(Senior Administrative Specialist) – Nairobi – DHL Global Forwarding (Kenya) Ltd – 2024

(Senior Administrative Specialist) – Nairobi – DHL Global Forwarding (Kenya) Ltd – 2024

Position: Senior Administrative Specialist
Company: DHL Global Forwarding (Kenya) Limited
Location: Nairobi, Nairobi Municipality, Kenya
Type of Job: Full-time (Permanent)
Reporting to: Country Management Teams and Cluster Head
Application Deadline: Open until filled

Join Our Global Team at DHL

Are you ready to be a part of the world’s most international company, operating in over 220 countries and connecting people across the globe? Join DHL Global Forwarding in Nairobi as a Senior Administrative Specialist. Be a part of a team that prides itself on creating streamlined, efficient freight forwarding solutions. As a Senior Administrative Specialist, you’ll play a crucial role in supporting business operations, HR functions, and management directives. This position offers an ideal platform to contribute to a world-leading logistics provider while developing your professional skills.

Key Responsibilities of the Senior Administrative Specialist

In this role, you will manage various administrative tasks to support DHL Global Forwarding’s Kenya operations. Your responsibilities will include:

1. Office Administration Management
   • Oversee all administrative aspects, including flight bookings, hotel reservations, visas, and work permits.
   • Provide logistical support and manage contracts to ensure smooth and seamless service delivery for both expatriate and local staff.
2. Executive Support to the Cluster Head
   • Coordinate the Cluster Head’s appointments, expense claims, and presentations.
   • Arrange complex travel plans, itineraries, and meeting schedules to support executive activities.
3. HR Operations and Employee Engagement
   • Act as a liaison for the entire employee lifecycle, covering recruitment, learning and development, performance management, compensation, and employee relations.
   • Support payroll processes in coordination with the Finance Team.
4. Employee Data and Communication Management
   • Manage employee data within the HRIS systems, ensuring accuracy and quality.
   • Develop and distribute monthly newsletters, HR announcements, and operational updates.
5. Event and Engagement Initiatives
   • Lead staff engagement forums, manage corporate events, and drive Corporate Social Responsibility (CSR) initiatives to foster a positive work culture.
6. Policy and Procurement Compliance
   • Ensure adherence to procurement policies and maintain the approved supplier roster for seamless operational continuity.

Qualifications and Skills

To succeed as a Senior Administrative Specialist, you must bring a blend of experience, skills, and a commitment to excellence. The essential qualifications include:

1. Educational Background:
   • Bachelor’s Degree in Human Resources, Business Administration, or related field.
   • Membership with the Institute of Human Resource Management (IHRM) is an added advantage.
2. Experience:
   • 3–4 years of experience as an HR Officer, Office Administrator, or Executive Assistant.
3. Key Skills:
   • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
   • Excellent organizational, analytical, and time management skills.
   • Strong interpersonal and communication abilities.
   • High level of confidentiality and attention to detail.
4. Personal Attributes:
   • Proactive, self-starter mindset with a strong drive for excellence.
   • Financial acumen and the ability to interpret and manage budgets.

Company Culture and Values at DHL Global Forwarding

DHL Global Forwarding champions a collaborative and innovative workplace culture. Our commitment to Respect & Results drives our mission to provide excellent logistics services globally. At DHL, you’ll work in an inclusive environment where you can develop your professional skills and work on meaningful projects that contribute to global connectivity. Our DGF Strategy 2025 emphasizes developing talented women in logistics and achieving sustainable growth through ethical business practices.

Our vision, “The Logistics Company for the World,” reflects our commitment to excellence in everything we do, from operational efficiency to top-tier customer service.

Apply Now for Senior Administrative Specialist

If you are ready to be a part of an international team and have the skills and experience outlined above, we encourage you to apply. Please follow the instructions on DHL’s career page to submit your application.

Expert Tips to Be a Successful Applicant for the Senior Administrative Specialist Role

1. Customize Your Resume to the Job Description
   • Highlight your relevant experience in HR operations, administrative support, and project management. Use keywords from the job description to ensure your resume aligns with the job requirements.
2. Emphasize Proficiency in Microsoft Office
   • Provide specific examples of projects where your Word, Excel, or PowerPoint skills played a role in achieving a business objective. For instance, “Developed a detailed financial report using Excel, which led to a 10% reduction in operational costs.”
3. Showcase Your Organizational Skills with Quantifiable Results
   • Describe situations where your organizational skills positively impacted team productivity. For example, “Successfully coordinated a company-wide event attended by 200 employees, receiving a 95% satisfaction rate in post-event feedback.”
4. Demonstrate Your Ability to Manage Sensitive Information
   • Emphasize your experience handling confidential employee data. Mention any measures you took to ensure data security, such as implementing access controls or maintaining compliance with privacy regulations.
5. Highlight Experience in Employee Engagement Initiatives
   • Provide examples where you contributed to employee engagement, whether by organizing events or improving communication channels. For instance, “Organized quarterly team-building activities that resulted in a 20% increase in employee satisfaction scores.”
6. Use Action-Oriented Language
   • Start bullet points with action verbs like “Managed,” “Coordinated,” and “Facilitated.” This makes your application sound proactive and directly aligned with the job responsibilities.
7. Tailor Your Cover Letter to Showcase Your Cultural Fit
   • Address how your values align with DHL’s Respect & Results culture. Mention your commitment to teamwork, reliability, and global connectivity, which are central to DHL’s mission.
8. Include ATS-Friendly Formatting in Your Resume
   • Use standard fonts (e.g., Arial or Times New Roman) and avoid complex layouts. Ensure that keywords are used naturally in the text and not hidden in headers or footers.
9. Prepare Specific Examples for Each Required Skill
   • Think of situations that highlight your financial management, time management, and problem-solving skills. Use the STAR method (Situation, Task, Action, Result) to structure these examples during interviews.
10. Showcase Your Memberships or Certifications
    • If you have memberships, like IHRM, or relevant certifications, feature them prominently in your application. This emphasizes your dedication to professional development.

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DHL Global Forwarding: Equal Opportunity Statement

DHL Global Forwarding is committed to creating an inclusive and diverse workplace. We are an equal opportunity employer and are dedicated to attracting and retaining the best talent from all backgrounds. Only shortlisted applicants will be contacted.