Office Assistant at National Employment Authority (NEA)

Job Purpose

• The Office Assistant will provide essential support services to ensure the smooth daily operations of INReMP’s programme office. The role includes maintaining a clean and organized work environment, supporting logistical and administrative tasks, and assisting with reception duties. Working closely with all project staff across departments, the Office Assistant will contribute to a professional and welcoming office atmosphere for staff, visitors, and stakeholders.

Key Responsibilities

• Office Administrative Support and Cleanliness Ensure cleanliness and tidiness of office premises, including workspaces, meeting rooms, and common areas. Monitor and manage office supplies, notifying the supervisor when replenishment is needed. Maintain basic office equipment and promptly report any malfunctions or service needs. Assist in basic data entry tasks under supervision.
• Clerical and Messenger Duties Assist in setting up meeting rooms, training venues, and workshop spaces. Handle incoming and outgoing mail, packages, and courier services. Photocopy, scan, and file documents as requested by project staff. Run office errands, including delivery and collection of documents and supplies.
• Hospitality and Front Office Support Receive and direct visitors courteously and professionally. Maintain a visitor log book and ensure accurate records of office access. Prepare and serve tea/coffee for staff and visitors as needed. Answer and route phone calls to appropriate staff.
• Other Duties Any other duties as may be assigned by the Supervisor.

Academic Qualifications/Professional Skills/Expertise:

• A Kenya Certificate of Secondary Education (KCSE) with a minimum grade of D+ or equivalent. A Certificate in Office Administration, Secretarial Studies, or a related field is an added advantage.
• Applicable Professional Experience
• At least 5 years of experience in an office support role, preferably within development or institutional settings. Experience in similar roles within donor-funded projects is preferred. Competencies and Skills Basic computer literacy such as MS Word and email.
• Excellent communication and interpersonal skills. Ability to follow instructions and work with minimal supervision. Punctual, reliable, and courteous in dealing with staff and visitors. Professional appearance and conduct.