Office Services Assistant at FHI360 NGO

Job Summary 

The Office Services Assistant will provide support to the Strengthening Infectious disease Detection Systems (STRIDES) Activity in Kenya. Provides various office services support such as assists with maintaining the inventory levels of office supply cabinets, assuring order, and accessibility. Maintains cleanliness of the office environment. Keeps office/reception area in an orderly appearance and functioning manner. Screens all incoming visitors and vendors and direct them accordingly. Provides general staff support as needed and performs basic processes and procedures to accomplish tasks and receives close supervision.

Essential Job Functions: Duties and Responsibilities

• Organize beverage refreshments for staff during meetings and ensuring the meeting room is maintained in a clean and presentable manner thereafter.  Ensuring cleanliness of the office and common areas.  Ensuring the office and its environs are presentable and conducive for staff and visitors.  Ensuring adequate office supplies.

Administrative:

• In charge of making sure the printing/documentation/photocopying area is well organized and incoming and outgoing mail is distributed in an organized manner.  Assist in clerical and administrative duties.  Assist the Administrative Assistant with the processing of DA1 forms.  Monitor and ensure adequate office supplies.  Handle pickup and delivery of items for the office as required.  Assist in receiving and screening 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.  Support in the office vehicle engine running in the absence of the drivers.  Respond to general inquiries regarding FHI 360 Kenya country office.

Finance:

• Support Finance in filing of the annual returns to the regulatory bodies.  Support Finance in the follow up with utility payments to avoid disconnections.  Support Finance in retrieving files from the archives.

P&C:

• Support in the filing of the statutory obligations for the organization with the relevant statutory bodies.  Support P&C in the scheduling of interviews by contacting candidates.  Support P&C in the onboarding of new hires and ensuring they are settled in.  Assist P&C in the processing of the FHI 360 IDs.  Performs any other duties as assigned.

Office Maintenance:

• Supervising cleaning, repair or maintenance work undertaken by a contractor out of the regular working hours.  In collaboration with the management of the building to ensure fire drills are managed well and act as the Fire Marshall for the organization.

Problem Solving & Impact: 

• Identifies and recognizes problems that have established procedures and limited impact.
• Refers to non-standard questions and problems to a higher level.
• Errors can be easily and quickly detected within the immediate work unit and would result in only minor disruption or expense to correct.

Supervision Given/Received: 

•  General supervision and instructions given for routine work and detailed instructions with periodic work review given for new activities or special assignments.
• Contacts are typically with individuals within their own department and with contacts outside the organization.
• Contacts involve obtaining or providing information or data requiring some explanation or interpretation.

Education: ** 

• High School/GED Diploma or International Equivalent.
• Diploma in Business Administration or Certificate in relevant field will be an added advantage.

Experience: ** 

• Must possess ‘O’ level with a minimum of 1-3 years of related office administration experience.  Experience with a medium-to-large sized international organisation will be an added advantage.
• Experience with managing reception and office equipment will be an added advantage.
• Demonstrated experience and proficiency with MS Office Suite.
• Must be in possession of a valid certificate of good conduct.
• Experience must reflect knowledge, skills, and abilities listed above.

Typical Physical Demands: 

Requirements: Knowledge, Skills and Abilities 

• Clear speaking voice, neat and pleasant appearance.
• Good understanding of basic grammar. Fluent in both English and Kiswahili languages.
• Ability to deal congenially and effectively with people, both in person and over the phone.
• Ability to be consistently organised, diplomatic and conscientious.
• Able to handle multiple tasks efficiently.
• Ability to lift/move up to 10 kgs.
• Able to report to work and maintain time schedule and work extra hours as needed.
• Demonstrated experience with office administrative procedures, standards and equipment and assume responsibilities as skills 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.

Technology to be Used: 

• Personal Computer/Laptop, Microsoft applications (i.e., Office 365, SharePoint, Skype/Zoom/Teams), cell phone/mobile technology, and standard office equipment.

Travel Requirements: 

• Less than 10%