Administrator Corporate Security at Safaricom Kenya

JOB DESCRIPTION

The overall purpose will be to provide administrative support to the Risk Management Departments

RESPONSIBILITIES

• Schedule/Book and coordinate all departmental meetings (both Internal & External) in liaison with concerned parties.
• Ensure that all receipts for any payments or purchases made are properly kept and or submitted to the necessary accounting officer when requested.
• Coordinate Risk Management events by providing Administrative support
• Coordinate departmental office transport and travel i.e. issue vouchers, hotel accommodation, Teambuilding. 
• Monitor the department’s budgets by reviewing monthly cost center reports and analyzing variance between budgets and actual and making recommendations to the HOD’s on resolving the variance.
• Prepare and consolidate of all section reports and presentations to be made by the HOD’s e.g. Annual reports, weekly Management reports.
• Monitor the Risk management Cost Centre reports.
• Maintenance of electronic records which includes organization of departmental shared folders.
• Coordinate Archiving of all old departmental documentation.
• Raising all Purchase requisition through Oracle and following up on payments to suppliers approved by the heads of departments to ensure prompt payment once the services offered/ delivered.
• Analyze and track costs for all services to ensure optimization and timely settlement of bills
• People management –manage all staff assigned (selection/growth, performance management/development)
• Preparation of leave schedule for departments and coordination of other departmental activities such as travel arrangements, recognition program, functions etc.
• Manage the office stationary budget - Making stationary request on behalf of all the HOD’s Office by ensuring that the Office has sufficient stationary stock levels at all times.
• Filing of all documents and correspondence 
• Induction for new staff.

QUALIFICATIONS

• Degree in secretarial or a Diploma in Secretarial/Office Administration.
• At least 5 yrs. experience as a senior Personal Assistant to the Head of Department in a blue chip company preferably in a commercial environment.
• Good communication skills (written & spoken English)
• Excellent organization skills & team player
• Experience in working in a big busy commercial organization preferably FMCG