Administrative Assistant

Role Purpose

• To support the delivery of an efficient and effective programme through providing high-quality office and administrative support services in Operations/Kenya including procurement, business processes, and facilities management.  The role holder will also be expected to serve as drivers and messengers.
• They will support the Operations staff members with various administrative tasks related to logistics, general administration of the office, documentation, and archiving, and work with the Operations Manager, Kenya in all aspects of the Operations administration. Provide transportation services to all levels of staff members, and visitors, including VIP personnel, Maintain accurate daily journey records and mileage logs, ensure full compliance with British Council Transport policy, and perform other duties as assigned.

Main accountabilities but not limited to the following:

General Office Administration

• Ensure timely payment of all cheque payments to avoid penalties for late payments.
• Support payment of all staff statutory deductions
• Provide transportation services to all levels of staff members, and visitors, including VIP personnel.
• Process the monthly utility bills ensuring all due bills are settled avoiding penalties.
• Pick up, sign for, and distribute all mail and packages received. 
• Occasionally coordinate and supervise work by service staff
• Support the VAT refund process, supplier relations, compliance, and service delivery.
• To Establish and maintain effective relationships with key utility vendors.
   

Supporting the administrative office processes affecting:

• Maintaining and updating an inventory list making sure all inventories are recorded and maintained.
• Health and Safety
• Maintenance of office vehicles, equipment, and assets to provide a safe and efficient working environment for staff.
• Arrangements for various events, meetings, conferences, and workshops
   

Any other related as requested by Team Leader or supervisor

Role-specific knowledge and experience:

Essential requirements:

• A minimum of 5 years of driving experience is required and experience in driving VIP personnel.
• Experienced motorcyclist.  
• General Administration and management skills
• Planning, prioritizing, and organizing skills
• Problem assessment and problem-solving
• Information gathering and information monitoring
• Attention to detail and accuracy,
• Adaptability, customer service orientation
   

Role-Specific Skill:

• Good competence with SAP, Microsoft Excel, Word, and the internet
• Computer skills and knowledge of relevant software
• Knowledge of operation of standard office equipment.
• Knowledge of clerical and administrative procedures and systems such as filing and record keeping
• Knowledge of principles and practices of basic office management
• Transport Management: Will occasionally serve as office messenger and driver as needed.