Departmental Administrator, Product & Service Development

We are pleased to announce the following vacancy in the Products and Service Development Department within the Technology Division.

In keeping with our current business needs, we are looking for a person who meets the criteria indicated below:

Departmental Administrator, Product & Service Development

Ref: TECHNOLOGY_DAPSD__JULY _2012

Reporting to the HOD, Products & Services Development, the position holder will provide departmental support to the Head of Product & Service Development and the general Administration support to the department.

The job holder’s key responsibilities will be to:

• Responding to enquiries, correspondence both telephone and written directed to the HOD office;
• Book/schedule all meetings for the HOD in liaison with concerned parties. Follow up on all meetings the HOD is scheduled to attend to confirm time & logistics ;
• Organizing & coordinating all logistics for the HOD meetings (Both internal & external);
• Screen and redirect the incoming and outgoing mail, including confidential mail and follow-up with the sections;
• Prepare and consolidate the departmental reports and presentations e.g. Annual reports, weekly Management reports;
• Prepare presentations on behalf of the HOD and Organize and schedule Departmental meetings;
• Coordinate the Department’s transport & travel I.e. issue taxi vouchers, hotel accommodation and manage departmental fleet;
• Allocation of pool cars when required for business use;
• Manage servicing of vehicles and repairs, and coordinate with Finance on fuel usage, licences, insurance, TLC and inspection;
• Coordinate events/projects e.g. Teambuilding, etc by providing administrative support;
• People management –manage all staff assigned (selection/growth, performance management/development);
• Coordinate and monitor new staff induction program in liaison with HR ;
• Raise Purchase Requisitions (Opex and Capex) as requested and ensure they’re posted in correct accounts;
• Follow-up with Finance and ensure the corresponding PO is received and delivered to the supplier;
• Ensure accurate leave records for the department and update the details in Personnel Director (PD);
• Manage the contractor timesheet records;
• Review monthly cost centre reports and analyze variance between budgets and actuals and making recommendations to the management on resolving the variance;
• Making stationary request and ensuring that the Office has sufficient stationary stock levels at all times;
• Accurately monitor Office stationary expenditure against budget and red flag over expenditure to the HOD.

The ideal candidate should possess the following skills & competencies:

• Degree in secretarial or a Diploma in Secretarial/Office Administration;
• C.P.A qualification is desirable;
• At least 2-3 yrs experience as a Personal Assistant to a Head of Department in a blue chip company preferably in an Engineering/Construction environment;
• Excellent knowledge and hands on working experience in operating Microsoft Office suite- Ms Word, Ms Excel & Ms Outlook is a must. Knowledge of Oracle financial is essential;
• Excellent communication and interpersonal skills;
• Numerical and analytical skills;
• Project management experience will be an added advantage;
• Patient and a positive attitude towards customers; ( Internal and external);
• Personable and presentable with impeccable grooming & etiquette;
• Must be proactive with ability to take pre-emptive measures to contain a situation;
• Good telephone handling skills;
• Team player;
• Fluency in both oral and written English and Kiswahili.

If you feel that you are up to the challenge and posses the necessary qualification and experience please send your resume and application letter indicating your experience and why you are the most suitable candidate for the role clearly quoting the job title to the address below.

The deadline for application is Monday 30 July, 2012.

The Senior Manager – Talent Acquisition
Safaricom Ltd
Nairobi

Via E-mail to hr@safaricom.co.ke