Office Services Assistant

Job Posting Organization:
FHI 360 is a nonprofit organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions for human development. Established in 1980, FHI 360 operates in more than 60 countries and has a diverse workforce of over 4,000 employees. The organization focuses on various sectors including health, education, and economic development, striving to create a positive impact in communities around the world. FHI 360 is committed to fostering a culture of inclusion and respect, ensuring that all employees feel valued and empowered to contribute to the organization's mission.

Job Overview:
The Office Services Assistant plays a crucial role in supporting the Strengthening Infectious Disease Detection Systems (STRIDES) Activity in Kenya. This position is responsible for providing various office services support, which includes maintaining inventory levels of office supplies, ensuring cleanliness and orderliness of the office environment, and screening incoming visitors and vendors. The Office Services Assistant will also assist with general staff support and perform basic administrative processes under close supervision. The role requires a proactive approach to maintaining a conducive work environment and ensuring that all office operations run smoothly.

Duties and Responsibilities:
The Office Services Assistant will be tasked with organizing beverage refreshments for staff during meetings and ensuring that the meeting room is clean and presentable afterward. Responsibilities also include maintaining cleanliness in the office and common areas, ensuring that the office is presentable for staff and visitors, and monitoring office supplies to ensure adequacy. Administrative duties involve organizing the printing/documentation/photocopying area, distributing incoming and outgoing mail, assisting with clerical tasks, and supporting the Administrative Assistant with processing DA1 forms. The assistant will also handle the pickup and delivery of items for the office, screen incoming visitors according to FHI 360 security" style="border-bottom: 1px dotted #007bff !important;">security procedures, and maintain a log of all visitors. Additionally, the role includes supporting the Finance department with filing annual returns, following up on utility payments, and retrieving files from archives. The assistant will also support the People and Culture (P&C) department with filing statutory obligations, scheduling interviews, onboarding new hires, and processing FHI 360 IDs. The position may also involve supervising cleaning and maintenance work, managing fire drills, and acting as the Fire Marshall for the organization.

Required Qualifications:
Candidates must possess a minimum of an 'O' level certificate and have 1-3 years of related office administration experience. Experience in a medium-to-large sized international organization is preferred, along with familiarity in managing reception and office equipment. Proficiency in MS Office Suite is essential, and candidates must hold a valid certificate of good conduct. The qualifications should reflect the knowledge, skills, and abilities necessary for the role, including effective communication and organizational skills.

Educational Background:
The educational requirements for this position include a High School/GED Diploma or its international equivalent. A diploma in Business Administration or a certificate in a relevant field will be considered an added advantage, enhancing the candidate's suitability for the role.

Experience:
The position requires candidates to have a minimum of 1-3 years of experience in office administration. Experience in a medium-to-large sized international organization is highly desirable, as is experience in managing reception duties and office equipment. Candidates should demonstrate proficiency in administrative procedures and possess the ability to handle multiple tasks efficiently.

Languages:
Fluency in both English and Kiswahili is mandatory for this position. Candidates should have a clear speaking voice and a good understanding of basic grammar to effectively communicate with staff and visitors.

Additional Notes:
This position is full-time and may require the candidate to work extra hours as needed. The expected hiring salary range for this role is between KES 1,300,000 and KES 1,600,000 annually. FHI 360 is an equal opportunity employer and is committed to safeguarding against abuse, exploitation, and harassment in its work environments. The organization conducts thorough screening checks for all employment offers, including reference and criminal record checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS) to ensure a safe and respectful workplace.