Office Administrator — Nairobi, Kenya Featured

BPIL is looking to recruit a suitable candidate for the position below:

Job Title: Office Administrator

Reports To: Technical Sales Supervisor

Duty Station: Nairobi, Kenya

MUST be located in Nairobi, Kenya

Job Purpose:

To ensure the efficient and professional operation of the BPIL Kenya office, serving as the primary point of contact and providing essential administrative support that reflects the organization’s brand and values.

Key Responsibilities:

A. Creating a welcoming and informative front office for external visitors and staff

• Manage stocks in the warehouse on FIFO terms and ensure correct records kept for each customer issued and for stocks received from BPIL.
• Tidy and clean reception area and equipment by coordinating with the cleaning service providers.
• Ensure clear and helpful telephone reception.
• Receive visitors and ensure they are professionally attended to.
• Courteously receive incoming calls and direct them accordingly.
• Take note of messages and channel them to appropriate personnel.
• Place regional and local telephone calls on behalf of staff and ensure accurate records are kept.

B. Mail Management

• Record all incoming and outgoing mail in the mail book.
• Deliver all incoming mail to the addressee for action.
• Ensure all incoming mail copies are stamped and signed on date of receipt.

C. Administrative Tasks

• Manage stationery across the office including making requisitions and providing accountability.
• Manage stocks daily and keep clear records of stock issued and stock balances in the warehouse.
• Monitor and maintain office equipment including repairs, servicing, and replacements.
• Assist with travel arrangements as requested.
• Assist to plan and organize official events such as Farmers Days.
• Set up and manage an efficient filing system for the office.
• Manage and account for office petty cash.
• With guidance from the HR Office in Uganda, provide HR support including leave management and staff welfare.
• Manage document archives as necessary.
• Professionally handle customer concerns/feedback and refer to the relevant managers.
• Manage office appointments and meetings; take minutes when requested.
• Provide clerical/secretarial support to the office team as required.
• Perform any other administrative duties as assigned.

Success Measures

• Effective stocks management
• Well-organized reception
• Accurate correspondence records
• Positive customer service feedback
• Efficient mail management
• General office efficiency

Financial Responsibility

• Petty Cash Management

Education:

• Degree or Diploma in Humanities, Business Administration or related field.

Skills and Experience:

• 2–3 years’ experience in a busy commercial setting.
• Warm, cheerful personality with a positive attitude.
• Customer service orientation.
• Professional personal presentation.
• Business acumen.
• Ability to learn and adapt to organizational policies and procedures.
• Ability to work with minimal supervision.
• Excellent interpersonal and communication skills.
• Time management skills.
• Team collaboration.
• Highly organized.
• Discreet.

Attitude / Motivation:

• Value-adding mindset (willing to go the extra mile).
• Enthusiasm, passion and encouragement of others.
• Strong commitment to BPIL’s mission, vision and values.
• Results-driven.