sales, advertising & marketing

Office Assistant

Full Time

About the Institute for Social Accountability (TISA)
TISA is a civil society initiative committed towards the achievement of sound policy and good governance in local development in Kenya, to uplift livelihoods of, especially, the poor and marginalized. TISA has been operational since March 2008 and is a locally registered trust. TISA has engaged with various relevant state and non-state actors in the quest to promote effective local governance in Kenya. TISA focuses on governance and has built up considerable expertise and networks in local governance, participatory governance, advocacy strategies, capacity building and practice learning while growing in experience and capacity in the development of capacity
building tools and curricula in these areas.
Under Its 2018-2022 strategic period, TISA is focused on among others deepening public participation and social accountability by building agency of target citizen groups and policy engagement. Specific programs include Procurement monitoring towards the realization of accountability and transparency in preferential procurement opportunities for youth and women; Building capacities of informal trader women groups in policy advocacy towards inclusive trade legislations and practice; Deepening public participation and social accountability and Legislative
monitoring and strategic litigation in the protection of devolution and socio-economic rights of marginalized groups, among others.
Job Summary
The Office Assistant/Cleaner is responsible for a variety of office support duties and to carry out the cleaning function for the institution.
Duties and Responsibilities
Cleaning:
Perform cleaning functions as required, including washing, sweeping, dusting, vacuum-cleaning, and polishing.
Clean surfaces, including floors, furniture, walls, doors, windows, carpets, curtains, washroom towels consistently
Keep office rooms, kitchen, and toilets clean and hygienic.
Maintain and clean all cleaning equipment utilized.
Empty and clean wastepaper baskets; transporting waste material to designated collection points.
Washing and replacing of curtains.
Fumigation of the offices when required.
Ensure that the office compound is clean.
Always ensure cleanliness of facilities and report any instances of damage and mismanagement to the line supervisor.
Ensure Health & Safety regulations are followed by all staff and visitors.
Administrative duties:
Answer, screen and forward any incoming phone calls while providing basic information when needed.
Receive and serve visitors by greeting, welcoming, directing and announcing them appropriately.
Prepare refreshments for visitors and for staff during meetings.
Arrange for meetings by securing refreshments.
Scanning, photocopying, and filing documents.
Supporting departmental staff by conducting research and compiling data upon request.
Managing inventory of office supplies, by making requisitions for kitchen sundries and office stationery monthly and ensuring adequate stock. Submit requests for all utilities needed early to the line supervisor.
Ensure that the office is constantly running with enough toiletries, washroom, general office (e.g., door mats and dusters) and kitchen accessories.
Report all deficiencies and faults in area of operation to line supervisor in due time.
Assist with general filling.
Assists with printing photocopying and preparation of materials needed for training, meetings, seminars/ workshop.
Make adjustments and conduct minor repairs.
Perform light accounting duties as requested by Finance staff.
Accountable for all office equipment to him/her.
Any other general administrative duties as will be assigned from time to time.
Logistics
Assist in handling logistics as directed by the line supervisor or senior staff.
Receive and sort office letter/deliveries/couriers.
Distributing office letters to partner institutions.
Receiving office letters, opening, sorting, and distributing to the appropriate staff.
Assist in scheduling travel arrangements for staff.
Education and Qualifications.
Completion of Secondary education.
At least one year working experience in a similar position.
Ability to work with computers. Sufficient knowledge of Microsoft Office packages.
Secretarial/ office management background will be an added advantage
Proficient in spoken and written English and Kiswahili.
Competencies and Skills Required:
Good verbal and written communication skills.
Good interpersonal skills.
Ability to multitask/work well under pressure.
Excellent interpersonal and customer service skills.
Ability to work with minimum supervision.
Must have an eye for details.
Ability to learn quickly.
Ability to use modern office equipment.
Ability to understand and follow simple written and oral directions
Ability to use appropriate initiative as may be required in a given situation.
Time management skills.
Ability to identify and organize resources needed to accomplish tasks.
How to apply:
Please send us your cover letter and detailed CV, including your qualifications, experience, names and addresses of three referees, a working e-mail address and daytime telephone contacts. Indicate the job title as the subject of your email.
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