Admin Job At Forbes Marshall
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Nairobi, Kenya
Job summary
Administrative Assistant At Forbes Marshall
About this role
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Administration Officer
Position Overview
The Administration Officer is responsible for supporting the efficient day-to-day operations of the branch by providing finance, accounting, administrative, and operational support. The role ensures accurate financial recordkeeping, timely invoice processing, effective documentation management, and coordination of office activities while maintaining compliance with company policies and internal procedures.
Working closely with local teams and regional offices, the successful candidate will contribute to finance operations, order processing, payroll administration, vendor coordination, customer support, and branch administration. The role requires strong organizational skills, attention to detail, and the ability to manage multiple responsibilities while maintaining high standards of accuracy, professionalism, and customer service.
This position also offers exposure to regional and international business operations through collaboration with global teams and participation in cross-functional initiatives.
Key Responsibilities
1. Financial Operations & Accounting
Process supplier and customer invoices accurately and maintain complete financial records.
Record financial transactions and ensure supporting documentation is properly maintained.
Assist with account reconciliations to verify the accuracy of financial records.
Support the preparation of statutory reports and internal financial reports.
Maintain organized accounting documentation for audits and compliance purposes.
Monitor financial records to identify discrepancies and assist in resolving accounting issues.
Support month-end and year-end financial closing activities.
2. Order Processing & Customer Support
Process customer orders accurately and ensure timely order entry into company systems.
Prepare order documentation, invoices, and related records.
Monitor order status and coordinate with relevant teams to facilitate timely deliveries.
Track materials and shipment progress to ensure customer requirements are met.
Respond to internal inquiries relating to orders and documentation.
Maintain accurate records of customer transactions and order history.
3. Office Administration
Coordinate daily administrative activities to ensure smooth branch operations.
Maintain organized filing systems for financial, operational, and administrative documents.
Manage office correspondence and general documentation.
Coordinate office supplies and administrative resources.
Support implementation of internal administrative procedures and process improvements.
Ensure compliance with organizational policies and operational standards.
4. Payroll & Human Resource Administration
Support payroll preparation by maintaining employee records and payroll documentation.
Process staff expense claims and verify supporting documentation.
Coordinate insurance documentation and employee benefit records.
Maintain accurate personnel records in accordance with company policies.
Assist with employee onboarding documentation and administrative requirements.
Support HR-related administrative activities as required.
5. Vendor & Client Coordination
Maintain effective communication with suppliers, service providers, and customers.
Share invoices, payment information, and supporting documentation with vendors and clients.
Monitor outstanding invoices and assist with payment follow-ups.
Coordinate vendor documentation and maintain accurate supplier records.
Build positive relationships with internal and external stakeholders.
Support resolution of administrative and finance-related queries.
6. Compliance & Documentation
Maintain complete, accurate, and organized financial and operational records.
Ensure documentation complies with company policies and regulatory requirements.
Support internal and external audit processes by preparing required documentation.
Maintain records relating to contracts, invoices, payments, and operational activities.
Promote compliance with internal controls and financial procedures.
Monitor documentation accuracy and recommend improvements where necessary.
7. Travel & Operational Support
Coordinate travel arrangements, accommodation bookings, and logistics for employees.
Support banking activities and administrative transactions as required.
Assist in organizing customer events, exhibitions, meetings, and corporate activities.
Coordinate administrative logistics for visiting staff and business partners.
Support operational planning and execution of branch activities.
Perform additional administrative responsibilities assigned by management.
8. Regional Collaboration & Continuous Improvement
Collaborate with regional and international teams to support business operations.
Participate in initiatives that improve operational efficiency and service delivery.
Share best practices and contribute to continuous process improvement.
Support implementation of standardized procedures across business operations.
Build strong working relationships with colleagues across multiple locations.
Perform any other duties assigned in support of organizational objectives.
Qualifications
Applicants should possess:
Bachelor's Degree in Accounting, Finance, Commerce, Business Administration, Management, or another related discipline.
Experience
The ideal candidate should have:
4–8 years of experience in finance, accounting, office administration, or branch operations.
Practical experience in invoice processing, financial documentation, and basic account reconciliations.
Experience supporting finance and administrative functions within a structured corporate environment.
Exposure to order processing, customer support, payroll administration, or operational coordination.
Experience working with multinational organizations or regional teams will be an added advantage.
Technical Knowledge & Skills
The successful candidate should demonstrate knowledge of:
Financial accounting and bookkeeping principles.
Invoice processing and accounts administration.
Basic account reconciliation procedures.
Payroll administration and expense management.
Office administration and records management.
Microsoft Office applications, including Excel, Word, Outlook, and PowerPoint.
Financial reporting and documentation.
Internal controls and compliance procedures.
Customer service and stakeholder management.
Business administration and operational coordination.
Core Competencies
The successful candidate should demonstrate:
Strong attention to detail and accuracy.
Excellent organizational and time management skills.
Strong analytical and problem-solving abilities.
Good numerical and financial analysis skills.
Effective communication and interpersonal skills.
Ability to manage multiple priorities and meet deadlines.
High level of integrity, accountability, and professionalism.
Customer-focused mindset with excellent service orientation.
Ability to work independently and collaboratively within diverse teams.
Adaptability, flexibility, and willingness to learn new processes.
Strong sense of ownership and commitment to delivering high-quality work.