Entry Level

Office Support

DPO Pay by Network

Nairobi

Overview


Vacancy Description

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Reports to: Facilities and Administration Supervisor
Job Grade: Level 7
Division: Facilities and Administration
Department: Administration

JOB PURPOSE STATEMENT

The job holder is responsible for providing organizational and administrative assistance to ensure smooth functioning of the business on its day-to-day operations and to support the overall goals of the organization.

This will be done by providing general administrative support to the team, performing a variety of tasks to keep the office clean and organized and maintaining high hygiene standards.

FINANCIAL

  • Monitor and replenish office supplies, ensuring all essential items are adequately stocked and avoid misuse.
  • Problem solving – Propose admin solutions where need be to enhance efficiency and productivity within the team.
  • Deficiency reporting: Promptly report any deficiencies or repairs needed in the office space to the supervisor to address the identified issues thus saving on long-term cost effects.
  • Office Area Management: Perform a variety of cleaning tasks, including dusting, sweeping, vacuuming, mopping, and wiping surfaces.
  • Use appropriate cleaning agents for different materials and surfaces at all times and regularly inspect and maintain cleanliness and organization of the designated areas.

PEOPLE

  • Team Collaboration: Collaborate with other team members and departments to facilitate smooth workflow.
  • Administrative Support: Provide general administrative support to the team.
  • Touchpoint Sanitization: Prioritize sanitization of frequently touched surfaces to maintain a hygienic environment.

INTERNAL

  • Confidentiality: Handle sensitive information with discretion and always maintain confidentiality.
  • Always adhere to company policies and procedures.
  • Technology Proficiency: Be proficient in using office software such as Microsoft Office (Word, Excel, PowerPoint), email, and other relevant tools.
  • Training Participation: attend company trainings as required, staying updated on relevant policies, procedures, and skills.
  • Eagerness to learn and stay updated on new tools, technologies, and industry best practices.
  • Flexibility: Be adaptable to changing needs and ready to assist with any duties assigned and respond positively to ad-hoc duties that may arise.

CUSTOMER

  • Customer Support: Interact with merchants, clients, vendors, customers, or internal staff in a professional and courteous manner always.
  • Executive Support: Take lunch orders for the executive team and facilitate the ordering process. Ensure lunch arrangements for guests are done on time once instructed by the supervisor.

KNOWLEDGE AND EXPERIENCE

Additional knowledge and qualifications

  • College Diploma or Certificate in Hospitality, Food and beverage service or Laundry and cleaning.
  • Office management/cleaning experience.
  • A professional demeanor, including appropriate attire and behavior in a business setting.
  • Understands workplace etiquette and corporate culture.
  • Strong work ethic and the ability to be on-time consistently, follow schedules and adapt to changing schedules or routines.
  • Flexibility to work early in the morning, late at night, or during weekends, depending on the office needs.
  • Attention to detail.
  • Basic knowledge of Occupational Safety and Health training.
  • Proficient in using office software – Ms. Word, Ms. Excel, Ms. PowerPoint, and Email.
  • Excellent written and verbal communication skills – English is a must.
  • Ability to interact professionally with internal and external stakeholders.

Years of Experience (Min)

· 1+ years’ experience


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