Temporary Office Assistant I at Kenya Red Cross Society

Reports To:                 Human Resources Manager

Location:                     Enterprise Services, Nairobi

BASIC FUNCTION:

To provide basic support to FHI 360’s Kenya Offices staff in maintaining the office: including general cleaning, handling mail and support receptionist services at the switchboard, maintaining orderly appearance and functioning of the reception area.  Provides general staff support as needed.

ESSENTIAL JOB FUNCTIONS: DUTIES AND RESPONSIBILITIES

• Cleaning duties:
  • Ensuring the cleanliness of kitchens and washroom.
  • Ensuring cleanliness of the offices in the assigned wing, dusting of all computers components and telephone heads.
  • Ensuring the shared areas and offices are well cleaned and all shelves and books are dusted.
  • Ensuring adequate supplies of toiletries and regular replenishment washrooms supplies.
  • Checks & ensures all windows are secured at close of business.
  • Ensure that all general shared areas are tidy, neat and cleaned regularly during the day.
• Other duties:
  • Handles beverages or other refreshments for staff, during meetings while ensuring the meeting room is cleared thereafter.
  • In charge of making sure the printing/documentation/photocopying area is well organized and mail in the pigeon holes is well organized.
  • Ensuring the office, store, reception area is clean and remains organized at all times.
  • Monitors and ensures adequate supplies for kitchens and replenishment of washroom supplies.
  • Handles pick up of consignments as required and ensures timely distribution of mail to staff as required.
  • Assist in maintaining stores, issuing stationery and consumables.
  • Assist in switchboard operation, directing incoming and outgoing calls as required by caller, determines the nature of the call and decides on appropriate routing.
  • Assists in physical asset verification and tagging of new items.
  • Support in receiving of goods, verification and distribution to Users as directed.
  • Support in registering outbound mail and maintain a log of charge codes of projects for allocation on monthly invoice.
  • Receives and screens 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.
  • Assist in responding to general inquiries regarding FHI 360 Nairobi office.
  • Assist in registering outbound mail, preparing waybills for local and international courier services.
  • Handles, registration, distribution of inbound shipments to staff & packing of outbound shipments.
  • Sets up furniture for staff in offices and preparation of meeting rooms for all meetings.
  • Performs any other duties as assigned by the supervisor.
• Office Maintenance:
  • Assist with the supervision of general cleaning, repairs or maintenance work being under taken by contractor.
  • Report areas requiring repairs, ensuring faulty lights are identified and replaced.

MENTAL AND PHYSICAL REQUIREMENTS: KNOWLEDGE, SKILLS AND ABILITIES:

• Clear speaking voice, neat and pleasant appearance.
• Good understanding of basic grammar.
• Ability to deal congenially and effectively with people, both in person and over the phone.
• Ability to be consistently organized, diplomatic and conscientious.
• Able to handle multiple tasks efficiently.
• Able to report to work and maintain time schedule and work extra hours as needed.
• Willing to learn, use and maintain office machines and assume responsibilities as skill increase.
• Willingness and interest in supporting FHI 360’s programs and goals.
• Ability to perform all duties and responsibilities in a timely manner with minimal supervision.

MINIMUM RECRUITMENT STANDARDS:

• Secondary school ‘O’ level graduate with a minimum of D+
• Certificate in Business Administration with 1-3 years’ relevant experience will be an added advantage.
• Experience with medium-to-large sized international organization will be an added advantage.
• Must have a valid certificate of good conduct valid within the year.
• Demonstrated experience with office administrative procedures, standards and equipment e.g. switchboard.  Read, write and speak English; fluent language required.
• Knowledge must reflect skills and abilities listed above.

This job description summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.

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FHI 360 is an equal opportunity and affirmative action employer. FHI 360 is an equal employment and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, disability, veteran status, genetic information or any other status or characteristic protected under applicable law.