Administrative Assistant Needed in Mombasa

The overall purpose of this role is to liaise with Insurance agents, clearing agents at the ports, collecting documents from
departments, developing effective document storage, filing system, and digitizing hard copies of documents

Application deadline: 7th September, 2021

Main Responsibilities of Job

Set up and maintain the office filing system following the company’s filing

Open new files as required and recommend disposal of old files following the
established file retention policy;

Maintain the files and ensure proper storage and retrieval of files to ensure the
safe keeping of company documents;

Liaise with the clearing agents at the ports to ensure that all the customs
clearance aspect of the company is compliant to the regulations and timely;

Liaise with Insurance agencies to ensure the records are up to date and
renewals are timely;

Check incoming paperwork (correspondence, invoices, etc.) and make copies
before distributing;

Sort all papers alphabetically and according to content, dates, significance, etc.

Create or update records with new files and information promptly;

Store all paperwork in designated places securing the important documents;

Deal with all requests to access files and keep logs of borrowed papers;

Develop an efficient filing system to make updating and retrieving files easier;

Follow policies and confidentiality dictations to safeguard data and information;

Monitor inventory of files, paper clips, etc. and report shortages; and

Maintain an up-to-date record of file movements
Key Skills and Qualifications:

Diploma in records management or a similar field from a recognized institution;

A minimum of three (3) years’ relevant experience;

Proven experience as file clerk; and

Knowledge of filing systems

Must demonstrate the ability to multitask;

Must demonstrate commitment to operational effectiveness;

Should have the ability to solve problems by applying relevant business knowledge;

Interested candidates are requested to forward their updated CVs to by
Tuesday, 7
th September 2021 stating the subject heading “ADMINISTRATION ASSISTANT” clearly indicating their current and expected remuneration (MUST), daytime telephone contacts, and addresses
of three referees. Only shortlisted candidates will be contacted.

Author: opportunitiesforallkenyans

We connect Kenyans to land their dream opportunities.

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