Office Assistant

Established in 1915 with Helen Keller as a founding trustee, Helen Keller International works to save the sight and lives of the most vulnerable and disadvantaged. Headquartered in New York City, Helen Keller Intl currently offers programs in 21 countries in Africa and Asia, as well as in the United States. The organization combats the causes and consequences of blindness and malnutrition by establishing programs based on evidence and research. In Kenya Helen Keller collaborates with the Ministry of Health in implementing health and nutrition projects that focus on strengthening health system and provision of vitamin A and deworming treatment to children 6-5 years in various counties.

Position title: Office Assistant

Location: Kilifi Office

Report directly to: Finance and Administration Officer

Collaborate with: All Staff

Major tasks and activities:

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

Key Responsibilities:

1. 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.

1. 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.

1. 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.

1. 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.

1. 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.

1. 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.

1. 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:

1.Education :

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

2.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.

3.Technical Skills :

• Proficient in Microsoft Office Suite (Excel, Word, Outlook).

4.Skills and Competencies :

• Strong organizational and multitasking skills.
  • Excellent attention to detail and ability to work under tight deadlines.
  • Strong verbal and written communication skills.
  • Ability to maintain confidentiality and handle sensitive information with integrity.
  • Ability to work well both independently and as part of a team.
  • Strong problem-solving skills and the ability to think critically.
  • A positive, can-do attitude and willingness to learn.
  • Basic knowledge of finance and accounting principles is a plus.

Key Performance Indicators (KPIs):

• Efficiency in document and file management.
• Responsiveness and professionalism in internal and external communications.
• Proper management of office supplies and equipment.
• Timeliness and effectiveness in providing administrative support to the team.
• Consistency and quality of staff refreshments provided.