Administrative Assistant at Ona Data

Overview: We are looking for an administrative assistant to provide finance and administrative support and to facilitate the day to day running of the Kenya office.

Roles / Responsibilities

1. Accounting

• Regular bookkeeping and petty cash management;
• Prepare the annual operating Ona office budget;
• Ensure monthly filing of VAT Returns;
• Assist with the routine invoicing of clients;
• Payment processing this includes, preparing expense vouchers, check expense claims for accuracy;

2. Administration

• Providing general support to visitors who come to Ona offices;
• Assist  in the management of Kenya visa, alien cards, and work permits for international staff; Ensure timely submission and follow-up as needed;
• Manage travel arrangements for international and local staff, consultants and visitors (routing, ticket and hotel booking, visa application, computation of travel expenses), including relationship with travel agents;
• Manage  the office supplies/equipment management process that ensures adequate stock of supplies to prevent stock-outs;
• Manage service contracts with suppliers for required administrative services – including repair/maintenance, water, electrical, office supplies, etc. to avoid disruption of services and supplies; ensure that all service contracts are procured in compliance with Ona procurement policies
• Maintain a records management system that provides guidance to staff with regard to file and records management;
• Maintain an upto date contact list of our clients and staff at Ona;
• Answer and direct phone calls as required;
• Planning, scheduling meetings and appointments, and handling correspondence for the management team;
• Plan meetings and take detailed minutes when need to;
• Write and distribute email, correspondence memos, letters, faxes and forms;

3. Human Resources

• Monitor timesheet submission on a weekly basis and accuracy and ensure that the staff leave requests are tracked and regularly updated in HR files.
• Support in the organizing of company events, this includes team building activities, conferences, retreats etc
• Assist in maintaining an up to date personnel filing system;

4. Procurement and inventory

• Manage the procurement process in compliance with Ona policies and requirements; maintain updated vendor lists and vendor performance files;
• Ensure adherence to all  internal controls/compliance within the different procurement processes – bid solicitation/review/approval, purchase orders, documentation of goods/services received;
• Ensure the consistency of procurement records management; create and comply with standard records file list for all procurement activities;

5. Property management

• Ensure that all property/equipment with a value greater than $200 USD is registered – include equipment descriptions, specifications, serial and model numbers, Purchase Order Number, value, and inventory label number;
• Manage the property management database/inventory spreadsheet; update the database for each new purchase of equipment;
• Undertake yearly  inventories to reconcile database entries with physical counts of property within the office; document and track property movements within and between offices and document each physical count against the property inventory database;
• Maintaining  inventory records and database in both hard and electronic copy; Document all property dispositions and ensure that disposition of property is in compliance with Ona;

6. Project support

• Working with the sales department to ensure routine Invoicing to clients and sales request are attended;
• Provide administrative support to projects, specifically in opening and project files and subdirectories in Ona’s corporate file management system.

Skills

• Ability to multi task
• Ability to establish and maintain effective working relationship with co-workers, Customers, Suppliers and the general public surrounding our businesses
• Knowledge of company administrative procedures
• Managing multiple and changing priorities at once
• Good computer skills including Word, Excel, MS Outlook, PowerPoint
• Managing administrative processes
• Excellent communication skills (spoken and written)
• High level of attention to detail.

Qualifications

• Degree in Business Administration/ Bachelors of Commerce (Finance option),
• At least CPA Section 2 (IV) qualification will be an added advantage.
• At least 2 years experience working in a in a busy environment in a similar position.
• Computer literacy