Office Assistant at Katiba Institute (KI)

About the Position

Katiba Institute is looking for an Office Assistant to support the Institution in ensuring smooth, efficient office operations by performing administrative and clerical tasks, including assisting staff and visitors. The office administrator will work in the Operations Unit within the Finance and Operations Department to ensure effective coordination and organisation of office activities, enhancing productivity and service delivery

Key duties and responsibilities

Office and Facility Cleaning

• Perform daily office cleaning duties before staff report to work.
• Maintain a clean reception area, sweep, mop, and polish floors, and dust office furniture and equipment regularly.
• Clean and maintain washrooms, complete cleaning rosters, and ensure hygiene standards are upheld.
• Perform compound and indoor window cleaning and support light gardening and landscaping tasks.
• Attend the monthly office deep cleaning sessions and regular cleaning of windows.
• Support the implementation of workplace health, safety, and security procedures.

Kitchen and Hospitality Support

• Prepare tea and refreshments for staff and meetings and maintain the cleanliness and orderliness of the kitchen.
• Assist with payment of general office bills.
• Manage the kitchen and other office cleaning supplies.

Waste Management and Equipment Care

• Empty office dustbins daily and manage recycling according to the organisation policy.
• Store cleaning tools and supplies properly, maintain equipment, and report repair needs affecting office facilities, equipment and furniture for replacements.

Organisational Engagement

• Participate in selected project activities and events to better understand the organisation’s mission and programs.
• Attend departmental meetings.

Qualifications

• Diploma or certificate in Business Administration or related field.
• Proven experience in an administrative or clerical role.
• At least 3 years of experience in undertaking similar assignments.
• Ability to work independently and as part of a team, as well as under pressure.
• Professional demeanour and customer service orientation.
• Ability to take on different tasks, balance priorities, and coordinate work effectively to meet deadlines.
• Dedication and commitment to constitutionalism and human rights principles.
• Ability to analyse problems rigorously and from all angles, showing sound practical judgment.
• Sound emotional intelligence skills and the ability to interact with persons from all sectors of society