Administrative Secretary Job in Kenya 2012

Administrative Secretary

Reporting To: Group Manager
Applications Accepted By E-mail: recruit@odumont.com

Administrator Officer Duties

• Prepare presentations for executive-level and customer meetings, draft responses to various correspondence, process expense reports as well as maintain confidential records and reports
• Processes mail, highlights action and attach relevant information or files for review if appropriate
• Enter and manipulate data on database, spreadsheet, or file management programs
• Communicate sensitive information to external sources and senior management staff
• Assist with travel arrangements and accommodation for department staff and incoming visitors
• Draft and type non-routine memos, letters, documents and various reports
• Assists office staff in maintaining files and databases
• Manages staff schedules
• Devising and maintaining office systems
• using a variety of software packages, such as Microsoft Word, Outlook, PowerPoint, Excel, Access, etc., to produce correspondence and documents and maintain presentations, records, spreadsheets and databases;
• devising and maintaining office systems;
• using content management systems to maintain and update websites and internal databases;
• attending meetings, taking minutes and keeping notes;
• invoicing;
• managing and maintaining budgets;
• liaising with staff in other departments and with external contacts;
• ordering and maintaining stationery and equipment supplies;
• sorting and distributing incoming post and organizing and sending outgoing post
• organizing and storing paperwork, documents and computer-based information;
• Photocopying and printing various documents, sometimes on behalf of other colleagues.

Other duties may include:

• recruiting, training and supervising junior staff and delegating work as required;
• manipulating complex statistical data;
• Arranging both in-house and external events.

Skills/ Qualifications:

• BA Degree in administration
• Secretarial Course
• 3-4 years work experience in similar position
• Proficient with computers and comfortable with using office equipment like fax machines, copiers, scanners and multi-line phone systems.
• possess excellent organizational skills
• Good communication skills are a must