To provide basic support to FHI 360
Kenya in maintaining the office including; providing administrative and program
support to all the FHI 360 staff and consultants, general cleaning, handling
mail and receptionist services at the switchboard, maintaining orderly
appearance and functioning of the reception area. Provides general staff
support as needed.
ESSENTIAL JOB FUNCTIONS: DUTIES AND
RESPONSIBILITIES
ESSENTIAL JOB FUNCTIONS: DUTIES AND
RESPONSIBILITIES
Cleaning duties:
Ensuring the cleanliness of kitchens and washroom. Ensuring
cleanliness of the offices in the assigned wing, dusting of all computer’s
components and telephone heads. Ensuring the shared areas and offices are well
cleaned and all shelves and books are dusted. Ensuring adequate supplies of
toiletries and daily replenishment washrooms supplies. Checks & ensures all
windows are secured at close of business. Ensure that all general shared areas
are tidy, neat and cleaned regularly during the day.
Other duties:
Handles beverages or other refreshments for staff, during
meetings while ensuring the meeting room is cleared thereafter. In charge of
making sure the printing/documentation/photocopying area
is well organized and mail in the pigeon holes is well organized. Ensuring the
office, store, reception area is always cleaned and organized. Monitors and
ensures adequate supplies for kitchens and replenishment washroom supplies.
Handles pick up of consignments as required and ensures timely distribution of
mail to staff as required. Assist in maintaining stores, issuing stationery and
consumables. Assist to operates switchboard, directing incoming and outgoing
calls as required by caller, determines the nature of the call and decides on
appropriate routing. Assists in physical asset verification and tagging of new
items. Assist in maintaining stationery inventory in the store, issuing of
stationery and recording items which require re-ordering, Assist in recording
and tracking of supplies and assets issued to staff Support
in scanning invoices, documents and registering service contract invoices for
submission to Finance for payment. Support in receiving of goods, verification
and distribution to Users as directed. Support in registering outbound mail and
maintain a log of charge codes of projects for allocation on monthly invoice.
Receives and screens all incoming visitors in accordance with FHI security
procedures to identify them and determine the nature of their visit.
Assist in responding to general inquiries regarding FHI360 Nairobi office.
Assist in registering outbound mail, preparing waybills for local and
international courier services Handles, registration, distribution of inbound
shipments to staff & packing of outbound shipments. Sets up furniture for
staff in offices and preparation of meeting rooms for all meetings Performs any
other duties as assigned by the supervisor.
Office Maintenance:
Supervising cleaning, repairs or maintenance work being under
taken by contractors. Report areas requiring repairs, ensuring faulty lights
are identified and replaced.
MENTAL AND PHYSICAL REQUIREMENTS: KNOWLEDGE, SKILLS AND
ABILITIES:
o Clear speaking voice, neat and pleasant appearance.
o Good understanding of basic grammar.
o Ability to deal congenially and effectively with people, both in
person and over the phone.
o Ability to be consistently organized, diplomatic and
conscientious.
o Able to handle multiple tasks efficiently.
o Able to report to work and maintain time schedule and work extra
hours as needed.
o Willing to learn, use and maintain office machines and assume
responsibilities as skill increase.
o Willingness and interest in supporting FHI’s programs and goals.
o Ability to perform all duties and responsibilities in a timely manner
with minimal supervision.
MINIMUM RECRUITMENT STANDARS:
o Secondary school ‘O’ level graduate or equivalent years of
relevant experience; plus, a minimum of three years working with a public as a
receptionist.
o Experience with switchboard equipment.
o Prefer experience with medium-to-large sized international
organization.
o Experience must reflect knowledge, skills and abilities listed
above.
How to Apply
