Administrative Officers at Federation Of Kenya Employers

ADMINISTRATIVE OFFICERS – AO/04/2022

Reporting to the Managers at HQ or Branch Offices, the Administrative Officers will be responsible for performing a wide range of administrative and office management activities to facilitate the efficient office operations.

KEY RESPONSIBILITIES

• Office Administrative management
• Schedule and coordinate meetings & appointments internally and externally
• Prepare meetings schedules, agenda, meeting packs and minutes in an efficient and professional manner
• Electronic and physical records management, maintaining up to date inventories & databases and facilitating retrieval of documents
• Follow-through on approvals, agreed action points and provide progress reports
• Administrative coordination of cross departmental initiatives e.g invoicing, procurement among others to ensure tasks completion
• Receiving enquiries from members and clients via phones or digitally, screening & transferring to the relevant managers /officers for attention
• Attending to FKE guests and clients ensuring the Federation’s image and reputation is always upheld
• Mailing, correspondence & filing system management
• Provide secretarial services to the assigned departments by typing, photocopying, scanning, and mailing documents
• Draft documents, correspondences, reports, and memos as assigned
• Provide administrative support in coordinating institutional events such as trainings, conferences, and virtual meetings
• Mobilise and registerer members to attend institutional events such as trainings, AGMs and conferences whether physical or virtual
• Make travel arrangements, book hotels and source for other service providers as may be guided
• Conduct basic research on assigned areas and prepare summaries and reports
• Maintain a contacts database and directory
• Perform assigned memberships related duties
• Prepare and provide periodical reports on assigned roles
• Perform any other duties as required.

QUALIFICATIONS AND EXPERIENCE

• Bachelor of Business Administration degree/Office Management or a related discipline
• Post Graduate Diploma in Secretarial Studies will be an added advantage
• Minimum 5 years working experience in a similar role in a busy organisation
• Training and experience in HR related duties will be an added advantage

KEY SKILLS, COMPETENCIES AND DESIRED ATTRIBUTES

• Administrative and Secretarial skills
• Digitally savvy
• Strong positive Interpersonal and relationships management skills
• Strong organizational skills and attention to detail
• Strong oral and written communication skills
• Records management abilities
• A person of Integrity who is dependable and can uphold confidentiality
• Excellent work ethics and Etiquette
• Resilient, able to multi-task and manage diverse tasks simultaneously
• Willingness to work in any of the FKE offices (HQ or branch offices)