Essential Job Details

• Position Title: Administrative Assistant
• Job Id: lH6WOlHDVD
• Location: Machakos Branch, Machakos, Kenya
• Employment Type: Permanent
• Number of Vacancies: 1
• Salary: Not disclosed
• Category/Department: Branch Administration
• Reporting To: Branch Manager (inferred from context)
• Date Added: August 4, 2025
• Application Deadline: August 8, 2025
• Experience: At least 1 year of relevant experience
• Education Level: Bachelor’s degree in a related field
• Professional Qualifications: IIK, CPA, or ACCA

Introduction

The Administrative Assistant role at APA Insurance’s Machakos Branch in Kenya is a critical position designed to ensure seamless branch operations through efficient receipting, petty cash management, premium allocation, banking, reconciliations, claims follow-ups, and general administrative support. This permanent role is ideal for Kenyan professionals with a background in administration and finance, offering a unique opportunity to contribute to a leading insurance provider’s operational excellence in Machakos, a growing commercial hub. The Administrative Assistant will play a pivotal role in maintaining high standards of customer service, financial accuracy, and regulatory compliance, aligning with APA Insurance’s commitment to delivering reliable and client-focused insurance solutions.

As an Administrative Assistant, you will support the Machakos Branch’s daily operations, ensuring smooth coordination of financial and administrative tasks while fostering a positive client experience. This role combines analytical precision, organizational skills, and customer service, making it perfect for individuals who thrive in a dynamic, multidisciplinary environment. By joining APA Insurance, you will contribute to a reputable organization’s growth while advancing your career in Kenya’s vibrant insurance sector.

About APA Insurance

APA Insurance, a leading insurance provider in Kenya, is renowned for offering a wide range of insurance products, including life, health, motor, and general insurance, tailored to meet the needs of individuals and businesses. Headquartered in Nairobi, APA Insurance operates multiple branches across Kenya, with the Machakos Branch serving as a key hub for delivering client-centric services in the region. The company is committed to excellence, integrity, and innovation, fostering a culture that prioritizes customer satisfaction, operational efficiency, and regulatory compliance.

The Machakos Branch plays a vital role in APA Insurance’s mission to provide accessible and reliable insurance solutions, serving a diverse client base in a rapidly developing region. With a focus on teamwork, professionalism, and high ethical standards, APA Insurance creates a supportive workplace where employees are empowered to excel. The Administrative Assistant role supports the branch’s operations, ensuring financial accuracy, timely client service, and adherence to industry regulations, contributing to APA Insurance’s reputation as a trusted insurer in Kenya.

Key Responsibilities

The Administrative Assistant at APA Insurance’s Machakos Branch will be responsible for a wide range of tasks, including financial reconciliations, receipting, claims follow-ups, and branch administration, ensuring operational efficiency and client satisfaction. The role requires meticulous attention to detail, strong organizational skills, and a commitment to customer service. Below is a detailed breakdown of the key responsibilities:

1. Payables and Reconciliations

• Conduct Bank Reconciliations: Perform daily and monthly bank reconciliations to ensure accurate financial records for the Administrative Assistant role, aligning with APA Insurance’s financial standards.
• Investigate Unallocated Receipts: Identify and clear unallocated receipts and other reconciling items promptly to maintain financial accuracy.
• Manage Cheque Sign-Offs: Obtain sign-offs for cheques and ensure timely dispatch to recipients, supporting efficient payment processes.
• Handle Petty Cash: Disburse approved expenses or advances, manage petty cash replenishment, and maintain accurate records for the Administrative Assistant.
• Coordinate Agent Commissions: Process agent commissions and premium refunds, ensuring timely and accurate payments to stakeholders.

2. Receipting

• Process Inflows: Receipt and allocate all inflows, including premiums, ensuring accurate and timely recording for the Administrative Assistant role.
• Print and Dispatch Receipts: Generate and distribute receipts to clients, maintaining clear documentation of transactions.
• Perform Bank Agent Duties: Deliver banking instructions to the bank, follow up on cash and cheque deposits, and ensure safe custody of cheques, supporting APA Insurance’s financial operations.
• Maintain Receipt Records: Keep detailed records of all receipting activities to ensure transparency and compliance with regulatory standards.

3. Branch Administration and Customer Service

• Record Mails: Accurately log incoming and outgoing mails in the mail register, ensuring organized communication for the Administrative Assistant.
• Manage Complaints: Maintain the complaint management register, follow up on client complaints, and ensure prompt resolution to enhance customer satisfaction.
• Monitor Bills: Regularly track and follow up on payments for rent, power, water, and claim invoices, ensuring timely settlements.
• Handle Claims Documentation: Receive, review, and forward branch claims documentation to the claims department, following up on processing and settlements for the Administrative Assistant.
• Maintain Claims Register: Update and manage the branch claims register to track claim status and ensure efficient processing.
• Manage Stationery: Conduct regular checks on stationery inventory, submit timely requisitions, and ensure adequate supplies for branch operations.
• Maintain Agency Records: Update and manage the agency register and ensure compliance with Insurance Regulatory Authority (IRA) licensing requirements.
• Risk Identification and Mitigation: Identify operational risks, implement mitigation strategies, and ensure closure of Occupational Safety and Health Administration (OSHA) recommendations for the Administrative Assistant role.

Qualifications and Skills

To excel as an Administrative Assistant at APA Insurance, candidates must meet the following qualifications and skills, as outlined in the job description and aligned with industry standards:

• Education:
• Bachelor’s degree in Business Administration, Finance, Accounting, or a related field from a recognized institution.
• Professional Qualifications:
• IIK (Insurance Institute of Kenya), CPA (Certified Public Accountant), or ACCA (Association of Chartered Certified Accountants) certification (required).
• Additional certifications in insurance or administration are an advantage.
• Experience:
• Minimum 1 year of relevant experience in administration, finance, or insurance operations, preferably in a branch setting.
• Experience in banking, reconciliations, or customer service within the insurance industry is highly desirable.
• Technical Skills:
• Analytical skills to perform bank reconciliations, investigate unallocated receipts, and identify operational risks for the Administrative Assistant.
• Numerical skills to manage petty cash, process payments, and ensure financial accuracy.
• Knowledge of insurance operations, including receipting, claims processing, and IRA compliance.
• Proficiency in Microsoft Office Suite (Excel, Word) for record-keeping, reporting, and reconciliations.
• Soft Skills:
• Communication and interpersonal skills to engage with clients, agents, and internal teams effectively.
• Team player mentality to collaborate with branch staff and support collective goals.
• High integrity to uphold APA Insurance’s ethical standards and ensure trustworthy operations.
• Organizational skills to manage multiple tasks, including receipting, claims follow-ups, and stationery management.
• Customer service skills to address client complaints and ensure prompt resolution.
• Preferred Skills:
• Familiarity with OSHA regulations to implement safety recommendations.
• Experience with agency management and IRA licensing processes.
• Attention to detail to maintain accurate records and ensure error-free reconciliations.

Company Culture and Values

APA Insurance fosters a professional, client-centric, and collaborative culture, emphasizing integrity, excellence, and customer satisfaction. Based in Machakos, a growing commercial hub, the company values teamwork, high ethical standards, and operational efficiency, creating a supportive environment for employees to thrive. APA Insurance is committed to delivering reliable insurance solutions, ensuring client trust and financial security. The Administrative Assistant role aligns with these values, contributing to seamless branch operations and exceptional customer service. Employees are empowered to uphold APA Insurance’s reputation as a trusted insurer, fostering a culture of accountability and innovation.

How to Apply

Apply now for the Administrative Assistant position at APA Insurance’s Machakos Branch. To submit your application:

• Prepare a detailed CV highlighting your relevant experience, academic qualifications, and professional certifications (IIK, CPA, or ACCA).
• Include a cover letter explaining your suitability for the Administrative Assistant role and alignment with APA Insurance’s values.
• Attach copies of your Bachelor’s degree, professional certificates, and any other relevant documents.
• Submit your application via the online portal: Apply for Administrative Assistant.
• Applications must be submitted by August 8, 2025.
• Only shortlisted candidates will be contacted for interviews.
• Note: APA Insurance is an equal opportunity employer and does not charge any fees for job applications. Candidates requiring accommodations due to disabilities should contact the employer directly through the application portal.

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Tags

Administrative Assistant, Machakos jobs, insurance careers, branch administration jobs, financial services careers

Role Overview

The Administrative Assistant role at APA Insurance’s Machakos Branch is a pivotal position focused on ensuring efficient branch operations through financial reconciliations, receipting, claims follow-ups, and general administration. This permanent role involves managing petty cash, processing premiums, maintaining records, and supporting customer service, making it ideal for professionals with a background in administration and finance. The Administrative Assistant will contribute to APA Insurance’s mission of delivering reliable insurance solutions, enhancing client trust and operational excellence in Machakos.

Why This Role Matters

As an Administrative Assistant, you will play a critical role in maintaining the financial and operational integrity of APA Insurance’s Machakos Branch. Your work in reconciliations, receipting, and claims management will ensure accurate financial records and timely client service, directly impacting the branch’s efficiency and reputation. By addressing client complaints, managing agency records, and implementing safety recommendations, you will contribute to APA Insurance’s commitment to excellence and customer satisfaction. The Administrative Assistant role is both impactful and rewarding, offering a chance to support a leading insurer in a growing region.

Program Context: APA Insurance’s Machakos Branch

APA Insurance’s Machakos Branch is a key hub for delivering insurance services in a rapidly developing commercial region. The branch supports a diverse client base, offering life, health, motor, and general insurance products. The Administrative Assistant role is integral to the branch’s operations, ensuring financial accuracy, regulatory compliance, and seamless customer service. By managing payables, receipting, and claims, the role supports APA Insurance’s mission of providing accessible and reliable insurance solutions, aligning with Machakos’ growing economic importance.

Day-to-Day Responsibilities

The Administrative Assistant will engage in a variety of tasks to support branch operations and client satisfaction. Daily responsibilities include:

• Bank Reconciliations: Performing daily and monthly reconciliations to ensure accurate financial records for the Administrative Assistant.
• Receipting and Allocation: Processing premiums and other inflows, printing and dispatching receipts accurately.
• Petty Cash Management: Disbursing approved expenses, managing replenishment, and maintaining records.
• Claims Follow-Ups: Reviewing and forwarding claims documentation, updating the claims register, and ensuring timely settlements.
• Complaint Management: Logging and resolving client complaints to enhance customer satisfaction.
• Stationery and Bills: Monitoring stationery inventory and ensuring timely payment of rent, power, and water bills.
• Agency and Licensing: Maintaining the agency register and ensuring IRA compliance for the Administrative Assistant.
• Risk Mitigation: Identifying risks and implementing OSHA recommendations to ensure a safe work environment.

Skills Development Opportunities

The Administrative Assistant role offers significant opportunities for professional growth, enhancing skills in administration, finance, and customer service. Key development opportunities include:

• Financial Management: Mastering bank reconciliations, petty cash management, and premium allocation for the Administrative Assistant.
• Customer Service Excellence: Developing skills in complaint resolution and client engagement.
• Regulatory Compliance: Gaining expertise in IRA licensing and OSHA recommendations.
• Organizational Skills: Enhancing time management and multitasking abilities in a dynamic branch environment.
• Analytical Proficiency: Improving skills in investigating unallocated receipts and identifying risks.
• Team Collaboration: Building interpersonal skills through coordination with branch staff and the claims department.

These opportunities position you for career advancement in administration, insurance operations, or supervisory roles within APA Insurance or the broader industry.

Working in Machakos

Machakos, a rapidly growing commercial hub near Nairobi, provides a dynamic work environment for the Administrative Assistant at APA Insurance’s Machakos Branch. Known for its economic potential and proximity to Nairobi, Machakos offers a vibrant setting for engaging with diverse clients and supporting branch operations. The branch’s strategic location ensures access to modern amenities and a growing business community, making it an ideal place to advance your career in insurance administration. As an Administrative Assistant, you will contribute to APA Insurance’s presence in this thriving region, fostering client trust and operational efficiency.

Career Growth Potential

The Administrative Assistant role is a gateway to advanced roles in insurance administration, financial services, or branch management. Key growth prospects include:

• Senior Administrative Roles: Advancing to positions like Branch Administrator or Operations Coordinator.
• Insurance Operations Careers: Transitioning to roles in claims management, underwriting, or agency coordination.
• Leadership Opportunities: Moving into supervisory roles within APA Insurance’s branch network.
• Professional Development: Accessing certifications like CPA, ACCA, or advanced IIK qualifications to enhance expertise.
• Industry Influence: Contributing to APA Insurance’s growth in Machakos and beyond, building a strong reputation in Kenya’s insurance sector.

The permanent nature of the role ensures long-term career stability and opportunities for growth in Machakos’ dynamic insurance market.

Commitment to Diversity and Inclusion

APA Insurance is committed to fostering an inclusive workplace, ensuring equal opportunities for all employees regardless of background. The organization upholds fair recruitment practices and prioritizes accessibility for candidates with disabilities. As an Administrative Assistant, you will contribute to a culture of integrity, professionalism, and client-centricity, aligning with APA Insurance’s values. The company’s focus on customer satisfaction and ethical operations creates a supportive environment for employees to thrive.

Who Should Apply

The Administrative Assistant role is ideal for professionals with a Bachelor’s degree in a related field, an IIK, CPA, or ACCA qualification, and at least 1 year of experience in administration or insurance operations. If you have strong analytical, numerical, and customer service skills, and a passion for operational excellence, this position offers a chance to excel in Machakos’ insurance sector. Candidates with experience in financial reconciliations or branch administration are particularly well-suited for the Administrative Assistant role.

How to Stand Out as an Applicant

To increase your chances of being shortlisted for the Administrative Assistant role:

• Highlight Relevant Experience: Emphasize your 1+ year of experience in administration, finance, or insurance operations in your CV.
• Showcase Certifications: Include your IIK, CPA, or ACCA qualifications to demonstrate expertise.
• Demonstrate Analytical Skills: Provide examples of reconciliations, risk identification, or customer service in your cover letter.
• Emphasize Integrity: Highlight your commitment to ethical standards and client satisfaction.
• Align with APA’s Values: Reflect your dedication to teamwork and professionalism in your application.

Application Tips

When applying for the Administrative Assistant position:

• Tailor Your CV: Highlight relevant experience, qualifications, and certifications for the Administrative Assistant role.
• Write a Concise Cover Letter: Explain your suitability and alignment with APA Insurance’s goals.
• Include Certifications: Attach copies of your Bachelor’s degree, IIK, CPA, or ACCA certificates.
• Submit Early: Applications are reviewed on a rolling basis, so apply before August 8, 2025.
• Ensure Accuracy: Verify that your application is complete and correctly formatted via the online portal.

Why Work at APA Insurance

Working as an Administrative Assistant at APA Insurance’s Machakos Branch offers a unique opportunity to contribute to a leading insurer’s operations while advancing your career. Key benefits include:

• Impactful Work: Support branch efficiency and client satisfaction through financial and administrative excellence.
• Competitive Role: Enjoy a permanent position with opportunities for professional development.
• Dynamic Environment: Work in Machakos, a growing commercial hub with a vibrant business community.
• Career Advancement: Access pathways to senior administrative, operations, or management roles.
• Supportive Culture: Thrive in a collaborative, client-centric organization that values integrity and excellence.

By joining APA Insurance, you will play a critical role in delivering reliable insurance solutions, fostering client trust, and contributing to Machakos’ economic growth.

Additional Information

APA Insurance is an equal opportunity employer committed to fair and transparent recruitment processes. No fees are charged for job applications, and candidates should be cautious of fraudulent requests for payment. Candidates requiring accommodations due to disabilities should contact the employer directly through the application portal. For more details, refer to the official application portal: Apply for Administrative Assistant.

Conclusion

The Administrative Assistant role at APA Insurance’s Machakos Branch is a transformative opportunity for professionals passionate about administration, finance, and customer service in the insurance sector. By joining APA Insurance, you will contribute to seamless branch operations, ensure financial accuracy, and enhance client trust in a leading insurer. With a focus on professionalism, integrity, and career growth, this Administrative Assistant position offers a chance to make a lasting impact in Machakos’ vibrant insurance market. Apply today to become part of a team dedicated to operational excellence and client satisfaction.