Office Clerk at Send a Cow Kenya

Purpose of job

To perform various administrative and clerical tasks to support Send a Cow office in Migori. The office clerk will work diligently to help maintain smooth office operations.

Office Clerk Job Responsibilities

Secretarial duties

• Organize and schedule appointments for project staff
• Receive, record & distribute mails, correspondence memos, letters, faxes and forms
• Assist in the preparation of regularly scheduled reports
• Develop and maintain a filing system in the office.
• Support field data entries whenever necessary.

Front office management

• Manage front office operations that preserve and enhance the image of Send a Cow
• Maintain contact lists.
• In liaison with the main SACK office book travel arrangements for staff, donors and other project visitors and offer other logistical support.
• Act as the point of contact for internal and external clients to the office.
• Provide prompt feedback from management, stakeholders etc. within the office and to field staff.
• Ensure proper arrangement and coordination for office Security.
• Ensure periodic maintenance to the office building whenever necessary

Financial and general administration support

• Manage office petty cash, maintain a petty cash register, record all transaction in ledger book / analysis book, reconcile expense reports and submit.
• Receive and facilitate the processing of staff finance requests.
• Support the project coordinator to update and maintain office policies and procedures.
• Receive and file staff time-sheets.
• Liaise with management and senior administrative assistant to handle requests and queries from senior managers
• Ensuring office utilities payments – telephone and water bills are done within the timelines.
• Management of the organization assets and consumables.
• Maintain up to date asset register.
• Maintain an inventory of all assets procured by the project in accordance with SACK requirements.
• Order, procure where necessary and maintain office supplies
• Administer Alert insurances and arrange insurance cover for office vehicles and motorbikes as needed.
• Book for Inspection / Evaluation for the Vehicles and Motorbikes booked at the required time from AA Kenya for Insurance.
• Any other duty as may be assigned by the supervisor.

Qualifications for the Office Clerk Job

• Minimum of diploma in business management/administration & CPA part 2 or equivalent from recognised institutions
• Minimum of 2 years’ experience in a similar position and generally well rounded in various office duties.
• Working knowledge of office equipment
• Thorough understanding of office management procedures
• Excellent organizational and time management skills
• Demonstrate a high level of initiative and attention to detail
• Experience with handling petty cash