal Assistant

Personal Assistant To Director

Organisation

An Interior Design and Building firm based in Nairobi. (Construction Industry)

Role Summary
    •    Reporting directly to the Director, the Executive Assistant provides executive support in a one-on-one working relationship.
    •    The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the Director.
    •    The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.
    •    The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
Duties and Responsibilities
    •    Completes a broad variety of administrative tasks for the DIRECTOR including: managing an active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
    •    Plans, coordinates and ensures the DIRECTOR's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the DIRECTOR's time and office.
    •    Researches, prioritizes, and follows up on incoming issues and concerns addressed to the DIRECTOR, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
    •    Provides a bridge for smooth communication between the DIRECTOR's office and internal departments; demonstrating leadership to maintain credibility, trust and support with staff.
    •    Works closely and effectively with the DIRECTOR to keep him well informed of upcoming commitments and responsibilities, following up appropriately.
    •    Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the DIRECTOR, some of which may have organizational impact.
    •    Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the DIRECTOR's ability to effectively lead the organization.
    •    Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
    •    Assists in general office administrative duties.

Qualifications

    •    Bachelor's degree required.
    •    Relevant experience also acceptable.
    •    Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat.
    •    Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
    •    Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors
    •    Expert level written and verbal communication skills
    •    Demonstrated proactive approaches to problem-solving with strong decision-making capability Emotional maturity
    •    Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
    •    Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment
    •    Forward looking thinker, who actively seeks opportunities and proposes solutions
Application

Kindly do not apply if you do not meet qualifications.

Please attach your CV and Cover Letter with the Job Title and send to sushrec@gmail.com

Deadline: 25/05/2013

Only shortlisted candidates will be contacted.