Office Assistant at HelpAge International
HelpAge International is a global network of not-for-profit organizations with a vision of a world where older people fulfill their potential to lead active, dignified, healthy and secure lives.
To facilitate this and in service to the older people, we seek to fill below vacancy.
Job Title: Office Assistant
Department: Finance & Administration
Location: Nairobi, Kenya
Responsible To: Administrative Assistant
Relations with Others: Providing support to both EWCARDC staff and external parties.
Purpose: The Office Assistant provides support to EWCARDC team by giving support in the areas of: cleaning, tidying up offices, catering services, redirecting mails/documents to relevant staff and support the Administrative Assistant when need arises.
Responsibilities:
1.1 Cleaning
- Keep the office clean and tidy, including cleaning floors, dusting furniture and windows etc, and emptying rubbish bins each day
- Replenish tissues, air freshener and hand wash in the washrooms
- Keep the kitchen and utensils tidy and clean at all times
- Ensure water dispenser is clean and has clean drinking glasses at all times
- Provide catering services during meetings carried out within HelpAge offices / conference room.
- Keep accurate records of kitchen / cleaning consumables and ensuring timely restocking
- Submit procurement request to logistics function for kitchen consumables required for the office keeping within the designated budget
- Supervising the general cleaning on Saturday, this includes mopping, scrubbing, dusting, removing cobwebs, vanishing the wooden floors and removing dust from the cabinets in the resource centre
1.2 Admin/Reception
- Collection of post and delivery to staff
- Assist with attaching invoices with the relevant documents for payment
- Assist the staff in photocopying documents when required
- Assist staff in document filling when required
- Attach taxi vouchers with travel authorization/taxi requisition form
- Assist in receiving and making calls through the switchboard and re-direct them as appropriate.
- Receive all visitors and re-direct them to relevant staff as appropriate
- Assist with making appointments with partners, suppliers and other third parties on behalf of staff
1.3 Others
- Assist in arranging for internal general and departmental staff meetings
- Taking minutes of general and departmental staff meetings
- Maintenance of Resource Centre and board-rooms
- Assist making travel and hotel bookings
- Any others duties if required
Person Specification:
Essential:
- Good working knowledge of computer packages including word processing, and database packages.
- High typing speed
- Ability to work independently and make good decisions with minimum supervision.
- Good customer care and telephone etiquette
- Excellent command of English and Kiswahili both written and oral
Experience:
- At least 2 years working experience in an administrative or Office Assistant position.
- Experience in front office activities/management
Knowledge/Skills:
- Strong interpersonal and communication skills.
- Good organizational and time management skills and ability to prioritize tasks.
- Managing a household budget
Education Criteria:
- Certificate in Secretarial and Front office Management
Desirable:
- Previous experience in a NGO setting
- Team player
- Culturally sensitive, good public relations and flexible
How to Apply
To apply for this position, please send an updated CV and covering letter, explaining how you meet the criteria for this role to the Regional Human Resource Coordinator on helpage@helpage.co.ke by 10 January, 2014, clearly indicating the position you are applying for on the subject of your email.
