Office Services Assistant

ABOUT THE COMPANY

Our name reflects our approach to complex human development challenges. Integrated. Customized. Connected. We deliver expert, thoughtful responses to these challenges. Our staff regularly contribute to national policies and guidelines, publish in leading journals and provide technical guidance to major development partners. Even when interventions require a narrow focus, we begin with the big picture in mind — thinking holistically in our search for solutions.

JOB SUMMARY

Education: High School/GED Diploma or International Equivalent.Diploma in Business Administration or Certificate in relevant field will be an added advantage.Experience: Must possess ‘O’ level with a minimum of 1-3 years of related office administration experience.  Experience with a medium-to-large sized international organisation will be an added advantage.  Experience with managing reception and office equipment will be an added advantage.  Demonstrated experience and proficiency with MS Office Suite. Must be in possession of a valid certificate of good conduct.   Experience must reflect knowledge, skills, and abilities listed aboveDuties and Responsibilities Organize beverage refreshments for staff during meetings and ensuring the meeting room is maintained in a clean and presentable manner thereafter.  Ensuring cleanliness of the office and common areas.  Ensuring the office and its environs are presentable and conducive for staff and visitors.  Ensuring adequate office supplies.     Administrative: In charge of making sure the printing/documentation/photocopying area is well organized and incoming and outgoing mail is distributed in an organized manner.  Assist in clerical and administrative duties.  Assist the Administrative Assistant with the processing of DA1 forms.  Monitor and ensure adequate office supplies.  Handle pickup and delivery of items for the office as required.  Assist in receiving and screening all incoming visitors in accordance with FHI 360 security procedures to identify them and determine the nature of their visit. Keeps a log of all visitors showing their name, time of arrival, who they visited and time of departure.  Support in the office vehicle engine running in the absence of the drivers.  Respond to general inquiries regarding FHI 360 Kenya country office. Finance: Support Finance in filing of the annual returns to the regulatory bodies.  Support Finance in the follow up with utility payments to avoid disconnections.  Support Finance in retrieving files from the archives. P&C: Support in the filing of the statutory obligations for the organization with the relevant statutory bodies.  Support P&C in the scheduling of interviews by contacting candidates.  Support P&C in the onboarding of new hires and ensuring they are settled in.  Assist P&C in the processing of the FHI 360 IDs.  Performs any other duties as assigned. Office Maintenance: Supervising cleaning, repair or maintenance work undertaken by a contractor out of the regular working hours.  In collaboration with the management of the building to ensure fire drills are managed well and act as the Fire Marshall for the organization. Problem Solving & Impact: Identifies and recognizes problems that have established procedures and limited impact. Refers to non-standard questions and problems to a higher level. Errors can be easily and quickly detected within the immediate work unit and would result in only minor disruption or expense to correct. 

REQUIRED SKILLS

Secretarial work, Document and archive management, Office administration, management, Office reception, Calendar management

REQUIRED EDUCATION

High, secondary school