Office Administration Assistant (Kenya)

Terre des Hommes Netherlands is looking for an Office Administration Assistant to support the Busia field office team. The office assistant will be responsible for ensuring a well managed and supportive office environment for the employees and assist staff in clerical and administrative tasks as directed by the Finance and Administration Manager and field based Project Manager.

Office Administration

Front Office Operations

• To manage and maintain the front desk and reception area of the office.
• Carry out reception tasks such as mail handling, copying and scanning, and manage the office equipment.
• To receive visitors  and ensure they are fully assisted.
• Maintain a register for all incoming and outgoing mails, couriers etc.
• Distribute the incoming documents to respective staff.

Information and communication

• Provide clear and accurate general information about Terre des Hommes Netherlands to callers/ visitors according to internal guidelines. 

Office Management & Office Supplies

• Ensure all provisions of the Office Lease Agreement are fully adhered to and update the Country Office on any areas of concern.
• To ensure the cleanliness of all the working spaces and the office environment. 
• Procure, issue and manage the inventory of office supplies (including stationery, kitchen supplies), according to the needs and requirements of the departments, internal guidelines and approved budgets. 
• To manage and maintain a stock register for all supplies.

Filing and documentation

• To maintain a well organized filing system for all project documents.
• Ensure safe and confidential custody of all project documents in the office.

ICT

• Ensure all office equipment is well maintained and updated in the Assets Register.
• Keep records of all equipment assigned to staff.

Result: Improved quality and maintenance of ICT and digital documentation of Terre des Hommes Netherlands relevant documents.

Other Duties

• In liaison with the Country Office, assist in duties related to administration and operations, such as procurement of goods and services for the Project - Conferences, Vehicle Hire etc.
• If applicable: Cash Management: Manage the Office Petty Cash within set limits and guidelines.
• Assist the Project Team in preparation of Payment Requests to the Country Office.

Result:  To ensure effective and efficient operations of Terre des Hommes Netherlands front office and administration

Interested candidates are advised to take note of the full vacancy description, which can be downloaded by clicking on the button here below.

This vacancy description gives more information about the position itself and details the required competencies, skills & experience of the candidate. Furthermore, it also describes how candidates can apply for the position.

Please note that the deadline for submitting your motivation letter and curriculum vitae is on Friday, 20th May 2022 1600hrs (EAT).

Please note that due to the expected large responses, only shortlisted candidates will be contacted.