POSITION: ADMINISTRATIVE ASSISTANT.

LOCATION: NAIROBI, KENYA.

Our client, a leading multi-category consumer goods business that operates internationally, is looking to recruit an Administrative Assistant to join their team in Nairobi, Kenya.

JOB PURPOSE:                                            

To offer efficient and effective administrative (including Records Management) support services to the HOA (Horn of Africa) Team, and to work closely with functions and procurement agencies in monitoring, tracking, and controlling cost-control initiatives relating to indirect spend.

KEY ACCOUNTABILITIES

Operations/ Professional/ Business.

Meetings:

• Organize meetings, conferences, workshops, and team-building events.
• Prepare agenda, presentations, and briefings, and circulate pre-reads as required.
• Follow up on action points before meeting and take minutes during meetings.
• Monitor and control use of meeting rooms with a view to minimizing the use of external facilities.
• Book meetings rooms at the beginning of the year for all meetings and send team the calendar of meetings at the beginning of the year.
• Consolidate the supply chain mood tracker and send to supply chain after meeting.

Information.

• Ensure effective flow of information across the functions at the relevant level.
• Cascade information sent to the team, if relevant.
• Send all sales reports for Horn of Africa team.
• Send information on price change to distributors and trade teams immediately it becomes effective.
• Keep team updated on any on-going events that involve any member of the team.
• Update Trade Team and Distributor lists.
• Update Security, Fleet and other relevant people with names and phone numbers of new entrants and into Trade, Marketting and Distribution team and in case of any changes.
• Receive calls from consumers and re-direct to relevant teams. 

HOA Trade Team Requests.

• Inputting any Lotus notes related requests for approval including;
• Leave management for the team.
• Office requests i.e stationary, budget approvals.
• Fixed asset movement form whenever assets are being moved from the marketing offices.
• Do expense claims for Trade, ,Marteting and Distribution Kenya Team and follow up on payment.

Reports and documents preparation.

Play strong supporting role in collation, production, and distribution process of monthly and annual reports. Minute taking during team monthly meetings.

New Staff.

For new staff and change of roles, follow up on business cards, phone, SP rights, Folder rights, Lotus notes rights, medical cards, mobile phone, and orientation by all marketing functions.

Management.

• Performance Objectives: Plan own work in line with agreed Performance Objectives, proactively manage workload, anticipate, and balance priorities.
• Customer Service: Provide an enabling environment for customers i.e. maintenance of clean desk policy, courteous telecommunication, and playing watchdog for the executives so that issues that need attention do not pass un-noticed.
• Utility Bills Payment: Follow up on payment of utility, rent and dispenser bills and ensure timely supplier payment by following up with Finance.

Innovation.

• Identify and utilize various communication channels to ensure effective management of stakeholders.
• Proactively seek out opportunities for smarter spending and communicate & encourage these within the team.

All applicants are advised to adhere to the application guidelines for consideration. Only shortlisted candidates will be contacted.

NB: Flexi Personnel does not charge candidates for job placement.