Administrative Assistant Job | Nairobi – Chai HSE (KEN)

Administrative Assistant Job Description

Job Title: Administrative Assistant

Country: Kenya

Location: Nairobi – Chai HSE (KEN)

Workplace Location: Onsite in Nairobi

Domain: Secretarial/Administrative Support

Type of Contract: Fixed Term Position

Experience Required: Minimum 3 Years

Candidate Profile:

• Bachelor’s Degree in a business-related field.
• Minimum of 3 years’ experience in a similar role.
• Excellent Planning & Organizational Skills.

Job Summary

As an Administrative Assistant at TotalEnergies Marketing Kenya Plc, you will play a pivotal role in ensuring the efficient operation of our administrative functions. You will be responsible for managing diaries, coordinating travel arrangements, overseeing document management, and supporting departmental employees. This role requires exceptional organizational skills and the ability to handle multiple tasks simultaneously in a dynamic work environment.

Key Responsibilities

Diary Management

• Coordinate the department manager’s diary to ensure all meetings and office functions are scheduled effectively.
• Schedule and manage appointments and meetings for departmental staff.

Travel & Accommodation Coordination

• Arrange travel and accommodation for departmental staff and delegates on mission to the affiliate.
• Manage travel itineraries and ensure all logistics are handled smoothly.

Leave & Organogram Management

• Prepare and follow up on Departmental Leave Plans.
• Ensure the departmental organograms are updated regularly.

Depots Coordination

• Coordinate depot requirements and housekeeping at various depots.
• Manage the physical movement and storage of unused furniture/files.

Documents Management

• Oversee the entire chain of documents movement, including digital archiving of records.
• Ensure proper filing and retrieval of documents.

Supporting the Department’s Employees

• Handle telephone enquiries and correspondence in the absence of departmental employees.
• Provide administrative support as needed.

Stationery Management

• Order and distribute stationery for the department based on requirements.
• Ensure all stationery supplies are maintained and available when needed.

Support HR Campaigns

• Follow-up on ongoing HR programs in the department to ensure timely completion.
• Assist in the implementation of HR initiatives and campaigns.

Health, Safety, Environment, and Quality (HSEQ)

• Observe safety and security guidelines as prescribed by HSEQ protocols.
• Promote a safe working environment by adhering to all safety regulations.

Context & Environment

• Provide administrative support for departments spread over a large geographical area.
• Ensure administrative efficiency within the assigned department.
• Coordinate administrative roles and responsibilities with other supporting departments.

Additional Information

This position is responsible for ensuring the administrative efficiency of the assigned department. This includes the coordination of all administrative roles and responsibilities and interactions with other departments that support its activities.

About TotalEnergies Marketing Kenya Plc

TotalEnergies Marketing Kenya Plc is part of the global TotalEnergies Company, the fourth largest publicly traded integrated international Oil and Gas Company in the world, with a presence in over 130 countries. In Kenya, it has a marketing and distribution network covering the entire country.

Application Process

• Interested candidates can apply by sharing their resumes and cover letters through the application portal Below.
• Don’t see a fit at this time? Don’t worry. Join our Talent Network and get notified about the latest opportunities.

Benefits & Compensation

• Competitive Salary based on experience and qualifications.
• Comprehensive Health Insurance including dental and vision coverage.
• Retirement Plans with company match.
• Paid Time Off (PTO) including vacation, sick leave, and holidays.
• Professional Development Opportunities to enhance your career growth.
• Flexible Work Arrangements including the possibility of remote work.

Company Culture & Work Environment

At TotalEnergies, we foster a collaborative and inclusive work environment where every employee is valued and has the opportunity to contribute to our success. We are committed to creating a diverse workplace and encourage applications from all qualified individuals. Our culture is built on mutual respect, teamwork, and a dedication to excellence.

Join Our Team

If you are a motivated and organized individual with a passion for administrative work, we would love to hear from you. Apply today and take the next step in your career with TotalEnergies Marketing Kenya Plc.

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