Office Assistant I Job at FHI 360

Job Summary / Responsibilities:

• Prepare coffee, tea or other refreshments to staff and meetings and 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.
• Monitors and ensures adequate cleaning of kitchens and washroom supplies.
• Ensuring cleanliness of the offices, dusting of all computers and telephone heads.
• Checks to see that all windows are closed rightly.
• Ensure that all general public areas are neat and clean.
• Handles pick-up and delivery of items for the office as required.
• Assist in sending faxes and maintaining the fax machine, notifying the Administrative Officer and/or Program Officer when service and supplies are required.
• Assist in operating switchboard, directing incoming and outgoing calls as required by caller, determines the nature of the call and decides on appropriate routing.
• Assist in receiving and screening all incoming visitors in accordance with FHI 360’s 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.
• Responds to general inquiries regarding APHIA plus Nuru ya Bonde Project.
• Performs any other duties as assigned by the Administrative Officer.

Qualifications:

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 APHIA plus Nuru ya Bonde programs and goals.
• Ability to perform all duties and responsibilities in a timely manner with minimal supervision.

MINIMUM REQUIREMENTS STANDARDS:

• Secondary school ‘O’ level graduate or equivalent years of relevant experience; plus a minimum of three years working with a public or private organization as a receptionist.
• Experience with switchboard equipment will be an added advantage.
• Must have a valid certificate of good conduct valid within the year.
• Prefer experience with medium-to-large sized international organization.
• Experience must reflect knowledge, skills and abilities listed above.