Office Assistant at University of Nairobi Enterprises and Services (UNES)

Ref: UNES/OAR/C/10/16

3 Years Contract

Reporting to Finance Manager, the person will be involved in day to day office administration roles.

Job Description:

• Receives and keeps records of all visitors visiting the project office.
• Maintains cleanliness and orderliness in the reception area ensuring that it is managed in a professional manner.
• Maintain updated directory for all contacts(Telephone numbers, physical addresses) for the organization’s staff members and clients
• Manage office bills and supplier invoices and ensure that they are processed in time.
• Ensure all telephone lines are functional and proactively notifies the F&A Manager of any malfunctioning lines.
• Maintain up to date Inventory Register for all organization/Projects assets in the required format and maintain the issuance and safe custody of the same.
• Manage office supplies that includes kitchen supplies and stationery ensuring safe custody, replenishment and usage.
• Manage transport logistics for project staff.
• Coordinates in-house conferences/meetings and organizes for required refreshments, equipment and supplies keeping custody of participants’ attendance listing from Program staff.
• Organizing for workshop Logistics, travel arrangements and hotel bookings for travelling staff members, participants and/or collaborating stakeholders.
• Perform any other duties as assigned.

Job Specification

• At least a Diploma in Business Administration or Management / Office Administration / Public Relations /Customer Service.
• At least 3-4 years’ experience in the same role.
• Good Organizational Skills.
• Good command of the English and Kiswahili languages.
• Must have good communication, Verbal and listening skills.
• Experience in supporting USAID programs will be an added advantage
• Must be computer literate