Job Description:
The Administrative Officer at KAAO will be responsible for ensuring seamless office operations, effective coordination between the Secretariat, members, regulatory bodies, and other key partners. The role requires exceptional organizational skills, attention to detail, and the ability to manage critical administrative tasks while maintaining high standards of professionalism and confidentiality.
Responsibilities
1. Act as liaison between the association, members, Government agencies, and other industry partners.
2. Coordinate office activities and operations to secure efficiency upholding compliance with internal policies and industry regulations.
3. Supervise administrative staff and delegate responsibilities to ensure optimal performance and accountability.
4. Schedule, plan, manage calendars, and organize meetings ensuring all logistical aspects are addressed, including preparation of meeting materials.
5. Plan travel, including flights, accommodation, and ground transportation for senior management.
6. Manage incoming and outgoing communication, including phone calls, emails, letters, and packages, while ensuring timely responses.
7. Perform routine bookkeeping tasks, including posting invoices, managing office budgets, and preparing financial reports for administrative expenses.
8. Provide secretarial support, including drafting correspondence e.g. emails and letters, and maintaining documentation of ongoing projects.
9. Oversee office supply inventory, ensuring timely restocking and smooth operational flow.
10. Facilitate and manage membership relations by processing membership applications, maintaining up-to-date member records, and addressing any member queries or concerns.
11. Perform administrative tasks, including filing, photocopying, and ensuring the proper organization of all office materials.
12. Attend meetings and prepare timely reports/minutes/presentations.
13. Perform such other duties compatible with the post, as may be assigned by the CEO from time to time.
Requirements:
• At least 5 years of experience in aviation management or a related area.
• Experience and knowledge working in a regulated environment. (Understanding of: Airport, Airline, Civil Aviation Safety, and Aviation Security Regulations would be an advantage).
• Previous equivalent work-related experience supporting senior-level executives.
• Must present professional demeanor and possess excellent customer service skills with clients and individuals at all levels of the organization.
• Demonstrated ability to handle confidential information appropriately.
• Keen attention to detail and ability to work independently.
• Flexibility in working hours is a requirement and the ability to cope with multiplepriorities.
Academic Qualifications:
• A bachelor’s degree in Aviation Management, Business Administration, or a related field.
Skills:
• Strong negotiating, influencing, and diplomatic skills.
• Must possess strong organizational skills, excellent verbal/written communication skills, and excellent interpersonal and time management skills.
• Analytical skills combined with high ethical standards.
• Business management experience, including performance and project management.
• Advanced computer literacy in MS Office productivity applications.
• Supplemental training in aviation-related disciplines is an added advantage.
Deadline: Wednesday 18th September 2024
