Duties and Responsibilities

The duties and responsibilities are as follows:

• Operational Roles and Responsibilities:
  • Delivery and dispatch of all correspondences from the office and ensuring that all bills are paid on time;
  • Assisting the HR Officer in the running of the office by providing support in the managing of office space, maintaining service contracts and managing office equipment;
  • Supporting the HR Officer in implementing office administrative procedures and policies at KMRC;
    • Managing the switchboard services and maintaining the private automatic branch exchange (PABX) system;
      • Receiving and transferring incoming calls promptly
      • Making outgoing calls for internal colleagues as requested (includes official international calls)
      • Writing down and dispatching phone messages on behalf of colleagues
      • Maintaining a log of all relevant telephone numbers, country codes and emergency numbers.
      • Ensuring the PABX system is in good working condition.
    • Managing visitors to KMRC
      • Receiving & vetting all the company’s visitors,
      • Maintaining the visitor’s book
      • issuing visitors badges.
    • Managing incoming mail and parcels by maintaining a mail log and by distributing/filing all incoming mail.
      • Receiving all incoming letters/parcels and directing them to the relevant office for distribution.
      • Maintaining an accurate log of all incoming letters/parcels.
      • Filing correspondence, memoranda, reports and other materials alphabetically, numerically or by other prescribed method.
    • Managing incoming mail and parcels by maintaining a mail log and by distributing/filing all incoming mail.
    • Maintaining the tidiness and neatness of the front office and maintaining a safe and clean reception area
•  Perform any other relevant duties that may be assigned.

Key Result Areas:

The jobholder’s accountability areas are as follows;

• Continuous process improvement of services through efficient working
• Efficient execution of work processes as assigned
• Submission of accurate, timely and relevant reporting relevant to the day to day operations of the office
• Effective communication and maintenance work of relationships

Required Master  N/A

Required Degree Secretarial Studies/Business Administration

Required Skills 

Knowledge and Skills Required:

The job holder must possess:

• Must have Certificate in Secretarial Studies, Office Management and Administration / or any other related field from a recognized institution
• Must have at least one (1) years proven work experience in a fast-paced environment
• Should be computer literate and familiar with MS Office packages
• Must have good communication skills
• Should have good interpersonal skills
• Must have good organizational skills
• Must have the ability to work under pressure
• Should have good team building skills
• Must have good problem solving skills.