British American Tobacco

Job Title: Administrative Assistant

We have an exciting opportunity for a Leaf Administrative Assistant, working with the Green Leaf Threshing (GLT) team based in Thika.
 Purpose Statement: The role of the GLT Administrative Assistant is key to the Successful attainment of the GLT objectives, and to the engagement and relationship between GLT and other stakeholders, both internal and external.
The role supports the GLT team to manage the supply of product and other services to the commercial arm of the business. This is achieved by providing comprehensive and pro active administrative support services to the Head of Leaf and the Leaf department (GLT & Leaf growing) so as to ensure an effective and efficient running office.
Develop & implement records schedules in line with company guidelines to ensure that Company records management policies are followed by all in the Leaf department.Raising of leaf purchase requisitions and liaise with relevant functions to ensure timely payments of the departments suppliersCompilation of leaf operational monthly reports.Administration of global travel arrangements in transportation and airport transfers, hotel booking, visa applications and conference arrangements, workshops and team building events for the Functions, top team and other employees of the Leaf department.Identify and utilize the best ideas to ensure effective and costs effective upkeep of the site and staff welfare issues.Coordinate the GLT information cascades and general communications to departments’ staff and as an information link to outside parties.A Bachelors degree in a business course/Diploma in social sciencesExcellent interpersonal and communication in both verbal and written formAt least two years’ experience in an administrative role.Excellent organization skills and ability to establish priorities, maintain confidentiality and work under pressure.Confidence to use own initiative, keen and ability to anticipate requirements and plan ahead.Ability to work without supervision.Working at BAT: British American Tobacco (www.bat.com) is a market leading, global organisation with a long, established history and a bright and dynamic future. Thanks to our people we have continued to deliver growth and exceed expectations in an increasingly complex and challenging marketplace.
If you have the talent and motivation to help us succeed you’ll find we are equally committed to helping you reach your full potential too.
British American Tobacco is an equal opportunity employer.

Vacancy: Administrative and Communications Assistant
Contract: Two years with possibility of extension

Salary: KES 1.2 Million (Gross) pa

The Brooke East Africa is an animal welfare charity whose mission is to improve the welfare of working donkeys, horses and mules.

The Brooke currently seeks to recruit a Communications Assistant based in Nairobi for a 2-year national appointment, with possibility of extension.

Key Tasks and Responsibilities

Operations & Administrative ManagementCommunications Support and CoordinationFleet ManagementSummary of Qualifications

At least First Degree (Bachelor) in business administration, communications, finance and accounting or other related area of studiesMinimum 2-years experience in a development sector, with strong administrative, media communications and public relations.Minimum 2-years experience in a development sector, with strong administrative, media communications and public relations.At least First Degree (Bachelor) in business administration, communications, finance and accounting or other related area of studies

Daystar University is a chartered interdenominational and evangelical Christian University. Its mission is the development of Christian Servant Leaders for the expansion of God’s kingdom in Africa and the world. We invite applications from suitably qualified candidates to fill the following position. Applicants to this position must be committed Christians, who show evidence of involvement in their local churches.Senior Administrative Assistant – Nuru Counselling Centre
At least Bachelor’s degree in Social sciences- Psychology & Counselling;At least 2 years’ experience in a busy office;Hands on skills in MS Office packages;Proficient reporting and writing skills;Demonstrable planning capabilities;Display of marketing skills;A high sense of integrity, innovativeness, diplomacy and ethical standards, including confidentiality;Ability to work long hours, including evening;Ability to keep confidential records;Capacity to guide and advice visitors appropriately;Ability to vet clients and assign them to appropriate counsellors;A flexible friendly disposition.Must be a committed Christian with good references to professional competencies and Christian life.

Providing administrative support to the Psychology ProgrammeFacilitation of the practicals for the PhD in Clinical Psychology StudentsReceive clients and telephone calls and respond to them or direct them appropriately;Do initial intake with clients and assign them to qualified approved counsellors;Billing of clients according to Daystar policy; Collect payments from clients and remitting the money to finance office.Maintaining confidentiality of all clientele records;Avail written reports of the functioning of Nuru Counselling Centre to the Dean, School of Human and Social Sciences (DSHSS) on monthly basis;Report to the Dean (SHSS) or HOD (Psychology), or any other available counsellor, cases of clients requiring crisis intervention immediately;Marketing Nuru Counselling CentreFacilitate liaison between the office and internal or external publics;Responsible for the daily organization of the office;Maintain the office’s diary.Any other duties as assign.
Those interested in these challenging and rewarding positions should submit their applications, testimonials and detailed CV with names and contacts of 3 referees to the address below on or before: 3rd October 2014All applications should be sent by E-mail to: recruitment@daystar.ac.ke. Hard copies will not be considered.Kindly note that only short listed candidates will be contacted.

Vacancy: Administrative AccountantGeneral office management and maintenanceResponsible in managing and supervising staffFinancial Management and reportingMinimum of a Diploma in Business Administration or ManagementBe holder of CPA II or its equivalent in Accounting or Finance Must be a committed (Born again Christian aged 30yrs and above) Have a minimum of 3 years similar experience preferably in Church setting Experience in managing an office and people managementStrong computer skills (spreadsheets, word and other accounting packages)Knowledge of the PCEA structures of the Church will be an added advantageSkills and Competencies

Strong experience in effective leadership, managerial & communication skills Excellent conceptual, analytical, documentation and presentation skills Flexibility to work additional hours at crucial times.To apply, please send your Cover letter, CV, Copies of Certificates and Testimonials quoting your Current and Expected salary by COB 25th July 2014 to: 
The Session Clerk
P.O Box 56780 00200 
For more details you can call 0720-557061
Applications can also be dropped at the Church office

County Public Service Board

The Turkana County Public Service Board wishes to recruit competent and qualified persons to fill the following positions:

Administrative / Liaison Officers (Operations & Programmes)
Job Group 'N'
2 Posts

Duties and responsibilities
 

Plan the use of materials and human resources;Carry out general office management chores;Transport management;Supervision of all office equipment;Ensure conducive working environment that is clean and secure;Set and oversee internal operating rules and regulations;Establish an efficient record, filing and tracking system for all office inventory, mails and file, monitor their movement and effective correspondencePrepare payment vouchers;Maintain an update inventory of office assets and ensure their timely maintenanceCoordinate logistics and accommodation arrangements of County executives and their facilitation while in Nairobi on official dutiesCoordinate donor engagement meetingsAttend regular intergovernmental and sectoral meetingsConduct follow ups on agreed deliverablesConduct periodic research of thematic areas from time to time and provide balanced analysis and assessment to inform Turkana County GovernmentProvide an integral link between the county and the respective parliamentarian and other constitutional offices at the national level.Provide quality and timely reports that will be needed as scheduled periodically.Compile data and drafting communications;Perform any other duties that may be assigned.Requirements and competencies for appointmentA minimum of a degree in public administration, social science or equivalent;Must have served for a minimum of four years in the same or equivalent position;Must demonstrate strategic planning skills and ability to design and implement short term, medium and long term plans.Ability to handle multiple tasks, set priorities, meet deadlines and develop innovative recommendations and solutions to problemsMust possess strong verbal and written communication skillsMust be organized, motivated and a team player vii. Computer literacy with all aspects of Microsoft Windows network; experience with data base management a plusThe salary and allowances attached to this post is as follows: Permanent and pensionable Salary Scale: Kshs.48, 190 - 65,290 House Allowance: Kshs.24, 000;Commuter allowance: Kshs.8, 000.Office Secretary I
Job Group 'K'
1 Post

Requirements for appointment

Be a Kenyan citizen;Have served satisfactorily in the grade of senior personal secretary position for a minimum period of three (3) years;Posses any of the following Kenya national examinations council qualifications: shorthand 2 (120 W.P.M), typewriting 3 (50 .p . m. ) / computerized documents processing, business English 3 / communication 2, commerce 2, office management 3 / office administration and management 3, secretarial duties 2;A bachelors degree in Secretarial Studies or office management from a recognized university will be an added advantage;Proficiency in computer applications;Record dictation in shorthand and transcribing it in typewritten form;Type from drafts;Data processing;Operate office machines;Attend to visitors/ clients;Handle telephone calls and appointments;Ensure security of office records, equipment, documents and classified materials;Prepare responses to simple routine correspondence;ix. Undertake other secretarial duties that may be assigned;May at times be required to work for more than one officer;Perform any other relevant duties as may be assigned from time to time;Permanent and pensionable Salary Scale: 31, 020 - 41,590 P.M. Allowances: House Allowance: Kshs.5, 000; Commuter: Kshs.5, 000;The Officer shall be based in Nairobi and will be answerable to the office Administrative officer.
Be a Kenyan citizen;Have accident-free experience for a minimum period of three (3) years;Have a valid class BCE driving license without any current endorsement (s);Demonstrate\outstanding professional competence and work performance and results;First- aid knowledge will be an added advantage;The Officer shall be based in Nairobi
 Driving the assigned vehicle;Carrying out routine checks on the vehicle’s cooling, oil, electrical, tire pressure, brake systems, etc;Detecting and reporting any malfunctioning of the vehicle systems;Maintenance of work ticket(s) for assigned vehicle(s);Ensuring security and safety of the vehicle on and off the road;Overseeing safety of the passengers and / or goods therein;Maintaining cleanliness of the vehicles;Reporting promptly to the Authorized Officer/transport when the vehicle is due for service.Perform any other relevant duties as may be assigned from time to time;Permanent and pensionableSalary Scale: Kshs.19, 323 - 24,662 pmHouse Allowance: Kshs.3,500Commuter allowance: Kshs.4, 000.Written applications, CV’s, copies of certificates, testimonials and Identity Card should be submitted in a sealed envelope clearly marked on the left side the position being applied for and addressed to:
The Secretary,
County Public Service Board
Turkana County
P.O. Box 05-30500
Lodwar
OR delivered by hand at the reception desk at Turkana County Public Service Board Offices located along Nawoitorong road Opposite Lodwar Club located off Kitale-Lodwar highway.
To reach the office before the close of business on 20th June, 2014
Important information to all candidates;Applicants are advised to apply for only one positionOnly shortlisted candidates will be contactedAny form of canvassing or lobbying will lead to automatic disqualificationWomen and the physically challenged are encouraged to apply

1 Position

Location: Nairobi, Kenya
 

Duration: 6 months (with extension possibility)
 Start date: ASAP

Goal / purpose: The Administrative Assistant supports the mission’s coordination of administrative accounting and audits. 

He/She runs the day to day maintenance of the cash box and accounting journals, as well as monitoring, inputting and archiving accounting documents as per the department’s procedures. S/He is in charge of his/her cash box security.
Main tasks:
 
To stay informed on the relevant national legislation (especially concerning Taxes…)To be responsible for the cash box managementTo do daily cash box inventoriesTo check and file bills according to the proceduresTo enter the accounting in the Solidarités accounting softwareTo prepare and do bank paymentTo control the whole accounting: bills, descriptions, accounting code, financial lines, breakdown of running costs etc…To do monthly cash inventories, bank reconciliations and closing of the accountingTo print out the accounting vouchers and do the final filingTo prepare salaries payment for the staffTo assist the line manager in case of an auditTo ensure the respect of internal regulations regarding salary advance of national staffTo undertake staff induction and briefing on Solidarites Administrative finance and Per diem guidelines.To maintain the finance soft and hard copy files ,To respect and follow Solidarités internal rules and procedures at all timesEstablish a statement of needs for liquid assets in consultation with the AdministratorCarry out withdrawals and payment of advances, in accordance with established proceduresKeep the advance books and cash journalRecord budget allocations and accounting codes of the expensesBefore recording, check that the supporting documents complies with Solidarités International proceduresEnsure that accounting documenting are translated if necessaryConvert currencies at the line manager’s requestCheck cash balances daily and report any discrepancies to the line managerArchive accounting documents in accordance with Solidarités International procedures, after a final check of supporting documentationEnsure cash box security and confidentiality of informationQualifications and experience required:
 Business/Bachelors of Commerce degree is desirable, or a relevant advanced DiplomaA strong Accounting backgroundMember of ICPAK professional or equivalent body a must2 years minimum experience in similar capacity with INGOs2 years’ experience in administrative accounting proceduresExperience in auditing proceduresExperience working in a cross cultural environmentBook keeping and AccountingStrong arithmetic accuracyHigh professional integrityHard working under pressureA strong team playerEnglish and Kiswahili oral and writtenExcellent Computer skills (Word, Excel, Outlook and SAGA).Good stress resistanceKeen attention to detailsRigorous and autonomousCalm and diplomaticStrong working capacitySense of initiative and autonomySend a cover letter and CV with 3 referees to the following email address: jobapplication@solidarites-kenya-som.org
Please indicate the job title and location in the email subject line.
Deadline for applications: 13th June 2014. Please note that only shortlisted applicants will be contacted for interview.
Solidarités International is an equal opportunity employer

Dorbe-Leit Solutions Ltd is a reputable and highly innovative consultancy firm driven by the passion to place the right people in the right jobs. We are looking for a young, enthusiastic and self-driven individual to fill the role of Administrative and Sales Assistant for our client.
Are you hungry to change the corporate world by building a highly and empowered team of professionals through training? Do you love working with people, interacting with customers and willing to learn and try your hand in anything?
Are you passionate about customer service, selling and want to push beyond your boundaries to achieve financial freedom and inner fulfillment? Are you driven and motivated by excellence in customer experience and professionalism? 
If so we would like to partner with you in bringing change in the corporate realms, we would like to hear from you!
As an Administrative and Sales Assistant, you will provide administrative and sales support to the office, its directors and other staff whilst efficiently managing the day to day office activities including the front office. You will be the first point of contact (POC) and a brand ambassador for the Company and therefore must project, protect and maintain a professional, refined, high-quality image of the organization.
You will be working for Our client who is a leading premier business information company that provides a wide range of development, training and consultancy services with the aim of improving the performance and output in people and organizations. They empower, transform and share skills set transfer through training and consultancy to transform the management and leadership culture of organizations and their staff.Providing general administrative support to the office and staffProviding sales support to the business development team by: -Telemarketing for the purpose of filling securing participants for open programmesRespond and follow up on sales queries appropriatelyContribute towards achievement of overall sales targetsE-marketing and selling to target clientsFront Office Management: Manning of front-office desk, receiving and screening incoming calls and visitors whilst addressing queries as professionally and efficiently as possibleEnsuring that in-bound and out-bound correspondence and related documents are effectively managed and circulatedMaintaining boardroom calendar, scheduling and planning for meetings, minute taking, report writing as requiredManaging the business contact manager system and ensuring it is up to dateProcurement and maintenance of office supplies, equipment and furniture and maintaining an up to date asset registerTimely and professional debt-follow up whilst coordinating with Finance departmentResponding to general business inquiries and providing relevant, accurate information to clientsLiaising with all suppliers and service providers on the Company’s behalfProviding training coordination support including preparation of training material, booking venues, set-up of training rooms and all other relevant administrative support.Keeping accurate records of all business related informationPrepare evaluation summaries and resultant report after each training programmeAct as a liaison with other offices, departments and external agenciesProvide administrative support to the management consultants/trainers/facilitatorsBe responsible for the day to day updates of all social media marketing platformMaintain custody of and retain an up to date, organized filling systemTyping and processing various documents as and when required.Any other duties as may be assigned from time to timeDiploma and/or equivalent from a recognized institution in a business related fieldA minimum of 2-3 years’ experience in an admin and/or front office roleUnderstanding of the training industry will be a critical added advantageA good command and understanding of social media e-marketing tools for professional purposes. Formal training in this area will be an advantage.Prior sales experience will be considered.Required skills and key competenciesExcellent command and articulation of the English languageHigh interpersonal skills and ability to interact with people from all walks of lifeAbility to communicate clearly and effectivelyHigh team spirit and professional work ethicAbility to manage simultaneous assignmentsStrong organizational skills and keen eye for detailQuick thinker with a high level of proactivityIntegrity, a diplomatic manner and professional discretion essentialAbility to self-motivate and work under minimal supervisionSalary Budget: Ksh. 18,000 – 25,000
If you are interested in the position and have the skills and talents our client is looking for, we would like to hear from you. Please send a copy of your updated resume, salary and benefits to info@dorbe-leit.co.ke with the job title ADMINISTRATIVE ASSISTANT as the subject before close of business 13th May, 2014. Only successful candidates will be contacted.

SNV Netherlands Development Organisation seeks an inspirational individual to work with teams of advisors and clients / partners at SNV Kenya as a Project Administrative Assistant within a multi-country programme within Water Sanitation and Hygiene (WASH) Sector. SNV works to address poverty in Kenya by stimulating economic development and improving basic services. Building on local agendas and best international practices, we build and connect people’s capacities so that Kenyans can pursue their own sustainable development.
You will see details of specific job description in the link below. 
The successful candidate will be experienced administrative professionals with excellent capabilities and demonstrated knowledge and experience in office management. They MUST also have a business attitude that supports their entrepreneurial knowledge.

Kenya Cereal Enhancement Programme
Recruitment of Programme Coordination Unit Staff

Background: The Ministry of Agriculture, Livestock & Fisheries, State Department of Agriculture, is rolling out the Kenya Cereals Enhancement Programme (KCEP) whose objective is to contribute to National Food Security. 

The programme is funded by European Union through IFAD. The Ministry wishes to recruit competent and qualified persons to the following position:Finance and Administrative Manager (FAM) – Nairobi Ref. FAM02

The Finance & Administrative Manager (FAM) will report to the Programme Coordinator. S/he shall be in charge of financial management and administrative functions.

Duties and Responsibilities include:-
(a) Developing and operationalizing the programme financial and procurement system;
(b) Managing funds properly and ensuring that programme accounts, disbursements and replenishment procedures are executed in accordance with the provisions of the Financing Agreement and the relevant financial guidelines issued by the Government of Kenya (GOK) and the EU;
(c) Ensuring that procurement of goods and services are in compliance with the provisions of the Financing Agreement;
(d) Ensuring effective management of procurement contracts;
(e) Conducting training of partners and service providers to ensure that they carry out financial reporting and procurement in accordance with IFAD and EU guidelines;(f) Ensuring proper use and management of programme assets;
(g) Ensuring accurate costing for the AWPB;
(h) Preparing regular financial and procurement progress reports;
(i) Preparing annual financial reports for external auditing in compliance with the provisions of the Financing Agreement and any specific EU reporting requirements and;
(j) Coordinating the programme completion and financing closing activities and the preparation of the Completion Report as per the Financing Agreement.
For appointment to this position, applicants must have:-
(a) Bachelor Degree in either Commerce (Accounts options), Finance or Business Administration or any other relevant/equivalent field from a recognized institution plus (CPA-K);
(b) Eight (8) years working experience in a similar field, three (3) of which must have been in a senior management position;
(c) Knowledge in financial management/accounting procedures in government/donor-funded projects. Experience with an EU-funded project will be an added advantage;
(d) Computer skills, especially in specialized accounting packages such as TOMPRO, PASTEL, SUN;
(e) Knowledge of accounting, Human Resource and procurement policies and procedures;
(f) Knowledge on banking procedures, financial control, and procurement; and;
(g) Strong management and communication skills.i. Female candidates are particularly encouraged to apply.
ii. Each application should have a CV and covering letter indicating the Reference Number for the position.
Applicants for positions in the Nakuru or Siakago Town sub-units should clearly indicate the preference (N or S) as in the reference numbers.Photocopies of relevant credentials should be enclosed.
iii. Each application in a sealed envelope should be submitted to:
Principal Secretary
Ministry of Agriculture, Livestock and Fisheries
State Department of Agriculture
P.O. Box 30028-00100
Nairobi
Not later than 10.00 a.m. on 11th April 2014.
iv. Only shortlisted candidates shall be invited for the interview

The Kenya Conference of Catholic Bishops 
General Secretariat

Introduction: The KCCB – General Secretariat is the National Administrative, facilitative and Coordinative arm through which the KCCB implements and co-ordinates various Pastoral programs at the National level and undertakes all those responsibilities which express the mission of the Catholic Church in Kenya.

It is seeking an outstanding and results oriented individuals to fill the following key positions. Duties and Responsibilities

Performs secretarial duties, data entry, receives and screens office calls and correspondence, responds to routine telephone inquiries; forwards calls to appropriate partyDraft letters for the Head of department   review to facilitate communicationFacilitate circulation of minutes and ensure execution of action plans/recommendationsMake all logistical arrangements for department staff  Accurately maintains a variety of logs and files. Monitors departmental materials and supplies and orders as neededMaintain the office registryReceive and direct all visitors to the office Prepare requisite documents for the Meetings and Workshops Sort out mail and ensure dispatch to the proper destinationsManage the office diaryPerforms other duties as assigned.Advanced Secretarial studiesDegree in Business Administration  or equivalentBasic Accounting knowledge Competence in Computer and related programmes  Minimum of 5 years professional experience Able to work under minimum supervisionHas good interpersonal and communication skills including Coordination Excellent written and oral communications skills in EnglishA good knowledge of social teachings of the Church, and Ethical principlesApplications should be addressed to:-General Secretary
Kenya Episcopal Conference-Catholic Secretariat
P.O Box 13475-00800
Nairobi.
To reach him on or before 28th March 2014  
Only shortlisted candidates will be contacted

Vacancy Re-advertisement: Administrative Assistant - Operations
The World Agroforestry Centre is an independent research institution which generates science-based knowledge about the complex role trees play in agricultural landscapes and rural livelihoods. As part of the Centre’s work to bring tree-based solutions to bear on poverty and environmental problems, researchers – working in close collaboration with partners – are developing new technologies, tools and policy recommendations for increased food security and ecosystem health.
The Centre’s headquarters are located in Nairobi, Kenya, and research is conducted in 23 countries in Africa, Asia and Latin America.
We are supported by the Consultative Group on International Agricultural Research (CGIAR) and receive funding from over 50 different donors.
Work closely with the Head of Operations, the Assistant Operations Manager (Facilities) and other teams in Corporate Services in coordinating the overall administrative functions of the Unit in order to ensure delivery of efficient and cost effective services to a wide range of clients.Arranging and coordinating the Units’ diary of works including organizing the Units’ and the service providers’ monthly meetings.Receiving and coordinating all the Units’ procurement needs which includes follow-up with the Procurement Unit and Financial Services Unit (FSU) to ensure timely delivery of goods/services.Assisting the Head of Operations in developing, implementing and monitoring the Units’ annual programme of work and budget including chargebacks for all services provided by the Unit.In consultation with the other administrators and the audiovisual officer serve as the focal point for all meetings/workshops and symposia taking place at Headquarters. This will include: working closely with FSU to ensure timely chargebacks on air ticket service charges, verification of invoices from the outsourced Travel Agent, client invoicing, management of the Meals and Incidentals function and liaising with the local hotels on accommodation.Being the Centre’s focal point for all insurance related matters which include the management of institutional and staff motor insurance schemes and procurement of insurance covers for institutional assets at HQ and the regions, following up on the payments of all approved invoices for insurance debits, and securing credits. And in consultation with the insurance service provider initiate the quarterly service review meetings.Work closely with the Procurement Unit, institutions collaborating with ICRAF and others, in the search processes for service providers, specifically those directly related to the Operations Unit.Assist the Head of Operations in the management of outsourced service contracts including Service Level Agreements related to:- Mail and Front Office, Travel, Taxi and Staff Group Transport, Pool & Project Vehicles and Catering.Manage the day to day operations of the ICRAF group transport by working closely with the bus monitors and service providers to ensure compliance to the agreed upon Service Level Agreements.As a member of the Occupational Health and Safety (OH&S) Committee, work together with the Security Manager, Assistant Operations Manager (Facilities), the Head of Operations and other units in identifying and addressing OH&S issues.Any other duties as may be assigned by the supervisor.A degree in Business Administration or its equivalent.Three (3) years’ experience with an international organization preferably in a facility management setting.Excellent inter-personal and communication skills.Ability to coordinate, prioritize, and organize workload.Ability to meet deadlines and work under pressure with minimal supervision.Knowledge in events management.Excellent command of both written and spoken English.Excellent computer knowledge of Microsoft Office.
We offer a collegial, diverse and gender-sensitive working environment, and we strongly encourage applications from qualified women.
This position is remunerated on local terms. The appointment will be for an initial period of three (3) years, subject to a six (6) months’ probation period.Cover letter illustrating your suitability for the position, and your salary expectations.Detailed and up-to-date curriculum vitae.Names and addresses of three referees, including telephone numbers and email addresses, and fax details, if available.All correspondence will be via email only addressed to the Human Resources Unit, World Agroforestry Centre (ICRAF): icrafhru@cgiar.org. Applicants should indicate “Application for Administrative Assistant - Operations” on their application letters and email submissions.
Applications will be considered until 24 April 2013. Please note that only short-listed applicants will be contacted.
NB: Those who had previously applied need not apply.
To learn more about us, visit our website: www.worldagroforestry.org

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Temporary Vacancy Announcement

Posting Date:  21/03/2013

Appointment against this post is on a local basis. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred in order to take the examination at the duty station and to take up the assignment. Staff Members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.  This is a temporary vacancy.  Appointment against this post is for a limited duration and does not carry any expectancy, legal or otherwise for renewal.
Vacancy Notice No.: GS-13-11
 Organization: UNEP/Executive Office (EO)
 Functional Title: Administrative Assistant
 Closing Date: 28/03/2013

Background:

The United Nations Environment Programme (UNEP) is the United Nations systems designated entity for addressing environmental issues at the global and regional level. 

Its mandate is to coordinate the development of environmental policy consensus by keeping the global environment under review and bringing emerging issues to the attention of governments and the international community for action.  This post is located in the Executive Office of the United Nations Environment Programme (UNEP/EO) at the Nairobi duty station.  Under the overall supervision of the Chief, Executive Office and general guidance by the Coordinator, Corporate Coordination Team and working closely with the Special Assistant to the Chief, Executive Office, the incumbent will perform the following functions:

Responsibilities:

Assists in the overall administration of the department/division, i.e. provides substantive and administrative support in managing priorities and work flow of the manager and of the work unit; coordinates and monitors multiple and diverse activities and work processes to ensure that management directives and decisions are properly carried out and products delivered in a timely manner. Compiles and analyzes basic data from a variety of sources (including IMIS), summarizing and presenting conclusions for review by manager. Serves as a communications link between supervisor and senior staff; on behalf of supervisor, keeps others informed by conveying directives, reports, status updates and other relevant information; brings sensitive and urgent matters to the attention of the manager. Takes full responsibility for time management and scheduling on behalf of manager with appropriate consultation as required; effectively prioritizes and resolves related conflicts and competing demands.Undertakes representational duties on behalf of the manager, to include serving as first point of contact and liaison with senior officials internally and externally.Screens and prioritizes all incoming correspondence; compiles relevant background documents and references; identifies issues requiring the manager’s attention and refers others to relevant officer for appropriate disposition; monitors and follows-up on actions to be taken.Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches, etc; scan reports from specialized agencies, as well as newspapers, magazine, periodicals and other information sources to identify articles of interest to the manager.Independently handles a wide range of complex information requests and inquiries; responds, or drafts responses, to a diverse range of correspondence and other communications.Supports the manager in presentations to intergovernmental bodies and other meetings, researching issues, preparing briefing notes, slides and subject files, gathering relevant documentation, etc.Establishes/improves administrative procedures and systems to ensure smooth functioning of the department, including filing (paper and electronic) systems.Oversees work of office support staff; establishes priorities and deadlines, assigns work and reviews outputs upon completion; trains office support staff in administrative, protocol and other relevant procedures Organizes official receptions, meetings, etc., handling all necessary arrangements Prepares, processes and classifies confidential information.Handles a wide range of administrative duties/processes. Exercises quality control function for all outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style.Uses standard word processing package to produce a wide variety of large, complex documents and reports.Manages, updates and further develops internal databases; updates website; generates a variety of standard and non-standard statistical and other reports from various databases. Performs other related duties as assigned.Competencies:

Professionalism: Knowledge of general office and administrative support including administrative policies, processes and procedures. 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.

Communication:  Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
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.
 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.

Qualifications:

Education: Completion of secondary school is required.   Additional technical training in a field related to administration/secretarial is an asset.

Work Experience: A minimum of 7 years of relevant experience in secretarial/administrative services or related area is required.

Languages: English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage. 

Other skills: Excellent computer skills (Microsoft Office, email, internet) are required. Ability to operate modern software packages is an asset.

Preference will be given to equally qualified women candidates.

All applications to be sent to the following address on or before the deadline of 28/03/2013        

Applicants should send a completed United Nations P.11 or Personal History Form together with a covering letter of one to two pages summarizing how they meet the requirements of the job to:       
e-mail: irene.mukuriah@unep.org
UN staff members must submit scanned copies of their two latest Performance Appraisal System (PAS) reports at the time of application to the email address above.

Please Quote Vacancy Announcement No.: GS-13-11

(Applications without Correct Vacancy Number will not be Considered)

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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.

The United Nations does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training or any other fees). The United Nations does not concern itself with information on bank accounts.

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Position Title: Administrative Assistant II
Location: Nairobi
2. Position Objective

Compiling and preparing sales and production reports (internal and external)

3. General Responsibilities / Duties

Preparation of various statistical reports on Sales and production comprising of:Daily General sales summary inclusive of client details and items purchasedDaily Sales summary of both caps and bottles separatelyDaily Bottles Stock sheetDaily Production reportDaily Specified Client Stock sheetDaily production planning Daily, monthly and annual Production and Sales categorised reports Daily, monthly and annual Special Products Sales SummaryMonthly Specified Customer Returns summaryWeekly and monthly Production Exception reportsMonthly Electricity consumption analysis reportSpecial Products Projections Reports for various clients .Monthly Stock Difference reportsPreparation of client correspondence with regards to product range and pricingCreating export invoices for sister company and specific credit clientsUndertaking special research projects with regards to PET products, Marketing, Customer service and CSRPreparation of Categorized Physical Count sheets for random stock taking exercisesUndertake and execute any other duties as assigned by the MDSkills & Competencies

The above candidate shall possess:-

A Diploma/Degree in Business Administration/Management/ Commerce. K.C.S.E Mean Grade B+ and above and B in English.Experience in Administration with at least 1-2 years in the related field.Skills in I.T are a requirement. The incumbent must have proficient knowledge of office administration and the ability to maintain a high level of accuracy. She must be a mature lady, result oriented, and keen to details.Should possess excellent communication, organizational and interpersonal skills.Aged between 27 and above.    Kindly send us your application letter, resume stating your current remuneration (if any) and expected remuneration together with a well written Personal Statement if you suit the above requirements not later than 17th April, 2013 to hr@safepak.co.ke.

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at Pamela Jacobs in World Wide

Do you want an administrative job that allows you to do a variety of things? If so, we have the perfect administrative support job for you. Looking for part-time to start moving into a full-time position. Looking for someone with office experience and willing to have a flexible work schedule. Administrative assistant experience preferred but not required.
Visit us: http://www.rigolist.com
Recent jobs at Pamela Jacobs

Published at 16-03-2013
Viewed: 11 times

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at Pamela Jacobs in World Wide

Do you want an administrative job that allows you to do a variety of things? If so, we have the perfect administrative support job for you. Looking for part-time to start moving into a full-time position. Looking for someone with office experience and willing to have a flexible work schedule. Administrative assistant experience preferred but not required.
Visit us: http://www.rigopostad.com/
Recent jobs at Pamela Jacobs

Published at 18-03-2013
Viewed: 10 times

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Our client is looking for an Administrative Assistant Intern, who is personable, self-motivated, and well-organized individual to provide administrative services.

Position: Administrative Assistant Intern

Salary: 12K

Location: Nairobi

Main Purpose of the job: To perform general administrative tasks duties that are intended to help a business or organization operate efficiently.

Duties and Responsibilities include:

Assisting professional staff as neededData entry, typing and filingAnswering phone calls and office receptionDistribution of incoming mailsPerforming special projects as assignedGeneral administrative workDrafting proposals supportOffice organizationPerform clerical duties such as; copying and scanning documentsAdditional duties as they may ariseMust have at least a Diploma in a business related field preferably AdministrationPrevious experience in administration will be an added advantage.Must be detail oriented and organizedAbility to multitask and work under little supervisionGood written and spoken communication skills and good interpersonal skillsLeadership skills will be an added advantage.If you meet the above requirements send your CV only, to vacancies@corporatestaffing.co.ke, indicating the title (Administrative Assistant Intern) on the subject line.

Recruitment Manager
Corporate Staffing Services
3rd Floor, Nabui House, 

Unga Lane Westlands (Next To Unga House) Nairobi.

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at Pamela Jacobs in USA

This position provides support to the Operations Manager. Responsibilities include but are not limited to: administrative work, data entry of invoices, tenant / client relations, showings, vendors / contractor bid and work oversight, assist in maintenance, lease administration, building operations, contracted services, and budget and financial records.
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Recent jobs at Pamela Jacobs

Published at 11-03-2013
Viewed: 3 times

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at Pamela Jacobs in World Wide

We are currently recruiting for an Administrative Assistant to work for a Royal-based corporation. Must be proficient with MS Word, Excel and Outlook. Candidate must have good grammar and math skills, as well as a pleasant phone voice. Experience drafting professional correspondence or working in a CPA office is a plus! We are looking for a person who is detail oriented and learns quickly.
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Recent jobs at Pamela Jacobs

Published at 18-01-2013
Viewed: 12 times

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at Pamela Jacobs in USA

A high net worth financial planning company seeks Front Desk / Administrative Assistant/Data Entry Specialist to help with general office tasks.
• Requires candidate with professional, friendly demeanor and presentation.
• Prior experience needed from financial services, securities or related industry.
• Must have accurate data entry and typing skills.
• Professional, business attire environment
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Recent jobs at Pamela Jacobs

Published at 14-01-2013
Viewed: 7 times

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Job Advert: Purchasing / Administrative Assistant CAP Youth Empowerment Institute Kenya, supported by MasterCard Foundation, is established to provide Basic Employability Skills Training (BEST) for disadvantaged youth with particular focus on women to get equitable, qualitative learning and access to promising labour market oriented opportunities, savings and credit that support their pathways to safe and positive futures. The key purpose of the organization is to facilitate 10,000 disadvantaged youth to make informed choices, develop labour-market oriented employability skills and access job placements, savings and enterprise development support. The incumbent will be based at CAP offices in Westlands. He/she will handle both office administration and procurement. Assist in the procurement of goods and services as per company’s policy.Assists in maintaining and managing good supplier relationships.Safeguards the integrity of procurement documents, upholding confidentiality and privacy in the course of duty.Preparation of monthly and annual reports on purchases,spending, and orders/activitiesAssist in maintaining purchasing documentation such as purchase orders, quotations, contracts, tenders, and internal purchase requisitionsNegotiation with suppliers on the best terms of service including price, delivery, payments and after sales service.Make regular follow up on orders and delivery documents.Provide procurement information as may be requiredSupervision of dispatch and delivery of goods to customersExcellent leadership and interpersonal skills. Networking skills a must. Excellent communication skills; both verbal and writtenWillingness to work in tough and competitive environment.  Basic accounting skills.A relevant Diploma or Degree.Professional qualification in procurement/ Purchasing and Supplies Management from a recognized Institution.At least one year experience.Familiar with the procurement procedures and relevant legal requirements.Excellent reporting skills.Knowledge of Microsoft Office Suite.High level of integrity and attention to detail.Excellent record management skills.Aged 25 to 30.To express interest in this opportunity, send your CV to hrcapyei@gmail.com by 26th December 2012. Only short listed candidates will be contacted.