Office Services Assistant

Role Overview

This role keeps the Kenya country office running smoothly by managing daily office services—from greeting visitors and stocking supplies to coordinating mail and meeting room setups. Working closely with the administrative team, the Office Services Assistant ensures a clean, organised environment that supports the infectious disease detection project’s operations. Every interaction and task here directly contributes to the efficiency and professionalism of a global health initiative.

Key Responsibilities

• Maintain a tidy, welcoming reception and common areas: greet visitors, check them in per security protocols, and direct them to the right staff or meeting space.
• Monitor and restock office supplies, beverages, and meeting materials to keep everyday work uninterrupted.
• Handle incoming and outgoing mail, manage the printing/photocopying area, and coordinate deliveries and pickups as needed.
• Assist the finance team with filing annual returns, following up on utility payments to prevent service interruptions, and retrieving archived documents.
• Support the People & Culture team by scheduling interviews, helping onboard new hires, processing staff IDs, and filing statutory obligations.
• Oversee cleaning, repairs, and maintenance carried out by external contractors outside regular hours, and act as Fire Marshal for the building.
• Keep the office vehicle ready for use when drivers are unavailable, and step in for any ad hoc administrative or clerical tasks assigned.

Requirements & Qualifications

• High school diploma or equivalent; a diploma in Business Administration or a relevant certificate is a plus.
• At least 1–3 years of hands-on office administration or reception experience, ideally in a medium-to-large international organisation.
• Proven proficiency with Microsoft Office Suite (Word, Excel, Outlook) and comfort using communication tools like Teams, Zoom, and Skype.
• Valid certificate of good conduct.
• Clear, professional speaking voice; fluent in English and Kiswahili; solid grasp of basic grammar.
• Ability to handle multiple tasks efficiently, stay organised, and maintain a diplomatic, conscientious manner when interacting with visitors and colleagues.
• Physically able to lift and move items up to 10 kg.
• Willingness to work extra hours when needed and to take on growing responsibilities as skills develop.
• Less than 10% travel required.

What We Offer / Why Join

You become part of a respected global health organisation that focuses on strengthening disease detection systems in Kenya. You’ll gain broad exposure to administrative, finance, and people operations processes in a professional, supportive environment. The role provides a foundation for career growth within international development, with opportunities to build cross-functional skills and work alongside experienced teams.