Job Title: Office Administrator
Job Summary:
Reporting to the Chief Executive Office, the Office Administrator provides administrative support to the Sacco. H/She assists with the synchronization of administrative activities at the Sacco. In addition, H/She ensures that the SACCO complies with established policies and procedures and guides the development of the administrative function ensuring that organisational objectives are supported and remain relevant.
General Administrative Responsibilities
- He/she works independently in routine tasks under the general direction of the Chief Executive Officer. Supports him/her in any way possible, removing the burden of general administration from him/her.
- Supervises all the administrative activities of the SACCO.
- Organize and maintains files and records to ensure they are easily accessible
- Track and replace office supplies as necessary to avoid interruptions in standard front office procedures
- Answer and direct phone calls to appropriate staff members.
- Manage appointments and meetings for executives (SLT) and Senior Management Team (SMT)
- Providing administrative support.
- Assists with the establishment of proper store-keeping records and procedures. Conducts regular checks of all stores (e.g. stationary stores, etc.) to ensure stock-cards are accurate and all proper procedures are followed.
- Maintain a clean and organized office environment.
- Assist in the planning and execution of office events and meetings.
- Ensure internal memo or relevant communication is disseminated widely, timely and effectively through different communication channels (like noticeboards, e-mail, telephone, etc.) within the location.
- Frequently review compliance with the agreed SACCO administrative policies and procedures.
- Maintain and update all administrative files, paperwork and other documentation in compliance with SACCO policies & procedures. Keeps up-to-date files for all reports, meetings correspondence etc. Ensures the proper safekeeping of all such records.
- Recommend improvements in office administration, practices, including filing systems.
- Ensure effective communication, information processing and logistics coordination.
Minimum Qualifications & Experience
- Bachelor’s degree in business administration or any related discipline.
- Minimum of 5 years’ experience in SACCO setting or a financial institution.
- Experience handling service providers i.e., transport, office suppliers, accommodation etc. is desirable
- Thorough knowledge of customer service, office management and basic bookkeeping procedures.
- Ability to use Office Management Software, Microsoft Office including Word, Excel, Access and PowerPoint
- Should be 30 years and above
Skills & Personal Attributes
- Communication Skills: Strong verbal and written communication skills, with a friendly and professional manner.
- Organizational Skills: Excellent organizational abilities with the capability to manage multiple tasks, prioritize workload, and maintain attention to detail.
- Dependability and Punctuality: Consistently reliable and punctual, ensuring all responsibilities are completed accurately and on time.
- Attention to Detail: Thorough and meticulous, ensuring accuracy in data entry, document management, and office organization.
- Service-Oriented Attitude: Demonstrates a helpful, courteous approach in interactions with colleagues and members.
- Adaptability: Able to handle a variety of tasks and work in a dynamic, fast-paced environment.
- Integrity and Confidentiality: Maintains high ethical standards and respects the confidentiality of sensitive information.
- Team Player: Works well with others and contributes to a positive office culture, fostering a collaborative and supportive environment.
How to Apply
Submit your CV/Resume by Monday, 23rd December 2024 at 1730 hours to srccrecruitment@strathmore.edu. Please include ‘Shirika SACCO – Office Administrator’ in the subject line of your email.
