Administrative Assistant

Job Closed!
Category:Administration & Office Support
Job Type:Permanent

Job details

Key responsibilities:


  • Maintain inventories at the levels set by the management ensuring optimal stock levels;
  • Sustain efficient inventory management, raise purchase requisitions and assist user department(s) to order adequate merchandise and supplies;
  • Maintain proper control of stocks in & out of the store;
  • Maintain proper filling records of stores items;
  • Maintain stock re-order levels;
  • Accurately account for all transactions to and from the stores and reconcile the system quantity and physical stock counts;
  • Prepare relevant inventory monthly reports for analysis;
  • Identify stores inventory issues that arise with quick resolution to ensure organizational effectiveness;
  • Receive and inspect all incoming materials and reconcile with the purchase orders (LPO’s), documents and tracks damages and discrepancies on orders received;
  • Issue approved stores requisitions to departments and to branch network;
  • Follow up of pending stores deliveries with Procurement Department to ensure no backorders;
  • Ensure that all goods received agree with the purchase order specifications, quality and quantity;
  • Participate in quarterly stock take of inventory, analyse the variances and report accordingly;
  • Develop and foster good working relationships with vendors;
  • Observe strict adherence to the company’s Administration processes and procedures manual; and
  • Deliver on performance requirements as defined in the departments’ strategy map, balanced scorecard and Personal Scorecard.

 Knowledge, experience and qualifications required:
  • Bachelor's degree in a business related field
  • 3 to 4 years’ experience in a similar role
  • Knowledge of ERP (Oracle) system and/or experience would be an advantage
  • Strong  computer and business solutions software skills
  • Strong analytical and problem solving skills

Essential Competencies:
  • Learning and Researching: Rapidly learns new tasks and commits information to memory quickly; demonstrates an immediate understanding of newly presented information; gathers comprehensive information to support decision making at management level; learns from successes and failures and seeks colleague and customer feedback.
  • Working with People: Shows respect for the views and contributions of other team members; shows empathy; listens, supports and cares for others; consults others and shares information and expertise with them; builds team spirit and reconciles conflict; adapts to the team and fits in well.
  • Applying Expertise and Technology: Applies specialist and technical expertise; uses technology to achieve work objectives; develops job knowledge and expertise (theoretical and practical) through continual professional development; demonstrates an understanding of different organisational departments and functions.
  • Delivering Results and Meeting Customer Expectations: Focuses on customer needs and satisfaction; exhibits high standards for quality and quantity; monitors and maintains own quality and productivity; works in a systematic, methodical and orderly way; consistently achieves projects goals.
  • Following Instructions and Procedures: Follows procedures and policies; keeps to schedules; arrives punctually for work and meetings; demonstrates commitment to the organisation; complies with legal obligations and safety requirements of the role.
  • Adhering to Principles and Values: Upholds ethics and values; demonstrates integrity; accepts diversity; display individual responsibility towards the community and the environment; models the organisational values during every day interactions.




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Administration & Office Support Britam 6 months ago