AGL – Africa Global Logistics is hiring an Administrative Assistant – IFF to provide administrative support and ensure smooth day-to-day business processes. The role is based in Nairobi and experience in administration is required.
Key Responsibilities
Executive
Calendar & Meeting Management
- Manage and coordinate the executive’s calendar, appointments,
meetings, and travel arrangements.
- Schedule and organize internal and external meetings, ensuring
timely circulation of agendas and meeting materials.
- Prepare meeting logistics, conference facilities, and visitor
arrangements.
- Record, distribute, and monitor meeting action points and follow-up
activities.
Reporting
& Business Coordination
- Collect, collate, and consolidate information, reports, KPIs, and
statistics from section heads.
- Prepare weekly, monthly, quarterly, and ad-hoc business reports.
- Support management reviews by preparing presentations, dashboards,
and briefing materials.
- Track action items arising from management meetings and ensure
timely closure.
Correspondence &
Communication Management
- Handle incoming and outgoing correspondence, including emails,
letters, phone calls, and official communications.
- Draft, proofread, and edit reports, presentations, business
correspondence, minutes, and executive briefs.
- Act as a key liaison between the Head of IFF and internal/external
stakeholders.
Records
& Document Management
- Maintain and organize key business records, files, and documentation
in both physical and digital formats.
- Ensure proper filing, version control, retrieval, and archiving of
documents.
- Track documents submitted for approval and monitor progress until
completion.
- Ensure compliance with document retention and confidentiality
requirements.
Office Administration
- Attend to visitors, clients, customers, and employees professionally
and courteously.
- Ensure proper housekeeping, organization, and readiness of the
executive office and meeting facilities.
- Coordinate office supplies and administrative requirements as
needed.
Assignment
Tracking & Follow-Up
- Track assignments and deliverables assigned to direct reports (N-1
managers) on a weekly and monthly basis.
- Monitor progress of agreed actions and provide status updates to
management.
- Follow up with stakeholders to ensure timely completion of tasks and
commitments.
Confidentiality
& Compliance
- Handle sensitive business information with the highest level of
discretion and confidentiality.
- Maintain professional standards and comply with company policies and
procedures.
General Administrative
Support
- Manage competing priorities effectively and work independently with
minimal supervision.
- Demonstrate flexibility in responding to changing business
requirements and priorities.
- Undertake any other duties and responsibilities assigned from time
to times on internal events, conferences, speeches, social networks, and
media.
Qualifications
- Bachelor’s Degree / Diploma in Business Administration, Management,
Office Administration, or related field.
- Minimum 2 years of experience supporting senior management or
executives.
- Experience in logistics, freight forwarding, supply chain, or a
multinational environment is an added advantage.
How to Apply
