Jobs at Outlook Ltd

KEY RESPONSIBILITIES

HR Assistant Role

• Facilitation of staff registration into the medical scheme and thereafter any medical/insurance claims and hospital discharges.
• Facilitating membership registration into NSSF and NHIF funds.
• Managing the staff leave schedule and processing all leave applications
• Ensuring all filing adheres to the Records Management Schedule (RMS)
• Ensuring that the muster roll is up to date
• Facilitate new staff PHF induction and ensure PHF’s are duly completed and properly filed 
• Helping in the recruitment process i.e. acquiring of all necessary items such as staff IDs, email addresses.
• Ensure all office equipment, furniture and other gadgets are well maintained and a record of the company assets well updated and maintained
• Ensuring that all contracts for the service providers are renewed promptly to avoid inconveniences
• Organize and facilitate staff accommodation and travel when required
• Help in acquiring training halls and rooms when required
• Help to facilitate and organize the staff party and team building
• Manage petty cash and post appropriately in Hansa
• Ensure all petty cash payment voucher documents are properly filled
• Ensure all office bills including electricity and water where applicable are paid in good time
• Ensure that cleanliness is maintained in the entire office block via cleaner or loader
• Facilitate proposed training by ensuring delegated candidates are informed well in advance and following up with accounts to ensure payment is made before they are overdue
• Making sure that all employees have the required PPEs and as they exit they return all the PPEs
• Recording all the incidents and accidents and sharing them with the Human Resource Manager
• Identifying and reporting any hazard related to Occupational Health and Safety in the organization
• NITA, FKE payment on time
• Welfare report on Quaterly Basis.
• Analyzed Branch minutes sent to management on a weekly basis
• Ensure that there is clean water for drinking

PA Role

• Booking and arranging travel, transport, and accommodation
• Reminding the GM/executive of important tasks and deadlines
• Collating the filing expenses for the General Manager
• Managing diaries and organizing meetings and appointments
• Mail correspondences on behalf of the GM when requested
• Payments of bills on time (personal and home).
• Any other requests from the GM’s office.

JOB SPECIFICATION

• Degree in Business administration, social sciences or any related degree with a Diploma in Personnel Management or Higher diploma in HRM.
• Minimum of 2 years experience in a similar role.

• Confirming revenue is captured correctly on a daily basis.
• Confirmation of key accounts invoices and signing of before dispatch of goods
• Management of key accounts/credit customers balances daily
• Dispatching customer statements & updating SDM on the status weekly or when need arises
• Receiving money into customer accounts daily on Navision & DMS
• Related party transactions reconciliations
• Debtors reconciliations
• Debtors reconciliations
• Debtors accounts control to ensure they are within limits
• Maintaining a good filing system for the documents
• Daily z-reports reconciliations
• Reconciliation of all incomes including payments from EABL for performance
• Maintaining the general ledger
• Relieving other accountants & any other duty allocated from time to time

• Reconciled customer list & statements
• Reconciled revenue
• Timely collection of debts by Key Accounts team (through issue of statements on time)
• Reconciled output tax on the z-reports
• 100% of all cash and cheques from the sales team received, recorded & banked daily
• Reconciled bank accounts
• Maintains an up to date index branch daily cash and cheques received register
• Good filing system

• Must be a CPA (K), degree is an added advantage
• Minimum of 2 years experience in a similar role
• Computer literate
• Good analytical skills
• Good communication skills
• Ability to work under minimum supervision
• Ability to meet deadlines