Roles of The Office Administrator

The main functions of the Office Administrator are to overseas operations and activities and operations to secure efficiency and compliance to ESK policies and regulations. These include clerical duties, assist in communication correspondence, coordinating office events, assist in management of member database and filling/ record keeping, managing of ESK social media platforms, financial administration and office management.

Tasks to be Performed

The Officer Administrator is expected to perform the following tasks:

• Manage the day-to-day operations in the ESK Office including opening the office on time, ensuring the office is clean and in order, delivery and collection of letters as well as welcoming guest, receiving
• Track and maintain stocks of office supplies and place orders when necessary
• Facilitate travel arrangements including hotel bookings and travel arrangements for the Executive Committee.
• Managing and updating ESK Social media handles including designing posters and banners, providing updates on the media platforms and providing feedback on the ESK pages across all digital platforms to ensure visibility and growth of society’s social media pages.
• Managing and updating ESK website including back-end interaction.
• Scheduling meetings and in charge of office hospitality
• Managing the Societies’ correspondences (phone calls, emails, letters, and packages.)
• Support office budgeting and bookkeeping including maintaining the office imprest, assist in processing invoices and reconciliation.
• Maintain ESK databases and record keeping of office documentation including policies and regulations and members records.
• Assisting to facilitate ESK member registration and renewal of annual subscriptions
• Support minute writing, reports and presentations as assigned
• Assisting in updating ESK registers at the Registrar of Societies.
• Conducting ESK related research and best industry practices
• Any other duties assigned by the Chairman or executive committee.

Deliverables

• Fully functional and organized office space
• Timely filing and easy retrieval of records.
• Prompt responses to phone calls, emails, letters, and packages
• Seamless event & meeting Coordination
• Up to date records, prompt processing of invoices and expense claims
• Seamless management of social media networks
• Seamless registration and renewal of member

INDICATIVE EMPLOYMENT TERMS

• This is a one-year contract, renewable based on performance.
• The Office Administrator shall receive a gross consolidated monthly pay and benefit from 30 days’ annual leave.

REPORTING MECHANISM

• The Office Administrator will enter a contract with the ESK Secretariat and will report to the ESK Chairman and Executive Committee for day-to-day activities.

DATA, LOCAL SERVICES AND FACILITIES TO BE PROVIDED BY THE CLIENT

• The ESK will provide a physical office accommodation in Nairobi, Kenya.

QUALIFICATIONS AND SKILLS OF THE OFFICE ADMINISTRATOR

The Office Administrator will generally be expected to possess the following qualifications, skills and experience:

• A minimum of a first degree from a recognized University in the fields of (e.g. Business Administration, Economics, Statistics, Actuarial Sciences, Banking & or Finance, Commerce,). Relevant professional certification including office management will be an added advantage
• Proficiency in Computer packages: Expert knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Working knowledge of office equipment including printers, photocopiers, binding and scanning machines.
• A minimum of 3 years' relevant experience in office management; preferably with a relevant professional body. Knowledge of economic sector reform issues will be an added advantage.
• Excellent analytical, report writing skills and must be computer literate.

The Office Administrator will also be expected to possess the following skills:

• Exceptional Organizational and interpersonal skills
• Good time Management Skills and ability to meet deadlines
• Strong Communication Skills: Both written and verbal
• Attention to Detail with ability to multitask
• Proactive and Self-Motivated.