Admin Assistant at Keep IT Cool

Full Time
  • Full Time
  • Nairobi

Keep IT Cool

Job Description: Admin Assistant at Keep IT Cool

Company Description Keep IT Cool is an innovative African startup revolutionizing the distribution industry with its smart distribution platform called Markiti. Based in Nairobi, we integrate technology with a unique business model to link demand and supply efficiently. Our platform specializes in reducing post-harvest losses and ensuring market access for underserved fish value chains like fish and chicken. With a network of on-grid and off-grid cold storage facilities strategically located in rural and urban areas, we empower small-scale farmers and fishermen to sell directly to consumers, cutting out middlemen and reducing costs.

Position Overview We are looking for a dynamic Admin Assistant to join our team. The chosen candidate will play a pivotal role in providing administrative support across various departments to optimize performance. The ideal candidate should possess a profound understanding and experience in procurement, fleet management, and office administration.

Duties and Responsibilities

1. General Administrative Support:

  • Manage day-to-day office operations efficiently.
  • Handle correspondence, phone calls, and scheduling effectively.
  • Assist in coordinating meetings and appointments seamlessly.
  • Ensure general office cleanliness to maintain a conducive work environment.

2. Procurement Support:

  • Collaborate with the procurement team on purchase orders and vendor management.
  • Maintain accurate records of procurement transactions for transparency.
  • Assist in researching potential suppliers and products to enhance procurement processes.

3. Logistics Services:

  • Coordinate logistics and supply chain activities proficiently.
  • Work closely with logistics partners to ensure timely deliveries.
  • Monitor and track shipments, updating relevant stakeholders promptly.
  • Implement systems for tracking fuel consumption and vehicle maintenance effectively.
  • Coordinate with relevant departments to ensure timely vehicle servicing.
  • Monitor and report on fuel efficiency and maintenance schedules accurately.

4. Customer Service:

  • Address customer inquiries and resolve issues promptly to ensure satisfaction.
  • Maintain positive customer relationships through effective communication and assistance.

5. Data Entry and Documentation:

  • Accurately input data into relevant systems to maintain integrity.
  • Maintain organized and up-to-date records for easy access.
  • Prepare relevant daily, weekly, and monthly reports to facilitate decision-making processes.

Qualifications

  • Minimum of a Diploma in Procurement, Human Resource Management, Business Administration, Finance, or any other relevant course.
  • One (1) year of relevant experience in administrative roles.
  • Experience working with an ERP system is advantageous.
  • Proficiency in fleet management is preferred.
  • Strong report writing skills to communicate effectively.
  • Proficiency in using Microsoft Excel, Google Drive, and other relevant software.
  • Ability to adapt to a high-paced environment and manage multiple tasks efficiently.

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Expert Tips To Be A Successful Applicant for Admin Assistant Position

  1. Demonstrate Organizational Skills: Highlight your ability to manage tasks effectively and maintain order in a busy office environment.
  2. Emphasize Communication Skills: Showcase your proficiency in both verbal and written communication, as this role involves extensive correspondence.
  3. Showcase Problem-Solving Abilities: Provide examples of how you’ve addressed challenges in previous roles to demonstrate your problem-solving skills.
  4. Highlight Attention to Detail: Illustrate instances where your meticulousness has contributed to error-free operations and record-keeping.
  5. Exhibit Teamwork Skills: Describe experiences where you’ve collaborated with diverse teams to achieve common goals.
  6. Display Adaptability: Share instances where you’ve successfully adapted to changing priorities or environments.
  7. Illustrate Customer Service Orientation: Highlight experiences where you’ve provided exceptional customer service and resolved issues efficiently.
  8. Highlight Technical Proficiency: Emphasize your proficiency in relevant software and systems, especially Microsoft Excel and ERP systems.
  9. Show Initiative: Provide examples of times when you’ve taken initiative to improve processes or streamline operations.
  10. Express Enthusiasm: Convey your passion for the role and the company, demonstrating your commitment to contributing positively to the team.

Sample Cover Letter for an Admin Assistant Position

[Your Name]

[Your Address]

[City, State, Zip Code]

[Your Email Address]

[Your Phone Number]

[Date]

[Hiring Manager’s Name]

[Company Name]

[Company Address]

[City, State, Zip Code]

Dear [Hiring Manager’s Name],

I am writing to express my interest in the Admin Assistant position at Keep IT Cool, as advertised. With a Diploma in Business Administration and a year of hands-on experience in administrative roles, I am excited about the opportunity to contribute to your innovative team.

In my previous role, I successfully managed day-to-day office operations, coordinated meetings, and provided seamless administrative support to various departments. My proficiency in procurement processes and fleet management, coupled with strong communication skills, has enabled me to thrive in fast-paced environments.

At Keep IT Cool, I am eager to leverage my skills and expertise to support your mission of revolutionizing the distribution industry in Africa. I am particularly drawn to the company’s commitment to reducing post-harvest losses and empowering small-scale farmers and fishermen.

Thank you for considering my application. I am looking forward to the possibility of contributing to the success of Keep IT Cool. Please find my resume attached for your review. I am available for an interview at your earliest convenience.

Sincerely,

[Your Name]

Frequently Asked Questions

1. What are the working hours for this position? Our standard working hours are from [Insert Hours], Monday to Friday.

2. Is this position open for remote work? Currently, this position requires onsite presence at our Nairobi office.

3. What benefits do you offer to employees? We offer a competitive salary, health insurance, and opportunities for professional development.

4. How do I apply for this position? Please submit your resume and cover letter through our online application portal [Insert Link].

5. What is the company culture like at Keep IT Cool? At Keep IT Cool, we foster a collaborative and inclusive culture that values innovation and teamwork.

6. Are there opportunities for career growth within the company? Yes, we prioritize internal promotions and provide opportunities for skill development and advancement.

7. Does Keep IT Cool offer training programs for employees? Yes, we offer training programs to enhance employee skills and professional development.

8. What sets Keep IT Cool apart from other companies in the industry? We differentiate ourselves through our innovative technology solutions and commitment to social impact in Africa.

9. Can you provide more information about the interview process? Our interview process typically includes an initial phone screening, followed by in-person interviews and possibly a skills assessment.

10. Is Keep IT Cool an equal opportunity employer? Yes, Keep IT Cool is committed to diversity and inclusion and provides equal employment opportunities to all qualified individuals.

Possible Admin Assistant Interview Questions With Answers

1. How do you prioritize tasks when faced with multiple deadlines? I prioritize tasks based on urgency and importance, utilizing tools like to-do lists and calendars to stay organized. I also communicate with team members to ensure alignment and manage expectations.

2. Can you provide an example of a time when you had to handle a difficult customer or situation? In my previous role, I encountered a dissatisfied customer who had experienced a shipping delay. I listened to their concerns empathetically, apologized for the inconvenience, and offered a solution that exceeded their expectations. Through effective communication and problem-solving, I was able to resolve the issue satisfactorily.

3. How do you ensure accuracy in data entry and record-keeping? I double-check entries for accuracy before finalizing them, and I maintain organized systems for record-keeping. I also review data regularly to identify any discrepancies and address them promptly.

4. How do you handle confidential information in the workplace? I understand the importance of confidentiality and adhere to strict protocols when handling sensitive information. I only share confidential information on a need-to-know basis and ensure that it is stored securely.

5. Can you describe your experience with procurement processes and vendor management? In my previous role, I collaborated with the procurement team to create purchase orders, vet potential suppliers, and negotiate contracts. I maintained detailed records of transactions and conducted regular supplier evaluations to ensure quality and cost-effectiveness.

6. How do you stay updated on industry trends and best practices in administrative roles? I actively seek out professional development opportunities, such as workshops and webinars, to stay informed about industry trends and best practices. I also network with peers and participate in online forums to exchange knowledge and insights.

7. How do you handle competing priorities in a fast-paced environment? I remain calm under pressure and assess priorities based on deadlines and importance. I communicate with stakeholders to manage expectations and adjust timelines if necessary. I also delegate tasks when appropriate to ensure efficient workflow.

8. Can you describe a time when you had to implement a new system or process in the workplace? In my previous role, I identified inefficiencies in our inventory management system and proposed a new software solution. I led the implementation process, training staff on the new system and providing ongoing support to ensure a smooth transition. The new system resulted in improved accuracy and efficiency in inventory tracking.

9. How do you handle conflicts or disagreements with colleagues? I approach conflicts with a collaborative mindset, seeking to understand the other person’s perspective and find common ground. I engage in open and honest communication, focusing on finding solutions rather than assigning blame. If necessary, I involve a mediator or supervisor to facilitate resolution.

10. Can you describe your experience with Microsoft Excel and other relevant software? I have advanced proficiency in Microsoft Excel, including creating spreadsheets, analyzing data, and creating charts and graphs. I am also proficient in Google Drive and have experience with ERP systems, which I have used for procurement and inventory management purposes.

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