Office Assistant at Helen Keller International

The name Helen Keller is known around the world as a symbol of courage in the face of overwhelming odds, yet she was much more than a symbol. She was a woman of luminous intelligence, high ambition and great accomplishment who devoted her life to helping others. Helen Keller, our co-founder, envisioned a world without barriers to human potential. Guided by her fierce optimism, we have been working on the front lines of health and well-being for more than 100 years. Working in 19 countries across Africa and Asia-as well as in the United States-we are dedicated to eliminating preventable vision loss, malnutrition, and diseases of poverty.

 

Office Assistant

  • Job TypeFull Time
  • QualificationBA/BSc/HND
  • Experience
  • LocationKilifi
  • Job FieldAdministration / Secretarial 

The Office Assistant has the responsibility for providing general support services to the Kilifi Office to ensure its smooth functioning.

Key Responsibilities:

Administrative Support :

  • Provide general administrative support to the Finance and Administration Officers and other team members as required.
  • Assist with managing office supplies, inventory, and ordering new materials when necessary.
  • Assist in scanning, photocopying and filling of physical office documents e.g invoices, receipts etc
  • Assist in organizing meetings, appointments, and coordinating office events or workshops.
  • Manage the office calendar and ensure effective scheduling of meetings and deadlines.

Finance Assistance :

  • Support the Finance and Admin Officer in maintaining financial records in accordance with HKI's accounting standards.
  • Organize and maintain financial files and documentation for easy access and audit purposes.
  • Support the coordination and monitoring of office Petty cash.

Clerical and Document Management :

  • Maintain and update internal records, databases, and spreadsheets, ensuring accuracy and confidentiality.
  • Assist with scanning, copying, and filing documents for easy retrieval.

Inventory and Office Management :

  • Maintain an inventory of office supplies, ensuring that the office is fully stocked with necessary materials.
  • Assist in managing office equipment (computers, printers, etc.) and ensure that they are in good working condition.
  • Report any issues related to office equipment or supplies and coordinate repairs or restocking.

Preparation of Staff Tea and Refreshments :

  • Prepare tea, coffee, and other refreshments for staff as needed, ensuring that drinks are served in a timely and pleasant manner.
  • Ensure that staff tea/coffee stations are clean, well-stocked, and organized throughout the day.
  • Assist in ensuring that the office kitchen area remains tidy and supplies are replenished regularly.

General Office Maintenance:

  • Ensure that the office environment is clean, organized, and conducive to a productive work environment.
  • Assist in managing office facilities (e.g managing air conditioning, electricity, water) to maintain a comfortable workspace.

Other Duties:

  • Perform any other administrative tasks as assigned by the Finance and Admin Officer.
  • Maintain confidentiality and ensure compliance with organizational policies and procedures.

Qualifications and Skills:

Education :

  • A minimum of certification in administration, or business management is preferred.

Experience :

  • At least 2-3 years of experience in an office administration is preferred.
  • Familiarity with financial processes, document management, and office coordination is a plus.

Method of Application

To apply, please submit your CV and a cover letter detailing your interest and qualifications to kenya.recruitment@hki.org Indicate the name of the position on the subject line of the email. The deadline of application is 14th March 2025.

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