Administration Assistant Job Vacancy in Kenya

Sep 6, 2016

Administration Assistant

The Administration Assistant’s responsibilities will include the following:

• Ensure that all air tickets are requisitioned and delivered within time as per requests.


• Communicate reservation information and send air tickets to the travellers in a timely manner.


• In-charge of requisitioning and overseeing the setting up of partners’ lunch on alternate Mondays.


• Prepare and send out LPOs as appropriate.


• Advise travellers on flight changes etc.


• Keep a good filing system for all the travel and approvals, codes and tickets purchased to ensure smooth reconciliation


• Carry out weekly reconciliation of tickets purchased with credit account balance to ensure adequate float at all times.


• Monthly reconciliation of tickets purchased with the credit account statements.


• Advice travellers on visa requirements which includes but not limited valid passport, confirmation of invitation, travel insurance yellow fever and polio vaccination etc.


• Provide travel advisory for different countries.


• Deal with complaints and refunds appropriately.


• Prepare and circulate the staff daily travel itinerary report for the people security purposes.


• Maintain all travel records.


• Sort out the travel agents invoices, get approval to pay and forward to Finance in a timely manner.


• Ensuring that the reception area is manned at all times between 7.30am and 6pm.


• Receive clients and visitors and notify relevant department/staff members in a timely manner.


• Effectively handle client queries at the reception and channel these to the relevant department/staff.


• Ensure that the reception area is kept tidy at all times and that relevant publications are available at the reception.


• Receive and record incoming hand deliveries, sign for them, and place in trays for dispatch by internal messengers.


• Hold letters, cheques and other documents for collection by clients and suppliers.


• Any other administrative tasks as may be assigned from time to time

Qualifications:

• Must be a holder of at least a Diploma in public relations, business administration, customer service or any other related field;


• A diploma in tours and travel is an added advantage;


• A minimum of C+ (plus) mean grade in KCSE;


• A minimum of 2 years’ experience in front office or customer care or tours and travel role in a large organization;


• Excellent interpersonal and communication skills;


• Excellent organization and planning skills with ability to handle work in an efficient and timely manner; and


• Proficient in MS Office applications.

The position is for a contract of three months. 

Salary negotiable during the interview.

Send your CV to office@cloversmtc.om not later than 15/9/2016