Administration Assistant at Kenya Institute of Supplies Management

Ref. AdminA-002/2022

Job Summary:
Tsupport the HR and Administration Manager and Executive Office and provide administrative support tthe Institute

KEY DUTIES AND RESPONSIBILITIES

• assist in coordination of general administrative services and office procedures.
• Produce and distribute correspondence memos, letters and forms.
• Organize and coordinate schedule of meetings and appointments, manage the Institute’s diary’s
• assist in employee relations and welfare initiatives
• assist in implementing the human resource policies and procedures aimed at enhancing workplace relations
• assist in ensuring compliance with Workplace safety, Labour Laws and related statutory requirements
• Reply tofficial email enquiries.
• Take accurate minutes of meetings.
• Ensure clean and organised office areas, including safety
• Perform a variety of other office tasks, such as printing, scanning, copying
• Coordinate all office repairs and office maintenance
• Maintain contact lists
• Assist in the preparation of regularly scheduled reports.
• Overseeing the junior admin staff.
• Maintaining organized file systems for the Institute.
• assist in coordinating of outsourced services including but not limited tmessenger, cleaning and tea services.
• Undertaking any other office administrative services duties that may be assigned

QUALIFICATION AND KNOWLEDGE

• Diploma in Business Management/Administration/Human Resource Proficient in MS Office Knowledge of office management systems and procedures

EXPERIENCE

• Tw(2) years of relevant working experience in a comparable reputableorganization

SKILLS/COMPETENCE

• Handle sensitive information in a confidential manner.
• Ensuring security, integrity and confidentiality of data; and
• Excellent time management skills and ability tmulti-task and prioritize work
• Attention tdetail and problem solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills
• In addition tthe professional qualifications, successful candidates will be required tmeet 
• the expectations of Chapter 6 on Leadership and Integrity and possess;
• Valid certificate of Good conduct
• Clearance certificate from the Ethics and Anti-Corruption Commission
• Certificate of compliance from the Higher Education Loans Board (HELB)
• A valid Kenya Revenue Authority (KRA) Tax Compliance clearance
• A valid certificate of clearance from the Credit Reference Bureau
• A relevant identification document
• Valid Membership Certificate from relevant Professional body