The closing date for this role will be 24th February 2015.
JOB SUMMARY:
- To ensure that the Director has support on ALL administrative and clerical tasks so the Director can focus on business issues.
- Manage the Director’s diary and agenda, provide support to Direct Reports as required, and anticipate and resolve administrative issues that may hinder the smooth operations of the Director office.
KEY DUTIES/RESPONSIBILITIES :
Communication
- Timely review of all incoming mail, and responding or re-routing to the correct respondents
- Timely and professional preparation of outgoing mail for the General Manager
- Management and recording of all incoming and outgoing mail to ensure a data base for future reference is maintained for speedy and accurate future reference
- Managing all internal and external queries and requests, responding and re-directing accordingly
Calendar and Agenda
- Scheduling of meetings
- Distribution of the Director’s annual calendar to direct Reports
- Managing requests for meetings by key stakeholders or other outside parties
Travel arrangements
- Arranging for all travel, hotel bookings and pick up
- Ensuring passport and visa’s are current and in good order
- Prepare detailed itineraries for use by the General Manager
Preparation, facilitation and co-ordination of meetings
- Arrange necessary accommodation
- Arrange necessary travel arrangements
- Co-ordinate relevant meetings, appointments and functions
- Arrange required venues
- Prepare detailed itineraries
- In liaison with the Director, assist in the development of background material for presentations
General Administrative Work
- Maintain internal TCCC contact details for use by the General Manager and the office
- Maintain external contact details for key stake holders
- Set up a system to ensure follow up and follow through on all project deadlines and responses
- Prepare and manage the General Manager’s expenses – includes expense reports, and ensuring his credit card(s) are valid and paid for
- Liaise with facilities as necessary with regards to office requirements
- Manage filing and records
Management of Payments
- Complete all Director’s office financial transactions using SAP e.g. travel expenses, tickets, travel requests, holidays, etc
- Monitor the offices budget on behalf of Director– identify discrepancies and notify relevant team members as and when necessary
FINANCIAL/ JOB SCOPE:
- $ petty cash for visa renewals, passport renewals, gifts, flowers, and any other miscellaneous expenses
- Responsible for administration and tracking of Director office budgets
ORGANIZATION IMPACT/ INFLUENCE:
Interactions:
- Within the Company –
- Business Unit Leadership Team
- Outside the Company –
- Bottler Management
- Travel agencies
- Car Rentals
- Embassies
- Hotels
- Government Officials (Ad hoc meetings for various reasons)
RELATED JOB REQUIREMENTS/ QUALIFICATIONS:
Skills :
- General Office Management
- Methodical thinking and a high sense of urgency
- Excellent communication skills
- Ability to work under pressure with tight deadlines
- Effective Time Management
- Exposure to Finance processes will be an added advantage
Leadership Behaviors: Leader of Self
- Drive Innovation – Generate new or unique solutions and embrace new ideas that help sustain our business (encompassing everything from continuous improvement to new product and package innovation).
- Collaborate with the System, Customers and Key Stakeholders – Develop and leverage relationships with stakeholders to appropriately stretch and impact the System (Company and Bottler).
- Act Like an Owner – Deliver results, creating value for our brands, our System, our customers and key stakeholders.
- Inspire Others – Inspire people to deliver our mission and 2020 Vision, demonstrate passion for the business and give people a reason to believe anything is possible
- Develop Self and Others – Develop self and support others’ development to achieve full potential
Required Experience
5-8 years working experience in customer service or related area
Some related experience managing a senior manager’s office
Advanced computer skills-MS Office, SAP, Internet
EDUCATIONAL REQUIREMENTS:
Bachelor’s Degree.
CULTURAL DIVERSITY:
Ability to balance interaction with both Senior and Junior management
Ability to manage Francophone, Anglophone and Lusophone cultures
ANALYSIS
A number of unique challenges arising requiring interpretation and support
JUDGEMENT AND DECISION MAKING:
Decisions in this role are mainly referred, except those relating to the administrative function of the Director’s office
TRAVEL REQUIREMENTS:
Limited no travel required
At The Coca-Cola Company you can cultivate your career in a challenging and dynamic environment. We are the largest manufacturer and distributor of nonalcoholic drinks in the world-selling more than 1 billion drinks a day. Unlock your full potential with a future-focused company that is known and respected throughout the world.
The post The Coca-Cola Company Job Vacancy in Kenya : Senior Administrative Assistant appeared first on Jobs in Kenya.
