Office Assistant
The Project
The University of Nairobi
is implementing a United States Agency for International Development (USAID)
project (USAID Fahari ya Jamii) to support the implementation of the Kenya
Health Partnerships for Quality Services (HIV, FP/RMNCAH, Nutrition, and WASH)
in Nairobi and Kajiado Counties. To successfully implement, the project seeks
to competitively fill the above position:
The Position
This is a fulltime position based in Nairobi.
Job Summary
The Office Assistant will
provide general administrative duties in finance and administration units for
the project and work closely with the accountants to provide logistical support
for documentation flow, filing, archiving, and retrieval for daily operations
of the finance department. In addition, the Office Assistant will support other
administrative duties within the administration departments.
Duties and Responsibilities
- Specifically, the Office Assistant will perform the following
job duties:
- Help organize and maintain finance common desks for
documents on the approval transit process to promote orderliness, optimize
space, and keep track of all documents.
- Manage the flow of documents (invoices, advance
requests, activity payment documents, etc) between the originating
department, the accountants, and the signatories.
- Scan all finance documents once payments are done
ensuring an organized electronic filing system of the scanned document.
- Maintain an organized physical filing system of all
finance documents per financial year, ensuring ease of archiving and
retrieval. This will entail being the custodian of the filing room where
any document required from the filing room will be retrieved by the Office
Assistance as well as the re-filing.
- Maintaining the asset register for non-computing
equipment for the Fahari Ya Jamii project.
- This will include such equipment at the FYJ office premises
and those at the various health facilities supported by FYJ.
- On a rota basis with the general Office Assistant,
maintain custody of duplicate office keys and ensure the general safety of
the office by locking doors & windows.
- Hold forte on behalf of the general Office Assistant
when they go on leave.
- Performing general office clerk duties and errands with
guidance from the supervisor
Job specifications
- A minimum of a Diploma in Business Administration or
its equivalent
- A least two years of progressive hands-on experience in
a similar role, preferably in a busy NGO setup.
- Excellent written and verbal communication skills.
- Proficiency with office applications, and aptitude for
learning new software and systems
Terms of appointment
This a position
whose tenure is one (1) year contract renewable based on performance and by
mutual consent. The salary is negotiable depending on the level of education
and work experience.
How To Apply
NOTES
- Applicants should email their application letters, certified
copies of certificates, and curriculum vitae (CV) giving details of their
qualifications, experience, and three (3) referees, as well as indicating
their telephone and e-mail contacts.
- Applications and related documents should be forwarded and
addressed to the Director, of Human Resources, University of Nairobi.
- Applicants should state their current designations, salaries,
and other benefits attached to those designations.
- The application letter must bear the reference code indicated
in the advertisement.
- Late applications will not be considered.
- Applications should be emailed as one file in PDF
CLOSING DATE: FRIDAY,
DECEMBER 8, 2023
Send your application to recruit-oa@fyj.uonbi.ac.ke