Office Assistant- West Pokot

The Office Assistant is responsible for maintaining the interior of the IRC West Pokot Office in the condition required by the lease agreement and ensuring cleanliness of the office & compound. As well, he/she provides support in Admin, Reception & Procurement Dept.

Key Responsibilities

Office Assistance duties:

• Sits at the reception desk and receives visitors.
• Forwards information by receiving and distributing communications; collecting and mailing correspondence; copying information.
• Maintains supplies by checking stock to supervise inventory levels; anticipating requirements; placing and expediting orders; verifying receipt; stocking items; delivering supplies to workstations.
• Maintains equipment by completing preventive maintenance; troubleshooting failures; calling for repairs; supervising equipment operation.
• Ensures accurate filing of all documentation that needs to be filed.
• Ensure timely collection of utility bills for payment.
• Ensuring the office is cleaned daily as assigned.
• Making tea and coffee for staff and guests upon request.
• Cleaning of computers hardware periodically.
• Cleaning of the inside of the windows twice a month.
• Ensure the office compound is clean.
• Washing dirty utensils, wiping and placing them in their respective places.
• Prepares monthly payment requests for office drinking water, office milk and any others for the administration department.

Procurement and warehousing:

• Assist with procurement requests emanating from the office through tracking, scanning and follow up for approvals.
• Receives and records all invoices and delivery report received from Warehouse & Suppliers and distribute to relevant department.
• Leads in store releasing of the required office items.
• In liaison with the driver, collects items from the warehouse for the office use.

Others:

• Attend to any other duties or tasked delegated by the supervisor or designate.

Key Result Areas

• Maintain the office clean and tidy.
• Coordinate the Register of documents, Mailbags & Invoices.
• Ensure warehouse items are collected on time.