Office Assistant (Individual Service Provider)

ABOUT THE COMPANY

The Pan African University Institute for Basic Sciences, technology and Innovation (PAUSTI) prides itself as a postgraduate hub of research and innovation featuring a highly diverse faculty, and students drawn from whole of Africa.
PAUSTI which is hosted at Jomo Kenyatta University of Agriculture and Technology in Nairobi, Kenya, opened its doors to the pioneer students in November 2012. The inaugural cohort graduated in record time in November 2014.
The Institute is mandated to produce leaders and innovators in the fields of Mathematics, Molecular Biology and Biotechnology; Civil Engineering; Mechanical Engineering; Mechatronic Engineering and Electrical Engineering.

JOB SUMMARY

Qualifications- Minimum of a Secondary School Certificate- Certificate or Diploma in Business Administration, Stores Management, or related field will bean added advantage.General Work Experience-At least 5 years of relevant experience in office support, store keeping, or administrativeroles..- Previous working experience in African Union working environment and higher educationalinstitution will have an added advantage- Experience in an academic or research environment is preferred.Skills & Competences- High integrity and trustworthiness..- Good organizational and inventory management skills.- Basic knowledge of office procedures and document management.- Good interpersonal and communication skills.- Ability to multitask and work independently. Language Requirement:- Fluency in spoken and written English is required. Knowledge of other working languages (French, Portuguese, and Kiswahili & Arabic) of the African Union is an added advantage.

RESPONSIBILITIES

- Locking and unlocking of office doors, laboratories, classrooms, meeting rooms, and seminarrooms as per approved schedules.- Ensure that all facilities are properly secured at the end of each working day.- Maintain proper key control and custody of assigned keys.- Ensure no unauthorized individuals have access to keys or institutional premises..- Maintain a key register where applicable.- Carry out routine checks of facilities and properties..- Report any malfunction, damage, or safety hazards promptly to the relevant office.- Collect PAUSTI mail from the JKUAT Central Registry..- Receive different correspondences and invoices from external stakeholders and channelthem appropriately to the Director...- Deliver official documents internally and obtain acknowledgments where required..- Ensure confidentiality and safe handling of institutional documents.- Manage institutional stores and maintain proper stock records.- Receive, verify, and record incoming goods and supplies.- Issue supplies upon authorized request and maintain issuance records.- Conduct periodic stock checks and report discrepancies.- Ensure proper storage and safekeeping of materials and equipment.- Respond to general inquiries from students, staff, and visitors..- Ensure professional and courteous front-desk service at all times..- Assist students by providing relevant formats and forms for; Research fund applicationrequests; Research fund settlement documentation and other forms- Maintain proper records related to: the appointment letters for Supervision, Examination andPart-time teaching.- Ensure proper filing and safekeeping of related documents- Perform any other duties that may arise from time to time as assigned by the Director orAdministrative Officer.

REQUIRED SKILLS

Customer service, Office administration, management, Office reception, Email correspondence, Answering telephones and call management, Document and archive management, Office supplies management

REQUIRED EDUCATION

High, secondary school