Office Assistant at Helen Keller International

The Office Assistant has the responsibility for providing general support services to the Kilifi Office to ensure its smooth functioning.

Key Responsibilities:

Administrative Support :

• Provide general administrative support to the Finance and Administration Officers and other team members as required.
• Assist with managing office supplies, inventory, and ordering new materials when necessary.
• Assist in scanning, photocopying and filling of physical office documents e.g invoices, receipts etc
• Assist in organizing meetings, appointments, and coordinating office events or workshops.
• Manage the office calendar and ensure effective scheduling of meetings and deadlines.

Finance Assistance :

• Support the Finance and Admin Officer in maintaining financial records in accordance with HKI’s accounting standards.
• Organize and maintain financial files and documentation for easy access and audit purposes.
• Support the coordination and monitoring of office Petty cash.

Clerical and Document Management :

• Maintain and update internal records, databases, and spreadsheets, ensuring accuracy and confidentiality.
• Assist with scanning, copying, and filing documents for easy retrieval.

Inventory and Office Management :

• Maintain an inventory of office supplies, ensuring that the office is fully stocked with necessary materials.
• Assist in managing office equipment (computers, printers, etc.) and ensure that they are in good working condition.
• Report any issues related to office equipment or supplies and coordinate repairs or restocking.

Preparation of Staff Tea and Refreshments :

• Prepare tea, coffee, and other refreshments for staff as needed, ensuring that drinks are served in a timely and pleasant manner.
• Ensure that staff tea/coffee stations are clean, well-stocked, and organized throughout the day.
• Assist in ensuring that the office kitchen area remains tidy and supplies are replenished regularly.

General Office Maintenance:

• Ensure that the office environment is clean, organized, and conducive to a productive work environment.
• Assist in managing office facilities (e.g managing air conditioning, electricity, water) to maintain a comfortable workspace.

Other Duties:

• Perform any other administrative tasks as assigned by the Finance and Admin Officer.
• Maintain confidentiality and ensure compliance with organizational policies and procedures.

Qualifications and Skills:

Education :

• A minimum of certification in administration, or business management is preferred.

Experience :

• At least 2-3 years of experience in an office administration is preferred.
• Familiarity with financial processes, document management, and office coordination is a plus.