Administrative Assistant - Fahari Aviation at Kenya Airways

Brief Description        

   The candidate will provide administrative and general support to the Fahari Aviation team by managing and facilitating day-to-day operations, coordinating activities, meetings, and events, managing schedules, handling correspondence, maintaining records, and assisting in various administrative tasks to various sections.

Detailed Description        
Principal Accountabilities (Responsibility)

General Managers Office

• The General Manager's office requires dedicated administrative support to enable effective management of the executive's calendar, correspondence, and meetings. The Administrative assistant will ensure that the General Manager can allocate their time and attention to strategic decision-making and high-level responsibilities, while also providing necessary support for presentations, reports, and travel arrangements. This assistance will enhance the General Manager's productivity and contribute to their overall effectiveness.

The Specific tasks

•  Arrange meetings, arrange appointments, and manage the General Manager's calendar.
•  Set meeting agendas in advance, record minutes accurately, and follow up on action items.
•  As needed, draft and revise letters, presentations, and other documents.
•  Coordinate travel arrangements, including flights, accommodations, and transportation.
•  Assist in organizing and coordinating company events and functions.
•  Monitoring expenditure against set budgets and monthly reporting.
•  Managing petty cash, stationary requisition process, filing, and other routine tasks.

ROC Operations Office

• The administrative assistant will support the ROC Operation office in documentation and equipment management. This operational support will contribute to improved efficiency, regulatory compliance, informed decision-making, and streamlined operations. By performing these responsibilities effectively, the administrative assistant ensures that the drone operation section operates smoothly, mitigates risks, and achieves operational excellence.

The specific tasks

•  Flight Operations Coordination - Coordinates Payments and documentation requirements by KCAA to approve operations.
•  Coordinating activities and working with stakeholders in Operation on initiatives such as the quarterly Town hall, Customer fora, team activities. by providing administrative support
•  Assist in maintaining accurate records, files, and databases for operational activities.
•  Assist in procurement activities, including vendor coordination and purchase orders.
•  Handle office supply management, inventory control, and equipment maintenance.
•  Operational Support - The assistant provides general operational support, including logistics coordination, administrative tasks, collaboration with other departments, coordination of training programs, and support in ad-hoc operational tasks and projects.

UTO Office

• The administrative assistant will support the UTO Office in organizing training programs, managing participant registrations, and maintaining training records, and coordinating logistics. This will optimize training and streamline the overall process.

The specific tasks

•  Flight Operations Coordination - Coordinates Payments and documentation requirements by KCAA to approve operations.
•  Coordinating activities and working with stakeholders in Operation on initiatives such as the quarterly Town hall, Customer fora, team activities. by providing administrative support
•  Training Program Coordination - Coordinating training programs, managing schedules, handling participant registrations, organizing training materials and facilities, maintaining records, and collecting feedback from participants.
•  Administrative Support - Managing office operations, maintaining databases and filing systems, drafts documents and reports, orders and manages training supplies, and handles travel arrangements and logistics.
•  Communication and Correspondence - Manage communication channels, handles correspondence, responds to inquiries, drafts and edits training-related communications, and maintains contact lists for effective communication with trainers, trainees, and stakeholders.
•  Event and Logistics Coordination - Assists in planning and organizing training events, coordinating logistics such as venue booking and equipment setup, managing registrations and participant communication, and liaising with external vendors and partners.
•  Record keeping and Reporting - Maintain accurate training records, generates reports on training activities and participant feedback, analyzes training metrics, and ensures compliance with documentation and contract management.

Job Requirements        
Qualification(Minimum)  

•  Minimum University Graduate in Business, Secretarial, Administration, Management, or a related field.
•  Relevant certifications or additional qualifications will be considered a plus.
•  3-5 years’ experience in office administration or as a personal assistant to a senior manager.

Additional Details        
Other Skills

•  Knowledge of Business.
•  Strong business writing ability.
•  Excellent interpersonal and communication skills
•  Strong time management and organizational abilities.
•  Analytical ability.
•  Managing budgets.
•  Ability to exercise a high level of professionalism and discretion with respect to confidential and sensitive matters required.
•  Ability to quickly and thoughtfully build and maintain relationships required.
•  Ability to work both collaboratively and independently and meet deadlines required.
•  High level of proficiency with Microsoft Office applications, Microsoft Teams, Zoom, and Adobe Acrobat. 
•  Ability to multi-task and prioritize among competing demands and adapt to changing needs in a fast-paced environment required.