Office Assistant

Food for the Hungry-Kenya, a Christian relief and development agency seeks to fill the following vacant position:

Job Title: Office Assistant
Location: Wamba, Samburu
Region: Africa – Kenya
Expat Post Status: N/A
Reports To: Area Manager
Application deadline: 26th July 2024

FH Heartbeat

At Food for the Hungry, we operate under a set of guiding principles we call “The Heartbeat values, Mindsets and Behaviours and Culture statement”, which explains who we are and how we work as an organization. As a team, we work together to see that “those we serve have the agency and resources necessary to be resilient and flourish”

Job Summary

The candidate shall be responsible to provide Reception, Office host services and support administrative functions to ensure that the FH Kenya, Wamba office operations run smoothly and effectively.

Principal Responsibilities

Key result # 1 – Cleaning offices, preparation and serving of refreshments

1. Clean all the FH Wamba offices every morning and ensure the office is neat and tidy.
2. Dusting and polishing surfaces and emptying dustbins.
3. Prepare office tea and clean the utensils.
4. Ensure there are sufficient cleaning detergents and kitchen beverages and in stock by requisitioning as necessary
5. Ensure there is always adequate drinking water with clean glasses.
6. Cleaning the office toilets and ensure there is adequate toiletries.

Key result #2 – Petty Cach Management/Distribution of messages/Payments

1. Managing the office float as may be assigned by the Accountant/Manager by enforcing the finance policy.
2. Compute and summarize petty cash expenses, reimbursements, claims, disbursement etc. for Wamba AP office to make sure payment amounts, records and supporting documents are correct.
3. Collect and deliver official documents and mails to the respective persons.
4. Run errands for the office as directed.
5. Make requests for office supplies, monitor and document the daily consumption
6. Support in timely processing and submission of check payments requests for both administrative and programs activities as directed.
7. Booking of venues for office events and follows up to ensure payments are made on time.

Key result #3 – Handling Reception Duties

1. Handling Receptionist duties.
2. Greet visitors and direct them to the appropriate persons.
3. Make calls and receive incoming calls and ensure the message is delivered to the concerned person.
4. Filing of all the official documents received.
5. Custodian of the official files in Wamba Office.
6. Assist in raising casual request forms.
7. Ensure that effort sheets are filled and submitted to the HR office.

QUALIFICATIONS

• Vibrant personal relationship with Christ
• Good interpersonal skills
• People skills: warmth with people, conversational, able to relate to and be in continual interaction and communication with people.
• Effective verbal and listening communication skills
• Strong working knowledge of computers and MS Office Suite

EDUCATION AND EXPERIENCE

• Minimum- Form four certificate plus professional training in Management, Business Administration, Secretarial studies or its equivalent from a reputable training institution.
• 1 year working experience within a similar or comparable environment.

LANGUAGE SKILLS

Proficiency in spoken and written English and Kiswahili.

Safeguarding Policy

FH strives to provide an environment free from sexual exploitation and abuse and harassment in all places where relief and development programs are implemented. FH holds a zero-tolerance policy against sexual exploitation and abuse and harassment. FH expects its employees to maintain high ethical standards, protect organizational integrity and reputation, and ensure that FH work is carried out in honest and fair methods, in alignment with the FH Heartbeat and safeguarding and associated policies. Violations to stated policies will be subject to corrective action up to and including termination of employment.