Job Title: Operations & Admin Assistant
Hiring Organization: Lwala
Location – Locality: Nairobi
Location – Region: Kenya
Industry: Non
Profit Organisation
Job Type: Full
Time
Salary: KES
Competitive
Date Posted: 03/25/2024
This role
will be based in Lwala and Rongo Satellite Offices and will report to the
Operations Manager.
Job Summary
Lwala
seeks the service of an Operations& Admin assistant who will work closely
with the Operations Manager to provide general office support for individuals
and/ teams within the organization, supporting creations and enforcement of
standard operating procedures guiding the operations.
Duties
and Responsibilities
Visitor
Support
- Ensure
a welcoming and professional environment for all visitors. Greet and
assist visitors entering the office or guesthouse.
- Provide
information and guidance to visitors regarding office facilities,
services, and amenities.
Payments
for Services:
- Maintain
front desk and verify that orders are placed as necessary to ensure
necessary supplies are available at all time
- Process
payments for outsourced services, including utility bills and other
facility-related expenses.
- Maintain
accurate records of payments and expenditures.
- Coordinate
with the finance department to ensure timely payment of invoices.
Administrative
Support:
- Assist
in general administrative tasks such as data entry, filing, and document
management.
- Handle
incoming and outgoing correspondence, including emails and phone calls.
- Assist
in scheduling appointments and meetings as may be applicable.
Management
of Office/Guesthouse Cleaner:
- Supervise
and manage the office and guesthouse cleaner.
- Coordinate
cleaning schedules and ensure cleanliness and hygiene standards are
maintained.
- Monitor
office and cleaning supplies inventory and reorder supplies as necessary
to ensure continuity of support services across all offices.
Riders
and Messenger Management:
- Supervise
and manage the office messenger and pool of riders.
- Handle
support requests from staff, ensuring timely and efficient resolution of
riders’ needs.
- Assign
tasks and responsibilities to the pool of riders based on staff requests
and operational needs.
Utility
Payments:
- Ensure
timely payment for outsourced services, including utility bills, to
maintain uninterrupted facility services.
- Coordinate
with utility service providers to address any issues or discrepancies in
billing.
Qualifications
and Experience
- Higher
Diploma in Business Administration, Office Management, or related field.
Degree in any related field is an added advantage.
- Certification
in Records Management or Administrative Management is preferred.
- Training
in people management and vendor payment processes is advantageous.
- Minimum
of 3-5 years of experience in administrative roles, preferably in an
office management or operations support capacity.
- Experience
in records management, people management, and vendor payment processes is
highly desirable.
- Previous
experience in supervising support staff and coordinating administrative
tasks is advantageous.
- Proven
experience in administrative roles, with at least 3-5 years of relevant
work experience.
- Strong
understanding of administrative processes, including records management
and vendor payment procedures.
- Excellent
organizational and time management skills.
- Ability
to create and enforce standard operating procedures for office operations.
- Proficiency
in administrative tasks such as data entry, filing, and document
management.
- Strong
interpersonal and communication skills to interact with visitors, staff,
and service providers.
- Ability
to handle incoming and outgoing correspondence, including emails and phone
calls, in a professional manner.
- Experience
in scheduling appointments and meetings and coordinating logistics.
- Ability
to supervise and manage support staff, including office cleaners,
messengers, and riders.
- Proficiency
in managing office and cleaning supplies inventory and reordering supplies
as necessary.
- Familiarity
with utility payment processes and coordination with service providers.
- Strong
problem-solving skills and ability to handle multiple tasks
simultaneously.
- Attention
to detail and accuracy in maintaining records of payments and
expenditures.
- Ability
to coordinate with the finance department for timely payment of invoices.
- Flexibility
to adapt to changing priorities and work under pressure.
- Strong
team player with the ability to collaborate effectively with colleagues
and stakeholders.
- Proficiency
in computer skills, including MS Office suite and relevant software
applications.
