Britam Administrator Job Opportunity

Job Title: Administrator

Location: Nairobi, Kenya

Job Type: Permanent, Full-time

Job Level: Mid-level

Job Purpose and Key Responsibilities

Job Purpose:

Join our dynamic team at Britam and take on the role of Administrator, where you will serve as the vital link between directors, managers, internal departments, and external parties, including vendors and customers. As an Administrator, you will handle a wide range of clerical and administrative duties, analyze and enhance office processes and policies, and ensure the seamless operation of our office. Your role will also involve assembling and summarizing data for reports and driving process improvement initiatives within your function. You’ll collaborate closely with your team to ensure that all project requirements, deadlines, and schedules are met successfully.

Key Responsibilities:

1. First Point of Contact

• Act as the first point of contact for the Finance Director, promptly addressing incoming inquiries via correspondence, telephone, and in-person interactions. Respond directly, refer to appropriate parties, or escalate to the Director as necessary.

2. Communication Bridge

• Serve as a bridge for smooth communication between the Director’s office and internal departments, fostering trust, credibility, and support among senior management staff.

3. Calendar Management

• Provide sophisticated calendar management for the Director, prioritizing inquiries and requests while efficiently managing conflicts to ensure seamless daily operations.

4. Meeting Logistics

• Organize and coordinate all logistics for the Director’s meetings, whether internal or external, ensuring they run smoothly.

5. Information Systems

• Develop and maintain the Director’s office paper and electronic filing and information systems, ensuring efficient data management.

6. Financial Duties

• Process expenses, handle credit card returns, raise purchase requisitions, and perform other finance-related duties as directed by the Director.

7. Correspondence

• Draft routine correspondence on behalf of the Director, ensuring professionalism and accuracy.

8. Travel Arrangements

• Coordinate the preparation of both local and international itineraries for the Director, confirming travel bookings and hotel reservations.

9. Meeting Support

• Attend management meetings, record minutes, summarize discussions, and distribute minutes and action items promptly.

10. Event Coordination

• Coordinate events and projects, providing administrative support for all events managed by the Segment/Function.

11. Cost Optimization

• Provide creative alternatives and recommendations to reduce costs effectively.

12. Reporting and Analysis

• Ensure timely issuance of reports and analysis through collaboration with relevant parties, assembling and summarizing data for sophisticated financial reports.

13. Strategic Influence

• Consult with management to guide and influence long-term strategic decision-making within the broadest scope.

14. Project Delivery

• Coordinate teams and processes to ensure timely delivery of Finance segment projects.

15. Vendor Collaboration

• Coordinate internal resources and vendors to ensure flawless execution of projects.

16. Communication Excellence

• Maintain efficient communication channels between the Director’s office, the Board, other departments, and external customers to provide a professional interface and superior customer service.

17. Issue Management

• Receive and collate emerging issues from all stakeholders within the Segment/Function.

18. Report Custodian

• Be the custodian of all the EXCO reports for the Segment/Function.

19. Team Support

• Provide administrative support for the Finance Team.

Delegated Authority:

In accordance with the approved Delegated Authority Matrix.

Key Performance Measures:

As detailed in your Personal Scorecard.

Knowledge, Experience, and Qualifications Required

• University degree in Finance, Actuarial, Mathematics, or other related business fields.
• 4-6 years of experience as a Personal Assistant to a Head of Department/Division in a blue-chip company, preferably within a commercial environment.
• Proficiency in spreadsheets, databases, MS Office, and financial software applications.
• Hands-on experience with statistical analysis and statistical packages.
• Outstanding presentation, reporting, and communication skills.
• Proven knowledge of corporate finance and information analysis.
• Familiarity with current financial subjects, accounting, tax laws, and business environments.
• Experience in project management, particularly with finance projects, is advantageous.

Technical/Functional Competencies

• Strong organizational skills, including the ability to prioritize work and meet deadlines.
• Proficiency in computer applications, including MS Word, PowerPoint, and Excel.
• Records management expertise.
• Exceptional planning and organizational skills.
• Excellent writing and oral presentation abilities.

Expert Tips To Be A Successful Applicant

Are you interested in joining our team as an Administrator at Britam? Here are some expert tips to help you craft a standout application:

1. Tailor Your Resume: Customize your resume to highlight relevant experience as a Personal Assistant, emphasizing your ability to handle administrative tasks efficiently.

2. Showcase Technical Skills: Highlight your proficiency in MS Office, financial software applications, and statistical analysis tools to demonstrate your technical competency.

3. Demonstrate Communication Skills: In your cover letter or application, showcase your excellent communication skills, emphasizing your ability to bridge communication gaps and maintain professional relationships.

4. Highlight Financial Knowledge: Emphasize your understanding of corporate finance, accounting, and your familiarity with financial subjects and business environments.

5. Share Project Management Experience: If applicable, provide examples of your project management experience, particularly within the finance sector.

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Remember, your application is your first impression, so make it count! Best of luck with your application to join our team at Britam.