Office Assistant - Kilifi (Maternity Cover) at GiveDirectly

Office Assistant - Kilifi (Maternity Cover) at GiveDirectly | Iko Kazi

Overview:

An Office Assistant provides administrative and clerical support to ensure the efficient operation of the office. This role involves a variety of tasks, including managing correspondence, maintaining files, scheduling appointments, and supporting staff with general office duties.

Key Responsibilities

Office & Administration Support

Ensure the office is clean, well-organized, and fully functional
In charge of office security, custodian of office keys
Provide support in organizing company events and activities
Provide Quality Customer Service to staff and walk-in guests
Support with the coordination of travel logistics for staff and other guests as instructed by the OPM e.g. booking of flights, taxis, and hotels for staff accommodation,
Managing Courier Services - sending and receiving mail and parcels
Regular monitoring of relevant supplies to ensure no stockout.
Perform other administrative duties as assigned by management
Ensures that all incidents are reported

Petty Cash Management

Daily update of the petty cash tracker, receipts filed, both in soft and hard copies
Ensuring that office expenses are within budget
Ensure all spending is within the organization's policies
Ensuring there is no discrepancy between the cash at hand and the records
Weekly submission of spent petty cash
Timely request for petty cash replenishment

Procurement

Inventory management

Ensure asset trackers are up to date, and all assets are tagged and accounted for
Conduct monthly assets verification through physical stock count
Timely reporting of loss or damage of any of Give Directly's property
Support the issuance, replacement, and clearance of field/office equipment to staff

Desired Qualifications

Minimum of a Diploma in Business Management, or a related field.
Minimum 1 year of experience in office management in a fast-paced environment.
Strong problem-solving and organizational skills.
Proficient in the Microsoft Office suite.
Deep familiarity with Mombasa and Kilifi County and fluent in the local languages
High integrity, empathy, and alignment with GiveDirectly's values.
Excellent verbal and written communication skills.
Demonstrate high standards of integrity, including a positive attitude, a strong work ethic, a strong follow-through mindset, and a team-player mentality.
Fluency in Giriama is required.

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