General Office Assistant at International Fertilizer Development Center (IFDC)

General:

The purpose of this position is to ensure that all guests and visitors to the organization are professionally received and directed, and the Kenya office supplies and premises are well maintained for smooth running of operations.

Duties and Responsibilities:

Reception Duties

1. Answer phone and transfer to the appropriate staff member
2. Take and distribute incoming and outgoing mail/packages/messages.
3. Receive guests, clients and direct them to the correct staff member/office.
4. Supervise the cleaning service provide to always ensure office area us clean and tidy
5. Receive and direct interview candidates during interviews.
6. Alert the main gate in case of guest visiting IFDC offices
7. Work with NAFO to ensure that the reception is always manned.

Offer Administrative Support duties:

1. Coordinate the movement of parcels in and out the organization on behalf of staff.
2. Facilitate scanning and copying of documents on behalf of staff and management especially for
3. workshops and training and retrieve any documentation on request.
4. Serializing of Travel requests and forwarding them to staff & accounts department for payment processing.
5. Doing data entry work close with field project facilitators in collaboration with accounts office NCBA bank for validation thus making sure that the names and phone numbers for farmers fare reimbursement is done on time.
6. Maintaining, updating and replenishing the stationery inventory, and also preparing replenishment PRs for Office kitchen supplies
7. Assist in Updating the assets register and making sure that assets are well labelled and participate in physical verification of assets.
8. Assist IT in making addition/removal of users from various printers
9. Assist in set up of meetings and ensure that meeting rooms are well arranged and that refreshments are served for meetings where applicable
10. Assist in filing and handling of staff/personnel records including contracts
11. Assist the Procurement unit in printing of support documents for payment preparation, e.g., attaching RTs to Travel/Accommodation invoices.
12. Overseeing kitchen cleanliness and preparing tea for staff.
13. Any other duties assigned.

REQUIREMENTS ·

1. Bachelors Degree in any related field
2. At least two years’ experience in similar position with an international organization.
3. Strong computer skills and experience in MS office applications and database management
4. Internet skills include use of e-mails,group messaging and information gathering
5. Proficiency in English, both in verbal and written communication.

PROFILE 

1. A positive attitude and a friendly disposition
2. Numerical and literacy skills
3. Organizational and planning skills
4. Punctuality
5. Ability to prioritize and manage assignments/tasks
6. Problem solving skills
7. Ability To work under minimal supervision; attention to detail