Office Administrator - Vihiga at Kenyan Urban People Association (KUPA)

As an Office Administrator, you will play a critical role in ensuring the smooth and efficient operation of the regional office. Your responsibilities include managing office supplies, coordinating meetings, handling correspondence, and providing administrative support to various unit offices as directed by the regional manager.

Key responsibilities

• Welcome visitors, answer phone calls, and respond to inquiries in a professional and courteous manner.
• Maintain office calendars, schedule appointments, and coordinate meetings for the regional office.
• Manage office supplies, equipment, and inventory levels, order supplies as needed, and ensure proper maintenance of office facilities.
• Handle incoming and outgoing mail, and deliveries, sorting and distributing correspondence to appropriate recipients within the region.
• Assist in the preparation and distribution of forms, presentations, and other documents as requested by the regional office.
• Maintain electronic and paper filing systems, organize documents, and ensure accuracy and accessibility of records.
• Assist the regional manager in coordinating office events, including staff meetings, training sessions, and social gatherings, assisting with logistics as needed.
• Process registration of members ensuring accuracy, approval, and timely payment.
• Provide administrative support to unit managers as may be directed by the regional manager from time to time.
• Monitor and maintain office cleanliness, organization, and appearance as needed.
• Handle confidential and sensitive information with discretion and confidentiality, following privacy regulations and company policies.

Requirements and Qualifications

• Diploma in business administration or related field is preferred.
• Proven experience as an office administrator, office assistant, or administrative assistant role.
• Strong organizational and time management skills, with the ability to prioritize tasks and multitask effectively in a fast-paced environment.
• Excellent communication and interpersonal skills, with the ability to interact professionally with employees, visitors, and vendors.
• Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and office equipment (e.g., printers, scanners, copiers).
• Attention to detail and accuracy in performing administrative tasks, maintaining records, and managing documentation.
• Ability to work independently with minimal supervision and as part of a team, demonstrating initiative, reliability, and flexibility.
• Knowledge of office management principles, procedures, and best practices. Commitment to professionalism, integrity, and confidentiality in handling sensitive information and interactions.

Required Skills

• Office administration
• Communication skills
• Time management
• Organization
• Attention to detail
• Microsoft Office proficiency
• Interpersonal skills
• Problem-solving abilities Adaptability
• Confidentiality