Position: Team Assistant / Office Support
Industry: Banking
Report
to: Regional Chief Procurement Officer
Location: Nairobi,
Kenya
Our
client, a Multilateral Development Bank, is seeking to recruit a Team Assistant
/ Office Support.
The
successful candidate will be responsible for supporting the office in efficient
stores and inventory management, provide logistical and office administration
support and manage office facilities.
Duties
and Responsibilities
Under
the overall supervision of the Chief Regional Corporate and General Services
and Procurement Officer, the main responsibilities of the Team Assistant,
Office Support will be:
Stores
and Inventory Management
The candidate will co-ordinate the follow-up activities needed for Bank office supplies and stock management in the following activities:
· Receive
office supplies, spare parts and other equipment ordered/purchased by the Bank.
· Carry
out verification of quantities, references and prices according to the purchase
order.
· Verify
delivery notes; oversee the quality control of the delivered goods in
collaboration with the requisitioning staff to detect discrepancies and
non-conformity and share reports.
· Prepare
and sign the delivery note and transmit items to users or stockrooms.
· Assign
and allocate article code to each office supply, spare part or other item
received and update the stock database according to established procedures.
· Manage
storage, recording and distribution of office supplies, spare parts and other
equipment, and propose any outdated stock items that are to be disposed of.
· Receive
requests for office supplies from the various departments and input the details
in the database.
· Monitor
and follow up on all requests as well as acquisitions and distributions,
generate and print information on monthly consumption of stock items
· Operate
and maintain administratively a computer stock management system to track,
monitor and report on Bank office supplies or spare parts.
· Monitor
stock levels and process request for additional stock of supplies once the
minimum number of supplies are attained.
· Conduct
monthly physical inventory of items in the store and reconcile the results with
the electronic stock and determine reasons for any variances and propose
remedial actions.
· Prepare
monthly reports after inventory control and ensure approval of the report by
the Chief Regional Corporate and General Services and Procurement Officer. Report
on any discrepancies must be submitted for the approval of the Director
General.
· Supervise
the movements of consumables office supplies and spare parts from location to
location.
· Receive
and create an inventory of any items received from the Bank’s HQ or other
offices, ensure that stock database is updated accordingly, or item is
delivered to the specified beneficiary and signed off by the person.
Logistics
The
candidate will also manage requests for meeting space and venues. Depending on
the nature of the meeting, refreshments, video conference facilities, lunch,
interpretation may be required.
The
Candidate is also expected to ensure that the Cafeteria located on the second
floor has sufficient tea, coffee, water to serve staff during breaks.
Particularly
the candidate will perform the following and any other activities that may be
assigned:
· Coordinate
requests for meeting rooms reservations from user departments between the Bank
and the service providers.
· Coordinate
acquisition of hospitality services using existing framework contracts.
· Receive
and process requests for both external and internal meetings.
· Coordinate
the logistics for meetings involving other development partners being organized
by the Bank.
· Participate
in procurement leading to signing of framework agreements based on negotiated
rates with hotels.
· Draft
correspondence and various other documents related to their work assignments.
· Schedule
and attend meetings with user departments to discuss procedural issues and take
minutes at logistics and stock team meetings.
· Keep a
register of all stock items received by the Bank.
· Coordinate
the signature of the agency appointment letter for clearing of Bank cargo.
· Assist
Bank staff with logistics required during relocation where necessary.
Facilities
Management
The
candidate will assist with supervision of the day-to-day operations in regards
to maintenance of the office premise.
He/she
will work closely with the building foreman to ensure the maintenance schedule
of various Bank equipment is updated and the maintenance is undertaken.
The
candidate will liaise with the Procurement Assistant for approval of any repair
work required and sign off the job cards.
Office
Administration
The
candidate will carry out office administration duties as requested. The duties
will include:
· Assist
with filling and proper document storage.
· Manage
the office archive and Library areas and ensure that they are well arranged and
cleaned.
· Assist
the office to coordinate activities related to Corporate Social Responsibility
and prepare reports for management.
Requirements
(including desirable skills, knowledge and experience)
· At
least a Bachelor’s degree or its equivalent in Business Administration,
Economics, Finance, Management or any other related fields.
· At
least five (5) years of relevant experience.
· Excellent
written and verbal communication skills in English.
· Excellent
organizational and interpersonal skills.
· Ability
to prioritize tasks and manage time effectively.
· Knowledge
of the standard software (MS Word, Excel, Access and Power Point)
· Proven
ability to work effectively in a team-oriented, multi-cultural environment and
to function effectively as a member of various groups.
Terms
of Employment
Three
(3) months contract renewal based on performance, continued need for the role
and/or budget availability.
Only
applicants who fully meet the Bank’s requirements will be considered for
interview.
To
apply, submit your application on our ATS at ats.flexi-personnel.com by
20th February 2023 under the Team Assistant/Office Support job posting.
All
applicants are advised to adhere to application guidelines for consideration.
Only
shortlisted candidates will be contacted.
NB:
Flexi Personnel does not charge candidates for job placement.
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