Sheria Housing is a medium sized Sacco in the country with a membership of over 10,000 and a country-wide network. We wish to recruit individuals for the following positions.
|Job Title:||Office/Admin Assistant|
|Ministry /Corporation:||Sheria Housing Co-operative Society Limited|
|Department:||Human Resources and Administration.|
|Section / Unit:||Administration|
|Location / Work station:||Upper Hill, Off Elgon Road, Matumbato Close, Nairobi,
|Reports to: Direct
|Direct reports:||Messenger, Support staff, Drivers.|
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
Duties and Job Responsibilities
DUTIES AND RESPONSIBILITIES OF A CASUAL
1. SECRETARIAL DUTIES
i. Undertake general office work especially photo copying, binding office
documents including filing and retrieval of files, documents and records, when
ii. Maintains documentation, safety and filing systems in the registry.
iii. Assist in ensuring prompt repair of assets.
iv. Prepares and servers tea to staff and visitors
v. Screen incoming communications, filter outgoing correspondence for the General
Manager’s action, clearance and further action by other staff; wherever needed.
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
vii. Provide comprehensive secretarial and administration service to the General
viii. Maintain the filing/archiving system ensuring safekeeping of confidential materials.
ix. Coordinate information flow and dissemination of interoffice communication to
staff as required.
x. Draft routine correspondence, and interoffice memos, general briefing notes,
documents, reports on behalf of the GM when required.
xi. Organize venues for meetings, coordinating the Society boardroom meetings and
attend any casualal meetings as requested and take minutes
xii. Welcome all visitors for the GM’s office and being helpful to them at all times
xiii. Receive and direct incoming calls to the relevant offices
xiv. Ensure that all follow-on phone calls, correspondence and paperwork, is
completed in a correct, organized and thorough manner
xv. Coordinate the administrative functions i.e. transport, logistics, office services of
xvi. Assist with day to day operations of the HR functions and duties
xvii. Compile and update employee records (hard and soft copies) including
maintaining the Society staff attendance register
xviii. Process documentation and prepare reports relating to personnel activities
(staffing, recruitment, training, grievances, performance evaluations etc.)
xix. Coordinate HR activities (meetings, training, surveys etc.) and take minutes
xx. 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
xxi. Coordinate appointments to show property to prospective buyers
xxii. Proactively assist in creating new markets and achieve the set sales targetsxxiii. Establish relationships with the clients, maintaining and nurturing business
relationships with the existing and new clients with an objective of increasing
xxiv. Accompany prospective buyers during field visits to and inspection of property,
advising them on the suitability and value of the properties they are visiting
xxv. Prepare documents such as representation contracts, purchase agreements and
other relevant documents involved in the sale of property with the assistance of
xxvi. Procurement of Goods and Services
xxvii. Any other relevant duty as directed by immediate supervisor
2. FINANCIAL DUTIES
a) Preparation of member deductions data through checkoff every month
b) Filing and folioing all finance documents in their respective files
c) Writing and contacting project debtors as shall be instructed
d) Posting checkoff by-products in the system to update member accounts
e) Updating all finance registers with receipts, correspondences and payments
f) Registering of newly admitted members to the system and updating the same to
the manual register
g) Contacting and ensuring that suppliers collect their payments on time once they
are fully processed. The same to apply to all documents due for collection from
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).
Diploma Business Administration and CPA I
Professional Qualifications / Membership to professional bodies
Previous relevant work experience required.
|Functional Skills:||Behavioral Competencies/Attributes:|
|a) Personnel administration skills
b) Public relation skills
c) Computer proficiency
d) Motor mechanics knowledge
|a) Communication skills|