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Closing: Oct 6, 2022

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Published: Sep 23, 2022 (8 days ago)

Job Requirements

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Work experience:

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Job Summary

Contract Type:

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Primary Job Purpose:

To provide full support to the Finserve team and to be the connection between her office and her Departments and Subsidiaries



Responsibilities

Primary Job Purpose:

To provide full support to the Finserve team and to be the connection between her office and her Departments and Subsidiaries



Qualifications

Key Performance Areas: Core, essential responsibilities / outputs of the position (KPA's)

  • Front line responsibility and Administration:
  • Screening calls, message taking, all typing, compiling presentations, minute taking, printing, ordering stationary, coordinating of meetings, scheduling diary, booking meeting rooms and off-site venues, using Oracle (IProc)to generate purchase orders. Completing monthly expense claims and ad hoc claims, track Opex budget expenditure for the department
  • Meetings: Book meetings for Finserve MD, Directors & stakeholders and various teams, booking of boardrooms, arranging presentation equipment, lunches, invitations, etc.
  • Administration: Travel arrangements and completing travel requisitions, making bookings of flights, cars, accommodation & completion of subsistence allowance forms.
  • Ordering of Phones, Consumables, Office Equipment and Promotional Items
  • Generating requisitions for the above, following up on the orders, getting best prices from suppliers etc.

General Office Maintenance

  • Responsible for the repairs of fax machine, photocopier, printer, etc.

Claims

  • Reconciliation of claims including general claims, subsistence allowances, petrol claims and personal claims

Arranging of Functions

  • Organising of caterers, food, drinks, venue, completion of requisition pertaining to the function, printing of invitations, inviting guests, negotiations with other departments involved in the function.

Arranging Presentations

  • Collating of slides as and when required to action, organising equipment, booking of venue etc.

Leave Reconciliation

  • Maintain leave report for First Reports
  • Booking and making arrangements for all Business & private travel  

Arrange Courier Despatch

  • Fill out courier forms for the regions, despatch of mail accordingly.
  •  Copying, distribution.

Arranging of Subscriptions

  • Subscribing for magazines and books pertaining to Telecommunications, renewing subscriptions, following up on subscriptions.
  • Booking of courses (internal and external), filling out of training requisitions, following up payment with relevant Institution as well as the Finance Department.

Opex

  • Generating of general opex purchase orders on the system, entering information onto the access d/base. Update and maintenance the Opex

Petty Cash Control

  • Issue of petty cash and reconciliation of the box.

Competencies


The incumbent shall be in possession of the following qualifications and attributes:


  • A recognised Secretarial Diploma.
  • A recognised course in MS Office and experience of working with MS Office
  • Diary management
  • A minimum of 4 years' administration experience.
  • Analysis and attention to detail
  • Problem solving
  • Verbal and written communication, incl. report writing
  • Some project management
  • Building relationships/ networking
  • Stakeholder Management
  • Taking minutes


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