UON Jobs-Office Assistant

The Project

The University of Nairobi is actively engaged in the implementation of the United States Agency for International Development (USAID) project (USAID Fahari ya Jamii). The project aims to support the execution of the Kenya Health Partnerships for Quality Services, focusing on HIV, FP/RMNCAH, Nutrition, and WASH initiatives in Nairobi and Kajiado Counties.

The Position

This is a full-time position based in Nairobi.

Job Summary

The Office Assistant will be responsible for general administrative duties within the finance and administration units of the project. Working closely with accountants, the role involves providing logistical support for documentation flow, filing, archiving, and retrieval for the daily operations of the finance department. Additionally, the Office Assistant will contribute to various administrative tasks within the administration departments.

Duties and Responsibilities

The Office Assistant will perform the following duties:

• Organize and maintain finance common desks for documents on the approval transit process to promote orderliness and optimize space.
• Manage the flow of documents (invoices, advance requests, activity payment documents, etc.) between the originating department, accountants, and signatories.
• Scan all finance documents post-payment, ensuring an organized electronic filing system.
• Maintain an organized physical filing system for all finance documents per financial year, facilitating ease of archiving and retrieval.
• Act as the custodian of the filing room, managing document retrieval and re-filing.
• Maintain the asset register for non-computing equipment for the Fahari Ya Jamii project, covering both office premises and health facilities supported by FYJ.
• Share responsibility for the custody of the duplicate office key and ensure general office safety by securing doors and windows.
• Act as a stand-in for the general Office Assistant during their leave.
• Perform general office clerk duties and errands under the guidance of the supervisor.

Job Specifications

• A minimum of a Diploma in Business Administration or its equivalent.
• At least two years of progressive hands-on experience in a similar role, preferably in a busy NGO setup.
• Excellent written and verbal communication skills.
• Proficiency with office applications and an aptitude for learning new software and systems.

Terms of Appointment

This is a one-year contract position, renewable based on performance and mutual consent. Salary is negotiable, dependent on education level and work experience.

Method of Application

NOTES

Applicants should email their application letters, certified copies of certificates, and curriculum vitae (CV), providing details of their qualifications, experience, and three (3) referees. Include telephone and email contacts. Forward applications and related documents to the Director, Human Resource, University of Nairobi. Applicants should indicate their current designations, salaries, and associated benefits. The application letter must bear the reference code indicated in the advertisement. Late applications will not be considered. Applications should be emailed as one PDF file.

CLOSING DATE: FRIDAY, DECEMBER 8, 2023

Send your application to recruit-oa@fyj.uonbi.ac.ke