Administrative Assistant

TotalEnergies Kenya is seeking a highly organized and efficient Administrative Assistant to support their operations in Nairobi. This role offers an exciting opportunity to contribute to the smooth functioning of a dynamic department within a leading global multi-energy company.

About TotalEnergies:

TotalEnergies is a global multi-energy company that produces and markets energies on a global scale: oil and biofuels, natural gas and green gases, renewables and electricity. Our 100,000 employees are committed to energy that is ever more affordable, clean, reliable and accessible to as many people as possible. Active in more than 130 countries, TotalEnergies puts sustainable development in all its dimensions at the heart of its projects and operations to contribute to the well-being of people.

Job Overview:

The Administrative Assistant will play a crucial role in ensuring the efficient operation of their assigned department within TotalEnergies Kenya. This position involves coordinating administrative tasks, managing communication, and providing support to departmental staff across a large geographical area.

Key Responsibilities:

1. Diary Management:

– Coordinate the department manager’s schedule and office functions

– Ensure efficient time management and prioritization of tasks

2. Travel and Accommodation Coordination:

– Arrange travel and accommodation for departmental staff and visiting delegates

– Manage travel logistics and ensure smooth execution of business trips

3. Leave and Organizational Structure Management:

– Prepare and monitor departmental leave plans

– Maintain and update departmental organograms

4. Depot Coordination:

– Oversee depot requirements and housekeeping

– Manage the physical movement and storage of unused furniture and files

5. Document Management:

– Oversee the entire chain of document movement

– Implement and maintain digital archiving systems for efficient record-keeping

6. Employee Support:

– Handle telephone inquiries and correspondence in the absence of departmental staff

– Provide administrative support to ensure continuous departmental operations

7. Stationery Management:

– Order and distribute stationery based on departmental requirements

– Maintain inventory and ensure cost-effective supply management

8. HR Campaign Support:

– Follow up on ongoing HR programs within the department

– Ensure timely completion of HR initiatives and reporting

9. Health, Safety, Environment, and Quality (HSEQ) Compliance:

– Adhere to and promote HSEQ guidelines within the department

– Contribute to maintaining a safe and secure work environment

Requirements:

Education:

• – Bachelor’s degree in a business-related field

Experience:

• – Minimum 3 years of experience in a similar administrative role
• – Experience in the energy sector or a multinational company is advantageous

Skills and Competencies:

• – Excellent planning and organizational skills
• – Strong attention to detail and ability to multitask
• – Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• – Fluent in English; knowledge of Swahili is an advantage
• – Excellent verbal and written communication skills
• – Ability to work independently and as part of a team
• – Strong problem-solving skills and proactive approach to work
• – Discretion in handling confidential information

Additional Information:

The successful candidate will be responsible for maintaining administrative efficiency within the assigned department. This includes coordinating all administrative roles and responsibilities for the department and interacting with other supporting departments. The role requires adaptability and the ability to manage tasks across a large geographical area.

Why Join TotalEnergies Kenya?

• – Opportunity to work with a leading global multi-energy company
• – Dynamic and challenging role in a fast-paced environment
• – Exposure to multi-cultural and cross-functional teams
• – Competitive salary and benefits package (to be discussed with shortlisted candidates)
• – Professional development and growth opportunities within a global organization
• – Chance to contribute to sustainable energy solutions for Kenya and beyond

TotalEnergies Kenya is an equal opportunity employer and values diversity in its workforce. They welcome applications from qualified candidates regardless of race, color, religion, gender, sexual orientation, national origin, age, disability, or any other protected characteristic.

How to Apply:

Interested candidates who meet the above requirements are encouraged to submit their applications through the TotalEnergies careers portal (link to be provided). Please ensure to include the following:

1. Updated CV
2. Cover letter addressing how you meet the key requirements
3. Relevant certifications and qualifications

Important Notes:

• – Only shortlisted candidates will be contacted for further steps in the recruitment process
• – TotalEnergies does not charge any fees at any stage of the recruitment process
• – Candidates must have the legal right to work in Kenya

By joining TotalEnergies Kenya as an Administrative Assistant, you’ll play a vital role in supporting the company’s operations and contributing to its mission of providing responsible energy to the world. If you’re passionate about administrative excellence and ready to take on a challenging role in a dynamic, global energy company, TotalEnergies Kenya encourages you to apply for this exciting position.