Office Administrator at GROOTS Kenya

Overall Responsibility: Undertake administrative tasks & proper coordination of office operations to ensure the rest of the staff have adequate support to work efficiently, effectively and in compliance to organizations policies and importantly ensure smooth running of the organization.

Specifically;

• Serve as first point of contact for staff, grassroots women& visitors and provide relative information as required
• Answer calls and maintain a rapid response rate according to agreed standards and also keep a record of information on calls received, where required and maintain detailed and accurate records.
• Draft and type routine correspondences & assist in scanning, printing & photocopying of documents where applicable.
• Maintains office environment, track stocks of office supplies and place orders when necessary for effectiveness of personal duties.
• Maintaining proper filing of documents, keep custody & track of all office assets and ensure proper servicing, repair and maintenance.
• Support staff & other grassroots women in arranging travel schedules & related logistics including hotel bookings, airport transfer & ticketing among others.
• Sourcing of quotations from vendors, carrying out due diligence on suppliers, completing procurement forms/ procurement requests, purchase orders, procurement matrix among others.
• Draw cheques, make payments and maintain petty cash on an imprest reimbursement basis as per the financial guidelines and rules of of the organization.
• Ensure and work in consultation with our service providers to see that all the staff has access to required services i.e internet, telephone e.t.c.
• Preparation of payment vouchers & ensuring payment vouchers bear the necessary requisition, approvals and quotations where necessary.
• Orient & induct new staff into the general office environment
• Receive invoices from suppliers, ensure they are invoiced as per the booking/activity, attach all the necessary documentation & present for payment approval.
• Keep custody & track of all office assets and ensure proper servicing, repair and maintenance.
• Issue office assets to authorized staff & record issuance in the asset issuance register. Ensure that the assets are returned on time & in proper condition
• Receive & ensure that all the bills are paid on time i.e. telephone bill, rental fee and also internet fee.
• Filing of statutory deductions e.g PAYE, NHIF, NSSF, Withholding tax.
• Any other job as directed by the supervisor(s)

Qualifications

• Bachelor’s degree in office administration or relevant field
• 2 – 4 years working experience as an Office Administrator in a busy office
• Experience with office management software like MS Office (MS Excel and MS Word)
• Team player with excellent interpersonal and analytical skills.
• Strong organization skills with a problem-solving attitude.
• Excellent written and verbal communication skills.
• Excellent organizational and time management skills
• Ability to work under pressure yet deliver multiple tasks on time with attention to detail and accuracy.