Computech Limited Administrative Assistant

Computech Limited a Kenyan based company which promotes technology for business, is one of East Africa’s strongest ICT business with over 23 years experience.

We are currently seeking to recruit for the following position:

Administrative Assistant

Reporting to the head of IS operations the person will be expected to provide administrative assistance and support to the IS operations department.

Key Accountabilities / Responsibilities

• Manage Departmental meetings, calendar, and reports; and follow up with IS cross functional issues with other functions and departments.
• Receive and handle courtesy calls for IS Operations and attend to customers, Setup meetings, document and distribute minutes, follow-up on action items with respective managers.
• Maintain and manage hard copy and electronic filing system for documents, records, contracts and software inventory to ensure easy and quick retrieval of information.
• Analyze, manage and monitor monthly cost centre reports for IS Operations and report on variances as required.
• Manage travel and accommodation arrangements for IS Operations Staff and consultants.
• Ensure schedule of induction/orientation and training program for new staff.
• Act as administrative contact for IS Operations staff members and external stakeholders and ensure availability of office supplies and equipments.
• Maintain and update leave schedule for ALL the staff/Contractors and the staff back-up resource
• Vendor management, Verify and monitor staff expenses, Coordinating office operations provision and set up and Management of IS office facilities and equipment
• Preparation, review and respond to daily internal/external correspondences (emails, faxes) and their follow up, filter all incoming calls, emails and paper mail and route to the relevant offices for action.
• Support and facilitates WCO initiatives, reporting and champion 5S in IS operations department
• Manage the staff IT Equipment clearance process, manage the IT equipment gate passes process and any other duty as assigned

Key Performance Indicators

• Timely reports as required,
• The IS operations staff get the required support,
• Updated meeting minutes and timely circulation,
• Up to standard levels of cleanliness in the department, and
• Compliance to IS Operations policies ad processes

Knowledge, Skills, Experience

• Diploma in Business Administration, a bachelor’s degree will be an added advantage
• At least 2 years practical hands on work experience in administration and management.
• Excellent computing skills; Word, Excel, power point and web management
• Ability to organize meetings, workshops both local and international
• Strong self-motivation and flexible team player
• Ability to multi task and prioritize between tasks

Competencies

• Maintain positive working relationships with others, both internally and externally.
• Excellent oral and written communication skills and interpersonal skills.
• Anticipate, understand, and respond to the needs of members and other clients to meet or exceed their expectations.
• Work cooperatively and effectively with other members of IS operations.
• Excellent time management skills; attention to detail; the capacity to prioritize by assessing situations to determine urgency; ability to develop a work schedule, set goals, create / implement actions plans and monitor progress towards goals; and ability to make clear, timely decisions.

Interested and qualified candidates should send their detailed CV to careers@computechlimited.com.

All applications should be received on or before 25th October 2011

Nursing Job Vacancies - Mombasa, Kenya

A private hospital in Mombasa is looking for qualified nurses with the following requirements.

Requirements:

Diploma in Nursing and registered with the Nursing Council of Kenya.

At least 2 working year’s experience.

Good communication skills.

Flexible and able to meet deadlines.

Not-for-profit making organization background is an added advantage.

If you meet the above criteria, forward your CV and copies of relevant documents not later than 30th October 2011 to hosjobs@ymail.com

Africa Centre for Open Governance (AfriCOG) Administration Officer Job Vacancy

The Africa Centre for Open Governance (AfriCOG) is an independent, non-profit making organisation with a mandate to provide cutting edge research on governance and public ethics issues and, monitor governance fundamentals in both the government and the private sector.

AfriCOG's governance and anti-corruption reform initiative are aimed at addressing the structural causes of Kenya's governance crisis by a knowledgeable citizenry.

AfriCOG seeks to recruit an Administration Officer as below;

Job Title: Administration Officer

Department: Finance and Administration

Contract Period: Short term period of 6 months renewable based on performance

Main purpose of position

The main purpose of this position is to effectively and efficiently provide the smooth administrative functioning of AfriCOG, including office administration, programme administrative support, human resource administration, IT and personal assistance to the Executive Director.

You will also be responsible for making sure that the office is running smoothly and efficiently.

Reporting Relationships

• Direct reporting to the Executive Director as Personal Assistant
• Direct reporting to the Finance Manager on other duties
• Working relationship with AfriCOG program staff, associates and suppliers
• Supervision of subordinate staff

Job Requirements

This is a demanding job that will require among others, the following sets of skills and attributes:

• Excellent written and oral communication skills
• Excellent organizational skills with the ability to organise work and to prioritise demanding tasks
• Excellent interpersonal skills, maturity
• Flexibility and adaptability to changing work demands
• Trustworthiness, discretion, reliability and loyalty
• Self-motivation, and ability to work with minimum direction
• Good typing speed, ability to quickly understand information, numerical skills and creativity
• Software skills: MS Word, MS Excel, MS PowerPoint and MS Access

Detailed requirements:

1. Office administration

• All general office management tasks
• Creating, modifying and managing all administration files in the office
• Supplier procurement and correspondence
• Working with program staff to make sure office orders and deliveries are made on time
• Implementing a current and relevant record management system
• Stationery and supplies management and administration
• Petty cash custody and administration

2. Board communications

• Providing support to ED in ensuring regular and effective communications with Board of Directors
• Supporting ED ad F& A manager in timely organisation of Board meetings
• Support ED and F & A manager in timely organisation of annual members’ meetings
• Maintaining up-to date and accurate records and files of board meetings
• Supporting F& A Manager and ED in timely communications with company secretaries to ensure compliance with statutory requirements

3. Programme administrative support

• Ensuring timely correspondence between donors and programme staff
• Ensuring programme files are fully updated through close working relationship with relevant programme staff
• Ensuring supplies and request for programs are quickly attended to and provided
• Maintaining a program correspondence file

4. Human resource administration

• Managing personnel files
• Working with relevant officers to prepare and update staff and consultant contracts
• Initiating and maintaining staff appraisal documents
• Managing staff leave days and files
• Monitoring staff in/out times
• Providing administrative support to staff recruitment including ToR development, and assessments, inductions and orientations, secure and confidential management of all staff files and documentation

5. PA to the Executive Director

• Managing director’s travel, meetings and appointments
• Managing directors diary and contacts database
• Coordinating and ensuring orderly timely succession and administration of meetings
• Screening telephone calls and inquiries and handling them accordingly
• Dealing with correspondence, taking dictations and minutes and records for the same
• Producing documents, briefing papers, reports and presentations as may be required
• Creating and managing all files relating to director’s matters including correspondence file, personal file, salary deductions files, reports and meetings file etc.

Job Specification

The candidate should be a professional administrator, upwardly mobile (i. e. willing to invest in advancing their career) with commitment to social development, effective and efficient management and a strong team player.

Experience

• At least 3 years experience in administration and office management with excellent references
• Exposure to and genuine interest in the civil society sector

Minimum Qualification

• Graduate in Business Studies or related field
• Computer Literacy; especially MS Office Suite or similar
• Fluency in written and spoken English and Swahili, excellent verbal and writing skills.

General eligibility

The post is open to Kenyan citizens. AfriCOG is an equal opportunity employer.

Application Procedure

Please send the following documents:

• Cover Letter indicating your current and expected pay
• Curriculum vitae with three professional referees
• List of your last three employers with their contact details

Deadline for applications: 17th October 2011

If you feel that you meet the criteria, please send your detailed CV to admin@africog.org on or before 17th October 2011.

Only short-listed candidates will be contacted

Bursar cum Estate Manager

We are urgently looking for a Bursar cum Estate Manager

Main Purpose

Financial accountability for all operations of the institution, and the care, maintenance and development of the institution infrastructure and equipment.

Key areas:

Accounts

• Responsibility for the P&L and Balance Sheets, including annual budget setting and subsequent tracking.
• Management of an Accounts Manager and Accounts Assistant in the preparation of the books, tax returns, reporting, parent invoice and payment processing, supplier transactions, general filing and monthly senior and ancillary staff pay-rolls (including overtime), and insurances (excluding medical).
• Overall responsibility for the relationship with Barclays and KCB banks, including recommendations for any changes in banks where appropriate and/or required.

HR Administration

• Working directly with a fixer to secure TSC, Department of Education and Department of Immigration approval for work-permits.
• Negotiation of bi-annual Union Collective Bargaining Agreement (CBA) and subsequent education and follow up with ancillary staff through the operation of a welfare committee, section heads meetings and issuing of warning letters when required.
• Ensuring correct NHIF/PIN/NSSD/CRB and Letter of Good Conduct paperwork is in place: actual work to be done by accounts manager/assistant and Institution secretary.
• Negotiation of annual medical insurance policies for senior staff

Site Management

• Infrastructure: Maintenance of buildings, equipment, grounds, electrical, plumbing, heating, generator. This includes both oversight of what needs doing when and organisation of the works to be done.
• Security: Ensuring the Askari team are up to scratch, that the fences are operational, that the radio-network is in place, and that associated scenario plans are worked through and updated.
• Housekeeping: Through oversight of a housekeeping manager, ensure that all buildings are kept clean and tidy, that the laundry manages all linen and clothing cleaning, that drains are kept clear, and that refuse is disposed of effectively.

Parental Relations

• Supporting prospective and new parents as needed with necessary information, planning and paperwork
• Managing all questions, complaints and concerns from parents within 48 hours, with the assistance of the accounts team as required.

Council Reporting:

• Writing and aligning the agenda for the finance committee meetings, ensuring minutes are completed signed and files and submitting any reports required for those meetings.
• Writing reports required for each council meeting, attending the meetings.
• Being generally available for ad-hoc council queries.

Candidate profile:

The ideal candidate will have wide ranging financial, administrative and interpersonal skills coupled with a high degree of diplomacy in dealing with multiple stakeholders and parallel reporting lines.

Ideally the candidate should have experience in managing a venue, building or office, both commercially and operationally

Success in the role will demand detailed understanding of finances and an entrepreneurial outlook

Applications: 

Please send up to date CV, accompanied by at least 3 referee telephone numbers/email addresses to: 

Summit Recruitment & Training, 
Rhino House, Karen Road, Karen 
Email: sue@summitrecruitment-kenya.com

Apply stating your current salary and the job title.

*****preferably candidates that have English as their first language******

Only shortlisted candidates will be contacted. 

Please indicate on email which position you are interested in.

Deadline: 29th October 2011