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Friday, February 3, 2017
Admin and IT Assistant Job in Kenya
Title: Admin and IT Assistant
Reporting to: HR and Admin Manager
Purpose of the role: Oversee the administrative services of an organization. They assign responsibilities to administrative staff and ensure the facilities are equipped with the supplies and services needed.
Internal profile: All departments
External profile: Suppliers
Directly manages/supervises: All staff assigned to the division
Key task and responsibility
Answer general phone inquiries using a professional and courteous manner
Direct phone inquiries to the appropriate staff members
Reply to general information requests with the accurate information
Booking meetings, venues and confirming attendance
Greet clients/suppliers/visitors to the organization in a professional and friendly manner
handle customer inquiries and complaints
Provides supplies by identifying needs for reception, switchboard, mailroom, and kitchen;
Establishing policies, procedures, and work schedules
Ensure operations run smoothly within departments such as information and data processing, mail, materials scheduling and distribution, printing and production, records management, telecommunications management, security, recycling, wellness, and transportation services
Oversee the preparation, analysis, negotiation, and review of contracts related to the purchase or sale of equipment, materials, supplies, products, or services.
Completes special projects by organizing and coordinating information and requirements; planning, arranging, and meeting schedules; monitoring results
Provides historical reference by developing and utilizing filing and retrieval systems.
Improves program and service quality by devising new applications; updating procedures; evaluating system results with users.
Maintains continuity among corporate, division, and local work teams by documenting and communicating actions, irregularities, and continuing needs.
Ensure filing systems are maintained and current
Establish and monitor procedures for record keeping
Ensure security, integrity and confidentiality of data
Prepare operational reports and schedules to ensure efficiency
Co-ordinate schedules, appointments and bookings
Monitor and maintain office supplies inventory
Review and approve office supply acquisitions
Security and Maintenance
Plan long and short-term maintenance needs.
Modernize and update equipment.
Handle the acquisition, distribution, and storage of equipment and supplies.
Preside over disposal of unclaimed property.
Plan and design grounds maintenance.
Develop energy efficiency procedures.
Oversee renovation projects.
Monitor facility for security.
Provides communication systems by identifying needs; evaluating options; maintaining equipment; approving invoices