Several Front Office Jobs in Kenya, February 2018
Cytonn Investments Administrative Assistant Job
Cytonn Real Estate is the development arm of Cytonn Investments with projects under mandate in excess of Kshs 82 billion. The firm seeks to develop quality and aspirational Real Estate projects which encourage community living as we contribute towards bridging the huge housing gap in the market.
To manage its rapid growth, the company is looking for highly motivated, dynamic, hardworking and self-driven team player to join the team in the Real Estate office.
Responsibilities
- Maintain appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel
- Screen and manage visitors to the Real Estate office
- Plan and coordinate events and activities
- Handling all internal and external communication in the real estate office
- Maintain an accurate and organized filing system
- Planning itinerary from travel documents such as insurance, visas, tickets
- Represents the head of real estate by attending meetings in the his/ her absence
- Maintains customer confidence and protects operations by keeping information confidential
- Secures information by completing database backups
- Supervising support staff assigned to the real estate office
- Conduct research, collect and analyse data to prepare reports and documents
- Review operating practices and implement improvements where necessary
Requirements
- Must have achieved at least a Minimum C Grade in high school
- Must have 2 years’ experience
- A Bachelors Undergraduate Degree or relevant Diploma
- Listening and Communication Skills
- People/Interpersonal Skills
- Organizational and planning skills
- Leadership skills
- A team player and self-driven individual
- Creative and entrepreneurial mind
- Personal qualities of integrity, credibility, and commitment to the company culture
- Strong problem-solving and decision making skills with a sense of urgency
How to Apply
Submit your CV and Application on Company Website : Click Here
Fanisi Administration Assistant job in Karen (30K)
Our client is leading project management firm specializing in the provision of personalized and client focused site administration for the construction industry. You will responsible for supporting the team in delivering end-to-end project management solutions primarily to corporate clients, general contractors, architects, engineers, interior designers, property developers and owners in the building and construction sectors.
Duties and Responsibilities
- Consistently offer professional, friendly service to our clients and ensure reception area is tidy.
- Answer direct client queries on telephone, email as well as maintain customer information and data.
- You will support the senior teams in managing key administrative tasks such as project planning, capital budgeting and control, contract management and site supervision.
- You will be in charge of key administrative work such as data entry, petty cash, filing, preparing project documents.
- Ensuring financial transactions are properly recorded and entered into the computerized accounting systems
- Preparing quotations, invoices and following up on collections.
- Liaise with the senior teams to schedule delivery of needed materials and labor requests.
- Ensure project proceeds in a timely manner according to work plans.
Required qualifications and experience:
- Bachelor’s Degree or a Higher Diploma in administration, logistics or business related field.
- A minimum of two (2) years experience in administration, logistics management within the construction industry will be preferred.
- Basic understanding of accounting, including proficiency in using (Excel or Quick books) will be preferred.
- Proven ability to focus attention on client needs, remaining calm and courteous at all times
- Excellent communication skills, fluent in both English and Kiswahili.
- Good computer literacy skills including using Microsoft Office (Word, Excel, Power point and outlook)
- Due to the nature of the job, applicants who reside within (Karen/Rongai/Langata) and its environs will be highly considered.
How to Apply
Interested candidates should attach their updated CV (in Word format) quoting the job title and their location (Admin Assistant-Karen) in the email subject to [email protected] on or before 9th February 2017.
Please ensure you indicate your (location, current and expected salary) on your CV only. Kindly, DO NOT attach any certificates/scanned documents to your application. Only those shortlisted will be contacted.
UNSOS NGO Administrative Assistant Job
This position is funded for an initial period of one year, extension of appointment will be subject to budgetary approval. Appointment against this post is on a local basis. The candidate is responsible for any travel expenses incurred in order to take-up the appointment. All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening.
Interested applicants who are working with UN Contractors must fulfil the obligations of their contracts with the UN Contractors in order to be eligible to apply for this vacancy.
Organizational Setting and Reporting Relationships:
The position is located in Mombasa. The incumbent will report to Chief, Mombasa Support Base.
Duties and Responsibilities;
Within delegated authority, the Administrative Assistant will be responsible for the following duties:
Human Resources Management:
- Performs various actions related to the administration of the work unit’s human resource activities, e.g., training. consistently applying UN rules, regulations, policies and procedures.
- Liaises with central administration/executive services as required;
- Maintains vacancy announcement files and updates track vacancy announcements;
- Provides advice and answers general queries on procedures and processes;
- Monitors assigned staffing tables for a variety of Human Resource activities, e.g., appointments, retirement, expiration of appointments, reassignments, transfer and movement of staff.
Budget and Finance:
- Provides assistance in the preparation and development of the office’s work programme and budget;
- Assists in monitoring the budget/work programme with respect to various budgets, trust funds, grant and other funds on a regular basis, and records reallocations of resources and implements the reallocations as necessary;
- Collects data from relevant databases and assist in preparation of financial reports;
- Provides assistance in the review, and preparation of the medium-term plan and its revisions;
- Reviews and assists in the finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements for the mission including programmatic aspects; monitors compliance with the medium-term plan and other legislative mandates;
- May assist managers in the elaboration of resource requirements for budget submissions;
- Monitors budget implementation/expenditures and records reallocation of funds as necessary;
- Reviews requisitions for goods and services to confirm (a) that correct objects code of expenditure have been charged, and (b) availability of funds;
- Monitors extra-budgetary resources, in line with agreements and cost plans with special attention given to regulations and rules and established policies and procedures;
- Assists in the preparation of budget performance submissions;
- Assists in finalization of budget performance reports with attention given to variances between approved budgets and actual expenditures.
General Logistics Administration
- Provides guidance to mission and/or subordinate staff. I
- dentifies and reports issues/problems as they arise, and recommends appropriate actions; budget
- Coordinates regularly with service units and liaises as needed with internal team members both at the mission and in outstations;
- Performs other related administrative duties, as required (e.g., travel , monitoring accounts and payment to vendors and individual contractors for services, reviews physical space plans and assists in the identification of office technology needs, maintenance of equipment, software and systems, organizes and coordinate seminars, conferences and translations).
- Process appropriate documents for cargo shipment.
- Receive materials and record in UMOJA.
- Raise notifications and reservations in UMOJA.
- Coordinate goods issuance and record all relevant documents.
- Coordinate and provide 3PL contractors with required documents for tasks execution
Competencies:
- Professionalism: Substantive experience/knowledge of the UN systems, staff rules and regulations as well as administrative policies and practices. Ability to manage processes, maintains accurate records, interpret/analyse a wide variety of data. . Shows pride in work and in achievements; Demonstrates professional competence and mastery of subject matter; Is conscientious and efficient in meeting commitments, observing deadlines and achieving results; Is motivated by professional rather than personal concerns; Shows persistence when faced with difficult problems or challenges; remains calm in stressful situations; Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
- Planning & Organizing: Develops clear goals that are consistent with agreed strategies; Identifies priority activities and assignments; Adjusts priorities as required; Allocates appropriate amount of time and resources for completing work; Foresees risks and allows for contingencies when planning; Monitors and adjusts plans and actions as necessary; Uses time efficiently.
- Teamwork: Works collaboratively with colleagues to achieve organizational goals; Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; Places team agenda before personal agenda; Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
Qualifications
- Education: High school diploma or equivalent is required. Technical training in Finance, Budget, Human Resources Management or Administration is highly desirable.
- Experience: A minimum of five (5) years of progressively responsible experience in administration, finance, budget, accounting, audit, human resources or related area.
- Solid computer skills including proficiency in word processing and spreadsheets is required. Specific knowledge of the UN administrative electronic tools, such as Umoja or ERP is desirable.
- Must be familiar with function-related provisions of United Nations Rules, Regulations, Manuals and Policies. Experience working at a UN field mission or UN Agencies in this capacity is desirable.
- Languages: English and French are the working languages of the United Nations Secretariat. For this position, fluency in oral and written English is required. Knowledge of another UN language is an advantage.
Assessment Method
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
How to Apply
Qualified candidates may submit their applications including their United Nations Personal History form (P.11) to the address mentioned below quoting vacancy announcement number and functional title on the subject line on or before the deadline. The P.11 is on the https://unsos.unmissions.org/jobs. Applications submitted after the deadline February 1, 2018 will not be accepted. Curriculum Vitae (CV) will not be accepted. Only shortlisted applicants will be contacted for interview.
Email: [email protected]
The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs.
The United Nations does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, or training).
