• Receive and stamp all incoming mail
• Process all office correspondence and redirect where necessary.
• Work closely with the Managing Director, reply to letters/queries on behalf of the Director when appropriate.
• Answer and redirect incoming calls
• Maintaining the Director’s diaries and schedule appointments.
• Quickly resolve time conflicts arising from the diaries
• Process all the Directors cash expenditures and enter them in the vouchers
• Ensure that all directors cash expenditures are signed by the recipients of the cash
• Maintain accounts of our Eastern African customers as well as necessary export permits needed to export our commodities/livestock to them.

• Manage MD’s calendar and meetings including all logistics for the said meetings (venue, refreshments, types of meetings such as monthly review, weekly reviews etc).
• Routinely circulate actions and confirm completion two weeks before the meetings
• Review contents and quality of Board papers
• Confirm that all approvals are appropriately signed
• File all submissions and minutes

• Implement and maintain a well-organized secretarial function which includes a complete administrative and filing system.
• Take minutes of meetings and ensuring distribution to all concerned within the shortest time possible.
• Confirm accuracy of incoming correspondence, liaise with originators and forward once ready for signature.
• Scan documents and systematically file.

• Book air tickets, accommodation and make transportation arrangements for travelling directors and managers.
• Confirm itinerary
• Inquire about travel visas for foreign trips and where required, make the necessary arrangements to obtain the visas.
• Assist the travelling Director/Manager with any other logistical needs and stay in touch until the traveller comes back to the home office.

• All candidates should hold bachelor’s degrees in secretarial studies or related field
• Three or more years’ experience in a busy environment
• Office administration and secretarial skills
• Good typing skills.
• Good organizational skills
• High degree of confidentiality.
• Reliability.
• Good time management skills
• Computer literacy skills
• Good customer relations skills.

  job, JOBS