Admin & Office

Administration Assistant

Full Time

Job Summary
The Administration Assistant/PA managing company administrative systems. She /he will ensure that COSEKE Kenya operates at the leading edge of operational efficiency and service quality whilst supporting the Management Team to deliver strategic and operational priorities.

Key Responsibilities:
Administration
Manage the reception, switchboard, and mailroom.
Schedule meetings and manage the CEO calendar
Develop and maintain effective office systems (e.g., IT support, office maintenance, fixed assets, supplier contact), ensuring these are consistent with COSEKE’s operating requirements.
Support the efficient running of COSEKE’s office daily operations.
Support logistics for COSEKE’s activities.
Minutes for staff meeting.
Be responsible for making travel and accommodation arrangements.
Organize COSEKE Kenya Management meetings
Ensure all files are stored and archived according to COSEKE policy and procedures
Formulate correspondences on behalf of COSEKE Kenya as directed;
Attend administrative meetings as scheduled
Ensure overall cleanliness of the office and kitchen
Be in charge of all flight bookings, travel arrangements, local transports for COSEKE office staff, advisors and consultants; both in-country and international.
Be in charge of all visas, work permit and other government requirement for COSEKE Kenya office staff and families, advisors and consultants.

Key Performance Indicators:
Ensure the reception is attended to all the time.
Effective communication throughout the organization
Staff compliant to planning and reporting requirements
Rules and regulations on timekeeping, security, access and meeting of deadlines are enforced

Procurement :
Assist in Keeping track of office supplies and send requisition as and when required Ensure all procurement processes are in compliance with COSEKE regulations.
Provide inputs to the preparation of procurement plans for the office and monitor their implementation
Review procurement requests and initiate procurement procedures for office and project equipment, supplies and services;

Key Performance Indicators
All principles of Procurement are followed to get value for money

Procurements done on time
Quality Assurance/ Continuous Improvement
Participate in the continuous improvement process and COSEKE Quality System.
Assist with other organisational initiatives as required.
Act as the internal auditor for implementation of ISO 9001:2015 Policies and Procedures

Other Roles:
Help to create an environment where COSEKE is seen as a great place to work and where continuous improvement is the norm.
Act as the company’s Internal auditor for implementation of ISO 9001:2015 Policies and Procedures
Implement the company’s ISO 9001:2015 Quality Management system by following established processes and procedures
Prepare regular work plans and reports on a daily, weekly, monthly and annual basis

Key Performance Indicators
There is a Conducive work environment provided for staff to work in.

Education / Knowledge / Experience Needed:
Bachelor’s degree in in Business Administration/secretarial studies or Diploma in secretarial studies or relevant course.
Computer literacy
At least 3 years of experience in the field of Administration in a busy office.
Prioritisation and time management
Interpersonal relationships, discretion and confidentiality
Experience of report writing utilising excel, word and power point
Ability to communicate at all levels
Problem solving skills
Recruitment and Selection experience
Ability to innovate to create and implement continuous improvement initiatives
Ability to support and influence all stakeholders, including heads of departments across the business
Adaptability and flexibility – willing to work on a variety of projects and perform in multiple roles

Communication
Expresses ideas & information in an accurate, relevant and timely manner utilising a two-way communication approach.
Demonstrates the ability to interpret and convey information for their audience. This includes responding to audience feedback & adapting their approach.
Keeps people informed.
Integrity
Demonstrates openness, honesty & consistency in behaviour.
Can be relied upon. Generates confidence in others through professional & ethical behaviour
Initiative
Proactively asserts influence over events to achieve goals.
Demonstrates a readiness to generate ideas & solutions.
Is self-starting & takes action to achieve goals beyond what is required.
Action Oriented
Enjoys working hard.
Demonstrates energy & drive for things seen as challenging.
Is not fearful of taking action & seizes more opportunities than others.
Career growth at Coseke is defined by you. We encourage and support continuous knowledge acquisition and self- drive for our employees.