Personal Assistant to Managing Director

Provide full administrative and secretarial support at a senior level to the Managing Director to ensure the smooth management of the day-to-day affairs, and most effective use time. Handle sensitive and complex issues in a professional and objective manner. Take initiative as appropriate.

Provide administrative support when required to the P.A. to the C.E.O.

Reports to:Managing Director (MD)
LocationCommercial Street-Nairobi Industrial area.
Vacancies1 post

Main responsibilities:

  1. Manage the MD’s Electronic diary, assessing priority of appointments and reallocation as necessary.
  2. Manage the MD’s travel arrangements including visas accommodation etc.
  3. Process the MD’s correspondence, ensuring that incoming correspondence is dealt with by the MD or on behalf of the MD or other staff as appropriate.
  4. Maintain MDs office systems, including data management and filing
  5. Maintain records of MD’s contacts.
  6. Meet and greet visitors at all levels of seniority.
  7. Provide cover at the reception. Receive, screen and direct phone calls.
  8. Coordinate exports deliveries with the Transporters and the Clearing and forwarding company.
  9. Preparation of Customs Documents, EAC Certificates/COMESA documents and follow up on endorsed Customs documentation. Update exports records in file and directory.
  10. Following up on courier shipments.
  11. Coordinate payments as directed by the MD.
  12. Responsible and accountable for all the office stationery and office consumables.
  13. Maintaining a proper record on the issuance and return of new and finished LPO and Delivery Books.
  14. Ordering, distributing, and keeping records for staff uniforms and company marketing merchandise.
  15. Typing out Letters of Credit, Telegraphic Transfers, and Insurance cover notes as delegated.
  16. Undertake other duties as may be assigned by MD.

Job position requirement:

  1. Minimum Diploma in Business Management/ Office Administration qualification with over 3 years’ work experience in the same or similar position preferably in an Automotive manufacturing/Auto engineering sector.
  2. Excellent communicator, highly organized with proficiency in secretarial duties.
  3. Ability to meet deadlines with timely updates on progress.
  4. Highly confidential and a person of integrity.
  5. Ability to effectively use various required office software’s, machines and equipment’s used in the office.
  6. Experience in Export documentation and procedures – EAC

Applicants to send application letter attaching their CV to: info@robsmagic.com attention: HR Manager, to reach by latest 20th January 2022.

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