Administrative Assistant (ADMIN) Position at Shippers Council of Eastern Africa (SCEA)

Duration: 1 (One) year Contract (Renewable)
Starting Date: Immediately
Reporting to: Finance & Governance Officer
Duty Station: Nairobi

Background

The Shippers Council of Eastern Africa (SCEA), a dynamic Business Membership Association, seeks a dedicated Administrative Assistant to join our team. As the premier advocate for cargo owners in East Africa, SCEA plays a pivotal role in enhancing logistics efficiency and infrastructure investment. This position is a golden opportunity to contribute to the region’s growth by providing essential administrative support within The Administration Department.

Job Summary

Join us in overseeing the pulse of our operations! As an Administrative Assistant, you will orchestrate the daily flow of our office, performing a wide array of administrative tasks. This entry-level role offers a gateway to experience and growth.

Minimum Qualification: Diploma
Experience Level: Entry level

A. RESPONSIBILITIES

A.1 Administrative Roles

1. CEO’s Office Support

• Extend administrative and logistical support to the CEO’s office and the organization.
• Ensure seamless functioning of the CEO’s office for optimal performance.

2. Office Administration

• Spearhead various clerical tasks, from filing returns to renewing licenses.
• Handle calls, emails, and maintain contact lists for efficient communication.
• Manage printing, photocopying, and scanning, guaranteeing a well-oiled system.

3. Office Supplies Management

• Oversee the inventory of office supplies and stationery.
• Keep the gears turning smoothly with an ample stock.

4. Filing Systems

• Maintain both digital and manual filing systems.
• Uphold order in our records for easy access.

5. Front Office Management

• Greet visitors and clients with a warm welcome.
• Provide direction and manage correspondences efficiently.

6. Event Coordination

• Plan and execute meetings, seminars, and workshops.
• Your meticulous planning will be the backbone of our successful events.

7. Documentation

• Prepare official documents such as correspondences and memos.
• Capture the essence of internal and external meetings in accurate minutes.

8. Travel Logistics

• Organize travel arrangements, from flight bookings to project schedules.
• Keep SCEA’s projects moving forward with precision.

9. Communication Support

• Assist in maintaining clear communication channels.
• Help keep the team connected and informed.

10. HR Support

• Assist in the Human Resource function by maintaining employee files.
• Your contributions will ensure an organized HR process.

11. Versatility

• Embrace additional responsibilities as assigned.

A.2 Accounting Roles

1. Petty Cash Management

• Handle petty cash efficiently and responsibly.
• Contribute to SCEA’s financial stability.

2. Budget Support

• Assist in preparing organizational budgets.
• Your attention to detail will shape SCEA’s financial strategy.

3. Comparative Reports

• Aid in generating reports comparing budget figures to actual expenses.
• Your insights will guide our financial decision-making.

4. Bookkeeping Assistance

• Support the bookkeeping process for accurate financial records.
• Your diligence will contribute to the financial health of SCEA.

B. SKILLS REQUIRED

• Office Management Acumen: Profound knowledge of office systems and procedures.
• Tech Savvy: Proficiency in MS Office Suite for seamless operations.
• Organization Guru: Strong organizational and interpersonal skills.
• Communication Maestro: Excellent verbal and written communication, with a command of English.
• Initiative Champion: Independent and proactive work style.

C. Qualification

• Educational Background: Diploma or higher in Management, social studies, or Business Management from a recognized institution.
• Tech Prowess: Proven computer application skills.
• Accounting Advantage: Previous accounting experience is a plus.

D. APPLICATION GUIDELINES

1. Application Deadline: Apply by 6th September 2023, 1700 hours. 2. Submission Address: Send your application to info@shipperscouncilea.org with the subject line “Application for the Administrative Assistant Position.” 3. Neatly Merged Documents: Combine all documents into a single PDF, including:

• 1-Page Cover Letter
• Detailed CV
• Academic and Professional Certificates

Address Applications to:

The Chief Executive Officer,

Shippers Council of Eastern Africa,

P.O BOX 1291-00606,

Nairobi.

Email: Info@shipperscouncilea.org

Only shortlisted candidates will be contacted.

EXPERT Tips To Be A Successful Applicant

Interested in securing this impactful role? Here are some tips to elevate your application:

• Highlight Relevant Experience: Showcase any previous administrative or accounting roles.
• Emphasize Skills: Draw attention to your proficiency in MS Office, organizational finesse, and communication prowess.
• Demonstrate Initiative: Highlight instances where you’ve independently taken charge and proactively contributed.
• Tailor Your Application: Craft a cover letter that aligns your skills with SCEA’s mission and needs.
• Neat and Complete: Ensure your application is complete, merged into a single PDF, and sent before the deadline.
• Professional Presentation: Your CV should be comprehensive, yet concise, and your cover letter should be professional and compelling.

Join us on this journey to transform East Africa’s logistics landscape. Apply now and make your mark at SCEA!