Office Manager & Executive Support

Job Description:

Office Manager & Executive Support

Nairobi, Kenya

Full time 37.5 hours

Permanent

We make health happen

Bupa Global is the international health insurance division of Bupa. We provide customers who want premium international coverage with products and services to access the healthcare they need anytime, around the world, whether at home or when studying, living, travelling or working abroad.

Bupa Global has offices around the world including London and Brighton (UK), Dublin (Europe), Miami (USA), Dubai (UAE, in partnership with OIC), Egypt and Hong Kong (China) as well as regional offices in mainland China, Singapore, the Dominican Republic, Bolivia, Panama, Guatemala and Ecuador.

In this role you will provide a range of administrative and office management support for the Bupa Global Kenya office based in Nairobi.

The role will include providing executive support to Principle Officer, as well as provide full administration and secretarial support, management of local external suppliers and communication with internal stakeholders, for the efficient running of the function as a whole.

How you’ll help us make health happen

• By effectively managing the Executive’s diary ensuring the most effective use of their time

• Dealing with all incoming mail making sure it is triaged and dealt with swiftly, adhering to deadlines and responded to accordingly.

• Act as minute taker in meetings, making notes of actions and then following up these actions in the agreed timescales

• By organising documentation for meetings/teleconferences including agendas, minute preparation & distribution.

• You will be managing Travel arrangements/expenses

• By maintaining a professional and effective communication network across the business and with peers within Bupa, becoming involved in the life of the business.

• Complying with and taking into account any requirements from the Kenyan regulators and/or any applicable local regulatory requirements Liaise with the building manager to ensure appropriate servicing of the Bupa Kenya office space and environment and ensuring that the overall contract is value for money.

• Organising of the security arrangements of the premises including ensuring that staff are aware of the procedures on security and the use of alarm systems, that there is an appropriate system of key holding management, that periodic reviews of site security are conducted, and that appropriate progress is followed through.

• By ensuring that all statutory elements of health and safety are implemented and responsibility for monitoring first aid and emergency supplies and equipment and maintaining the premises in a safe and healthy condition and to a high standard. Liaise with the BG H&S Manager as required

• Being responsible for the ordering, checking, and gaining approval for invoices, monitoring of budgets, and keeping stock records of office equipment with the role holders responsibility.

• Organising company events or conferences, ordering stationery and furniture

• Managing office budgets, liaising with staff, and suppliers

Key Skills / Qualifications needed for this role:

• Excellent attention to detail with the ability to operate in an unstructured and fluid environment

• Ability to speak Swahili is necessary with the ability to speak Hindi or French being an advantage

• A good team player with a willingness to support all team members

• Proactive, resourceful with the ability to work in a pressurised environment and meet deadlines

• Be able to communicate effectively (both verbal and written) with stakeholders of all levels

• Excellent secretarial and administration skills with fast and accurate audio typing skills (minimum 70-75wpm)

• Advanced proficiency in MS Office, especially Outlook, Word, Excel, and PowerPoint.

• Knowledge of Payment Order systems, such as PeopleSoft

• Experience in office co-ordination and executive support.

• Background in the global health insurance market, or relevant transferable skills and knowledge from other financial services industries such as Life Insurance, Retail, Commercial or Investment Banking and Wealth Management.

Why Bupa?

We’re a health insurer and provider. With no shareholders, our customers are our focus. Our people are all driven by the same purpose – helping people live longer, healthier, happier lives and making a better world. We make health happen by being brave, caring and responsible in everything we do.

We encourage all of our people to “Be you at Bupa”, we champion diversity, and we understand the importance of our people representing the communities and customers we serve.  That’s why we especially encourage applications from people with diverse backgrounds and experiences.

Bupa is a Level 2 Disability Confident Employer. This means we aim to offer an interview/assessment to every disabled applicant who meets the minimum criteria for the role. We’ll make sure you are treated fairly and offer reasonable adjustments as part of our recruitment process to anyone that needs them.

If you require information regarding this role in an alternative format, please email: [email protected]

Time Type:

Full time

Job Area:

Locations:

Kenya - Nairobi