Office Assistant (Maternity Cover) NGO Job GiveDirectly

Job description

Administration Jobs, GiveDirectly Jobs. Responsible for supporting daily office operations, handling correspondence, organising documents, coordinating meetings, and providing administrative support to staff and visitors. Requires a relevant qualification in business administration, office management, secretarial studies, or a related field. The position is based in Kilifi and requires on-site work.

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

• Support local procurement in coordination with the OPM
• Support with the sourcing of potential service providers as needed
• Support the timely submission of vendor invoices and vendor payments as needed

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

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.

How to Apply

Click here to apply