Office Administration Job in Nairobi, Kenya

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Vacant Position:  Office Administration Manager

Location:  Nairobi, Kenya

Industry:  Fintech

Our Client, an African cross-border fintech startup is urgently seeking to hire an ambitious, self-driven and experienced Office Administration Manager.

The successful candidate will manage the day-to-day company administrative operations as well as offer customer support to staff, walk in clients and service providers by performing the following duties;

Essential Duties & Responsibilities


·          To manage the front desk including receiving the walk-in visitors and ensure they are attended to and guided as appropriate.

·          To be the point of contact with the building management and caretaker to handle all issues related to the office.

·          To manage the office budget and petty cash.

·          To manage the Office inventory.

·          To ensure staff have adequate office supplies and that the replenishment is done in good time to avoid stock-outs.

·          To continuously update the office biometrics upon joining of New Hires.

·          To manage all office correspondence including email, postage and packages.

·          To create, file and update records with clients and any other data as required.

·          To prepare proposals and presentations as requested.

·          To actively engage clients through live chat, email or phone and respond to them accordingly.

·          To assist clients with general inquiries as well as any technical issues that might arise and escalate them to the right persons for resolution.

·          To coordinate and manage the boardroom calendar.

·          To manage and organize office meetings, appointments and events.

·          To ensure a smooth flow of the day to day office operations including running office errands, managing office supplies and serving visitors, office cleaning, repairs and maintenance.

Procurement & Payments

·          To work closely with the Finance team to ensure the organization gets value for money in all the procurement as per the company procurement policy.

·          To manage vendor relations and ensure all issues raised by vendors are addressed and closed.

·          To support procurement function by reaching out to vendors to obtain quotations.

·          To receive supplies from the vendors.

·          To oversee preparation and tracking of requisitions for company payments.

·          Monthly office payments (Rent, service charge, WIFI, water, electricity)

Logistics & Travel Management

·          To work closely with the People Ops team to manage staff domestic and international travel.

·          To work closely with the director of finance and accounting together with the People Ops team in the renewal of non-Kenyans special pass and work permits.

·          To ensure visitors and travelers within the region have been booked in approved hotels.

·          To work with the selected taxi provider on staff and visitors’ local travel.

·          To work with the selected vendor to book flights for local travel for both staff and visitors.

·          To manage project shipment both domestic and international.

·          To work closely with staff on conference and meeting bookings in approved hotels.

·          To ensure appropriate travel plans are in place for domestic travel by working closely with the selected vehicle hire vendor compliance.

·          To ensure the company compliance certificates are renewed on time.

·          To file and record keeping of all company compliance documents.

·          To perform any other duties as required by Management.

Key Competencies & Qualifications:

·          Advanced Diploma in Business Management/Bachelor’s degree in Business Administration/Management from a recognized institution

·          The ideal candidate must have at least 3 years of experience in an Administrative role in a fairly busy business environment

·          Ability to juggle various administrative tasks in a timely manner

·          Ability to multi-task effectively in a fast-paced environment and work effectively within a team

·          Self-driven & self-starter with a global mindset and ability to work under pressure

·          Excellent communication skills (verbal and written)

·          Must have office administration skills

·          Practical problem solving skills and people management skills

·          Good organization skills and a high level of attention to detail

·          Availability should be immediate.

How to Apply

If you’re up to the challenge, kindly send CV and cover letter only to [email protected] before close of business 20th April 2021.

Clearly indicate the position applied for and expected salary on the subject line.

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