Operations & Admin Assistant Job in Kenya

 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

Founded by a group of committed Kenyans, Lwala builds the capacity of rural communities to advance their own comprehensive well – being. We support communities to design, implement, and evaluate solutions to their most pressing health challenges. Then, we build coalitions of communities, Health Workers, Government, and universities to generate evidence of impact and infuse these insights into the formal health System in Kenya and beyond. This bottom- up change promises holistic solutions that are custom -built for the systems they are meant to reform.

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.

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