Administration Executive at Ison Technologies

Details:

Reference Number: IB/2019/0001

LOCATION:         Nairobi – Kenya, Call Center along Mombasa Road.

OVERALL JOB PURPOSE: The Administration Executive provides support to the call center by overseeing facilities management; transportation; Statutory Compliance, monitoring and reporting on admin. expenses and general office cleanliness & services as per agreed TATs.REPORTS TO: Operations Site Head; and functionally to Corporate Administration.

DIRECTLY SUPERVISES:  None.

KEY RESPONSIBILITIES:

• Creates and maintains an office assets ledger.
• Accounts for and maintains an expenses record for all administration related expenses.
• Maintains an updated filing systems for all administration related matters.
• Ensures office equipment such as printer(s); copiers are maintained in good order.
• Manages mail/ courier system.
• Manages, coordinates and monitors the general maintenance and repair of facilities including the Air Conditioner, Generators, fire equipment’s.
• Organises and monitors shift transport for staff and oversee cab services. Maintain the staff transport inspection reports and the log books.
• Coordinates and manages the cafeteria; in addition to ensuring that high level of cleanliness is maintained.
• Coordinates and organises meetings, office functions, in addition to maintaining a meeting room diary.
• Records minutes of meetings; prepares presentations; binds documents for internal and/or internal use. As when required.
• Coordinates with vendors on the provision of office services and/or supplies.
• Organises and coordinates travel arrangements which includes but not limited to airport transfers, accommodation, visa applications and tickets (where applicable)
• Maintains and tracks office supplies and inventory; tracks stock levels and places orders as required.
• Receives, records and/or dispatches cheque payments in consultation with the Finance team
• Prepares daily/weekly/monthly administration report.
• Ensure adherence to the Administration policies and procedures.

MINIMUM QUALIFICATIONS AND EXPERIENCE:

• A Bachelor’s degree or Diploma from a recognized institution.
• Minimum of four (04) years’ experience in managing administration in a large organization.
• Knowledge of the BPO Operations/Service space.
• A minimum of 4 years’ experience
• Proficient in MS word, Excel and Power point
• Knowledge on generator operation, UPS and Vendor management

ATTRIBUTES AND SKILLS:

• Excellent communication and interpersonal skills
• Proactive and good problem solving skills
• Strong negotiation skills
• High level of confidence.
• Ability to prioritize and work with minimum supervision.
• Ability to work collaboratively in a team environment
• Excellent work ethics
• Ability to work extra hours to meet business needs

Work Conditions:

Ability to work any shift in a 24/7 work environment including odd hours; weekends and public holidays

To reside within reasonable travel distance to the office, as defined by the Company; to facilitate ease of transport arrangements – where applicable