The job holder is responsible for maintenance of office operations by receiving and distributing mails; maintaining supplies and equipment; picking-up and delivering items; serving customers and any other supportive duties that will give enabling environment for service delivery.
Key Responsibilities / Duties / Tasks
I. Duties and Job Responsibilities
a) Undertake general office work especially photo copying, binding office documents including filing and retrieval of files, documents and records, when requested.
b) Maintains documentation, safety and filing systems in the registry.
c) Assist in ensuring prompt repair of assets.
d) Prepares and servers tea to staff and visitors
e) Screen incoming communications, filter outgoing correspondence for the General Manager’s action, clearance and further action by other staff; wherever needed.
f) Organize regular and ad-hoc meetings on behalf of the BoD and the GM; preparation of meeting minutes/summaries of actions to be taken and coordination of/preparation of relevant documentation/background notes for meetings organized
g) Provide comprehensive secretarial and administration service to the General Manager.
h) Maintain the filing/archiving system ensuring safekeeping of confidential materials.
i) Coordinate information flow and dissemination of interoffice communication to staff as required.
j) Draft routine correspondence, and interoffice memos, general briefing notes, documents, reports on behalf of the GM when required.
k) Organize venues for meetings, coordinating the Society boardroom meetings and attend any internal meetings as requested and take minutes
l) Welcome all visitors for the GM’s office and being helpful to them at all times
m) Receive and direct incoming calls to the relevant offices
n) Ensure that all follow-on phone calls, correspondence and paperwork, is completed in a correct, organized and thorough manner
o) Coordinate the administrative functions i.e. transport, logistics, office services of the Society
p) Assist with day to day operations of the HR functions and duties
q) Provide clerical and administrative support to General Manager
r) Compile and update employee records (hard and soft copies) including maintaining the Society staff attendance register
s) Process documentation and prepare reports relating to personnel activities (staffing, recruitment, training, grievances, performance evaluations etc.)
t) Coordinate HR activities (meetings, training, surveys etc.) and take minutes
u) Provide effective and efficient of administrative requirements at Society offices including outsourced services such as cleanliness, mail delivery, facilities management, stationery, repairs and other administration inventory management as well as provision of relevant staff welfare services including coordinating meetings ;
v) Coordinate appointments to show property to prospective buyers
w) Proactively assist in creating new markets and achieve the set sales targets
x) Establish relationships with the clients, maintaining and nurturing business relationships with the existing and new clients with an objective of increasing company revenue
y) Advise clients on market conditions, prices, legal requirements and related matters
z) Accompany prospective buyers during field visits to and inspection of property, advising them on the suitability and value of the properties they are visiting
aa) Prepare documents such as representation contracts, purchase agreements and other relevant documents involved in the sale of property with the assistance of the management
bb) Facilitate Procurement of Goods and Services
cc) Any other relevant duty as directed by immediate supervisor
I. Financial Responsibility:
II. Responsibility for Physical Assets
Responsible for physical assets assigned by the Society.
III. Decision Making:
IV. Working conditions:
Works predominantly within the office.
Job Competencies (Knowledge, Experience and Attributes / Skills).
Certificate in Human Resource and Business Administration and Secretarial or related field
Professional Qualifications / Membership to professional bodies
Previous relevant work experience required.
How to Apply
Qualified and interested candidates should send together with the documents listed below.
All applications should also include;
Detailed and updated Cvs
- Copies of certificates and testimonials
- Daytime telephone and email contacts of 3 professional referees ( one must be an immediate supervisor and or Human resource person of current or last place worked)
- Any other relevant information
Indicate the position as the subject of your email not later than 24th November 2019
Addressed to the;
The General Manager
Sheria Housing Co-operative Society Limited
P.O. Box 34390-00100 Nairobi
Email; firstname.lastname@example.org or email@example.com
Sheria Housing Co-operative Society Limited is an equal opportunity employer