Temporary Office Assistant at FHI 360

To provide basic support to FHI 360 Kenya in maintaining the office including; providing administrative and program support to all the FHI 360 staff and consultants, general cleaning, handling mail and 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 computer’s 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 daily 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 always cleaned and organized.
• Monitors and ensures adequate supplies for kitchens and replenishment 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 to operates switchboard, 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.
• Assist in maintaining stationery inventory in the store, issuing of stationery and recording items which require re-ordering,
• Assist in recording and tracking of supplies and assets issued to staff
• Support in scanning invoices, documents and registering service contract invoices for submission to Finance for payment.
• 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 security procedures to identify them and determine the nature of their visit.
• Assist in responding to general inquiries regarding FHI360 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:

Supervising cleaning, repairs or maintenance work being under taken by contractors. 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 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’s programs and goals.
• Ability to perform all duties and responsibilities in a timely manner with minimal supervision.

MINIMUM RECRUITMENT STANDARS:

• Secondary school ‘O’ level graduate or equivalent years of relevant experience; plus, a minimum of three years working with a public as a receptionist.
• Experience with switchboard equipment.
• Prefer experience with medium-to-large sized international organization.
• Experience must reflect knowledge, skills and abilities listed above.