Office Administrator Job in Kenya

OFFICE ADMINISTRATOR – ASSOCIATE DEPUTY VICE-CHANCELLOR, STUDENT
AFFAIRS OFFICE

Summary:

As an Office
Administrator, the job holder will often act as the Deputy Vice Chancellor,
Student Affairs first point of contact with people from both inside and outside
the University. The office holder will be responsible for day to day
administrative support functions for this Office.

Key
Responsibilities/Tasks/Duties:

• Manage the Associate DVC-SA diary to ensure the
  smooth running of scheduled appointments.


• Prepare department’s manual payment and purchase
  requisitions and Electronic Database Management Systems (EDMS) orders for
  authorization by the ADVC-SA to ensure timely delivery of equipment,
  furniture, books, services and non-stock stationery.


• Keep an inventory of departmental Assets.


• Manage all office administrative duties including
  telephone and reception duties, mail delivery, client flow, stationary
  requirements, record keeping, printing and scanning documents for meetings
  and other uses, follow up appointments to ensure efficient and timely
  service delivery.


• Receive department mail and emails to facilitate
  communication.


• Follow up and confirm all purchases, payments and
  requisitions made with the Finance and Procurement Departments for timely
  payment and maintenance of records.


• Organize travel and accommodation arrangement for
  the ADVCSA and other staff to ensure timely travel and accommodation
  reservations.


• Create, maintain and backup official documents and
  update the ADVC-SA office filing system for ease of reference; maintain
  stock of utility forms and documents for ease of acquisition and use.


• Assist with the coordination of graduation
  preparations and related activities including booking meeting venues,
  taking minutes, preparing guest lists, maintaining a record of all
  graduation accessories and liaising with other departments to ensure the
  successful organization and facilitation of the event .


• Liaise with the maintenance department and raise
  job card requisitions to ensure the office and furniture are in good
  repair.


• Organize with the Security department for gate
  passes and ease of access by visitors to the department.


• Book venues and facilities for the ADVC-SA
  meetings.


• Assist in the organization and facilitation of New
  Students Orientation Programs.


• Responsible for logistics of ADVC-SA departmental
  functions, meetings, events, workshops, etc.


• Record departmental staff meeting minutes for
  reference purposes.



• Receive and secure manual and hard copies of
  Student Association documents and record issues brought in by students.


• Receive, record, secure and maintain
  confidentiality of all student disciplinary issues, cases and documents.


• Performs other duties as may be assigned from time
  to time.

Education/Professional
Qualifications:

• Bachelor’s degree in Business Studies from a
  recognized institution;


• Proficiency in computer applications.


• Three (3) years of relevant administrative work.


• Experience working in a Students Affairs Office
  will be added advantage

Personal Attributes
& Competencies:

• Must be adept at problem-solving, including being
  able to identify issues and resolve programs in a timely manner.


• Must possess strong interpersonal skills.


• Must be able to communicate clearly, both written
  and verbally.


• Must be able to effectively read and interpret
  information, present numerical data in a resourceful manner, and
  skillfully gather and analyze information.


• Must be able to prioritize and plan work
  activities as to use time efficiently.


• Must be organized, accurate, thorough, and able to
  monitor work for quality.


• Must be dependable, able to follow instructions.


• Must be able to improve performance through
  management feedback.

If you have the
requisite qualifications and want to work as a team member in a modern and
progressive institution where you can make a difference, please apply.

How To Apply

Interested applicants
must provide a cover letter and a current CV, certified copies of educational
certificates and transcripts, email addresses and telephone contacts of three
referees to the email address below by 5.00pm, Tuesday, May 17, 2022.

Director, Administration

United States
International University – Africa

P.O. Box 14634 –
00800, Nairobi, Kenya

Email:
jobs-dvcasa@usiu.ac.ke

https://www.usiu.ac.ke/job-vacancies