International Rescue Committee Office Assistant- West Pokot in Kenya
Requisition ID: req17264
Job Title: Office Assistant- West Pokot
Sector: Administrative/General Office
Employment Category: Fixed Term
Employment Type: Full-Time
Open to Expatriates: No
The Office Assistant is responsible for maintaining the interior of the IRC West Pokot Office in the condition required by the lease agreement and ensuring cleanliness of the office & compound. As well, he/she provides support in Admin, Reception & Procurement Dept.
Office Assistance duties:
Sits at the reception desk and receives visitors.
Forwards information by receiving and distributing communications; collecting and mailing correspondence; copying information.
Maintains supplies by checking stock to supervise inventory levels; anticipating requirements; placing and expediting orders; verifying receipt; stocking items; delivering supplies to workstations.
Maintains equipment by completing preventive maintenance; troubleshooting failures; calling for repairs; supervising equipment operation.
Ensures accurate filing of all documentation that needs to be filed.
Ensure timely collection of utility bills for payment.
Ensuring the office is cleaned daily as assigned.
Making tea and coffee for staff and guests upon request.
Cleaning of computers hardware periodically.
Cleaning of the inside of the windows twice a month.
Ensure the office compound is clean.
Washing dirty utensils, wiping and placing them in their respective places.
Prepares monthly payment requests for office drinking water, office milk and any others for the administration department.
Procurement and warehousing:
Assist with procurement requests emanating from the office through tracking, scanning and follow up for approvals.
Receives and records all invoices and delivery report received from Warehouse & Suppliers and distribute to relevant department.
Leads in store releasing of the required office items.
In liaison with the driver, collects items from the warehouse for the office use.
Attend to any other duties or tasked delegated by the supervisor or designate.
Key Result Areas
Maintain the office clean and tidy.
Coordinate the Register of documents, Mailbags & Invoices.
Ensure warehouse items are collected on time.
Certificate in secretarial studies/ office administration
Minimum-O level certification
Two years’ work experience in office management
Required Experience & Proficiencies:
Proficient in spoken and written English
Proficient use of PC especially MS word/ Certificate in computer studies
Organization and planning skills.
Work management and prioritizing skills.
Verbal and written communication skills.
Standards of Professional Conduct:The IRC and IRC workers are required to conform to the values and principles outlined in the IRC Way – Code of Conduct. These are Integrity, Service, and Accountability. In accordance with these values, the IRC operates and implements policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Harassment-Free Workplace, Fiscal Integrity, Anti-Retaliation, Combating Trafficking in Persons and several others.
Gender Equality:IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other encouraging benefits and allowance.
Kenyan nationals are encouraged to apply. International allowances are not available for this position. Salary and employee benefits are compliant to the Kenyan NGO Sector.
IRC is an Equal Opportunity Employer and considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status or disability.
Please take note that International Rescue Committee (IRC) does not ask for any fees in connection with its recruitment processes.