Office Assistant - Kilifi (Maternity Cover)

Overview: An Office Assistant provides administrative and clerical support to ensure the efficient operation of the office. This role involves a variety of tasks, including managing correspondence, maintaining files, scheduling appointments, and supporting staff with general office duties.

Key Responsibilities

Office & Administration Support

• Ensure the office is clean, well-organized, and fully functional
• In charge of office security, custodian of office keys
• Provide support in organizing company events and activities
• Provide Quality Customer Service to staff and walk-in guests
• Support with the coordination of travel logistics for staff and other guests as instructed by the OPM e.g. booking of flights, taxis, and hotels for staff accommodation
• Managing Courier Services — sending and receiving mail and parcels
• Regular monitoring of relevant supplies to ensure no stockout
• Perform other administrative duties as assigned by management
• Ensures that all incidents are reported

Petty Cash Management

• Daily update of the petty cash tracker, receipts filed, both in soft and hard copies
• Ensuring that office expenses are within budget
• Ensure all spending is within the organization’s policies
• Ensuring there is no discrepancy between the cash at hand and the records
• Weekly submission of spent petty cash
• Timely request for petty cash replenishment

Procurement

• Support local procurement in coordination with the OPM
• Support with the sourcing of potential service providers as needed
• Support the timely submission of vendor invoices and vendor payments as needed

Inventory management

• Ensure asset trackers are up to date, and all assets are tagged and accounted for
• Conduct monthly assets verification through physical stock count
• Timely reporting of loss or damage of any of Give Directly’s property
• Support the issuance, replacement, and clearance of field/office equipment to staff

Desired Qualifications

• Minimum of a Diploma in Business Management, or a related field
• Minimum 1 year of experience in office management in a fast-paced environment
• Strong problem-solving and organizational skills
• Proficient in the Microsoft Office suite
• Deep familiarity with Mombasa and Kilifi County and fluent in the local languages
• High integrity, empathy, and alignment with GiveDirectly’s values
• Excellent verbal and written communication skills
• Demonstrate high standards of integrity, including a positive attitude, a strong work ethic, a strong follow-through mindset, and a team-player mentality
• Fluency in Giriama is required