Office Assistant

Reporting to: Administration Officer

Emplacement: Nairobi, Kenya

Type of position: L1 S1

Fermeture de l'application: 31 December 2021

Contexte

Interpeace is an international organization for peacebuilding that supports locally led peacebuilding initiatives around the world. Interpeace tailors its approach to each society and ensures that the work is locally driven. Together with local partners and local teams, Interpeace jointly develops peacebuilding programmes and helps establish processes of change that connect local communities, civil society, government, and the international community.

As a strategic partner of the United Nations, Interpeace is headquartered in Geneva, Switzerland and has two regional offices in West Africa (in Abidjan, Cîte d’Ivoire) and in Eastern and Central Africa, (in Nairobi, Kenya). Interpeace also has an office in Guatemala City and representation offices in New York, Brussels, and Stockholm.

Pour de plus amples informations sur Interpeace, veuillez consulter le site www.interpeace.org/fr

Poste au sein de l’organisation

The Office Assistant is a member of the Global Operations Unit which encompasses Finance, IT, Administration, Legal, Internal Audit and HR. The Global Operations Unit is led from the Headquarters office in Geneva, although team members are based in different locations around the world including in Bosnia, Cîte d’Ivoire, Guatemala, Switzerland, Kenya, and Tunisia.

Under regular supervision from the Administration Officer, the Office Assistant works closely with the Administration Officer and Administrative Assistant and is responsible for providing support to staff in Nairobi office.

Objectif et aperçu général

The Office Assistant acts as support to the organization and ensures that the working spaces are well maintained according to hygiene and cleaning standards in order to ensure public and staff private areas are in good condition. S/he will assist in all other activities related to office maintenance & administration support, filing documents when necessary as well as archiving files. Responsible of reporting to the Administrative Officer any repairs that need to be done and making sure that the supplies are replenished on time, specifically the cleaning materials, kitchen supplies and the guest house supplies. The Office Assistant maintains all public and private spaces in the office and apartment clean and organized. Duties includes but not limited to: vacuuming, mopping, surface cleaning, dusting, and filing, among other tasks and responsibilities assigned from time to time.

Fonctions et responsabilités

Specific Duties

  • Maintain the office premises daily ensuring that the environment is clean, dust-free, and well-organized always.
  • Prepare coffee, tea, and other sustenance needs of the Nairobi Office staff.
  • Monitor all upcoming meetings and visitation schedules to ensure that visitors and participants receive appropriate refreshments.
  • Provide messenger duties as called upon, using local public transport, including delivery of documents and parcels to external offices. All deliveries shall be properly logged.
  • Carry out kitchen supplies inventory regularly and request for replenishment in good time. A report should be made on damaged or broken items.
  • Assist the Administrative Officer in stores management including archiving, maintenance of inventory list and reporting on any damaged or broken items.
  • Carry out all other activities related to office maintenance and administration support, above and beyond those mentioned above, as called upon, and in the collective spirit of teamwork and collaboration.
  • Cooperate with the rest of the staff
  • Follow all health and safety regulations

Apartment/Guesthouse Responsibilities

  • Maintain the offsite Nairobi apartment while ensuring high standards, including laundry and other housekeeping duties as necessary:
  • Perform general sweeping, scrubbing, mopping of hardwood, laminate, or tiled floors.
  • Dispose of trash from bins and containers.
  • Clean windows, glass surfaces, and mirrors.
  • Maintain and upkeep all cleaning equipment, supplies, and products.
  • Ensure safe and sanitary storage and care of products.

Qualifications :

  • O’Level Certificate
  • Diploma Certificate in hospitality/Housing keeping would be an asset,
  • Computer literate
  • Fluency in both oral and written English and Swahili

Expérience

  • Previous 2 years’ experience as Office Assistant/ housing keeping would be preferred.
  • Filling and Archiving

Compétences

  • Reliable and punctual with a dedicated professionalism to job and duties.
  • Able to adapt to changing schedules or routines, excellent time management skills
  • Pays attention to detail when cleaning
  • Organized and able to follow a schedule
  • Ability to handle heavy equipment and machinery
  • Knowledge of cleaning chemicals and supplies
  • Familiarity with Material Safety Data Sheets

CompĂ©tences d’Interpeace

  • Collaboration et networking
  • Communication
  • Motivation pour les rĂ©sultats
  • AdaptabilitĂ© et apprentissage continu

Facteurs de réussite

  • S'identifie et s'engage Ă  respecter les valeurs fondamentales et les principes de travail d'Interpeace.
  • Engagement en faveur de l'inclusion.
  • Self-motivated and organized.
  • Reliable, honest, approachable and a team player

Comment postuler ?

Qualified candidates are invited to submit their applications to recruitment-eca@interpeace.org on or before 31st December 2021 23:59 pm, Nairobi time. “Office Assistant, Nairobi office” MUST BE included in the subject line of the application email to be considered. Early applications are encouraged.

The application must include:

  • Un curriculum vitae complet
  • Une lettre de motivation
  • Un document retraçant les rĂ©ponses aux questions suivantes :
  1. 1. Avez-vous déjà fait l'objet d'une condamnation pénale ou d'une sanction pénale ou administrative par une autorité compétente ? Dans l'affirmative, veuillez préciser :
  2. Avez-vous déjà été licencié ou séparé (par exemple, résiliation de contrat, licenciement, non- renouvellement) ou soumis à une mesure ou une sanction disciplinaire par votre employeur pour fraude, harcèlement, harcèlement sexuel, exploitation ou abus sexuel ?
  3. Avez-vous déjà démissionné alors que vous faisiez l'objet d'une enquête ou d'une procédure disciplinaire ?

Confirmation de ma déclaration :

Je confirme l'exactitude des informations fournies, étant entendu qu'Interpeace procédera à une vérification des références pour contrôler les informations pertinentes. Je comprends que si des informations fausses ou trompeuses sont fournies dans ma candidature, ou si des faits matériels sont supprimés, je ne peux pas être employé, ou si je suis employé, je peux être licencié.

Interpeace attache de l’importance à la diversité de son personnel et vise à atteindre une plus grande parité hommes-femmes à tous les niveaux de son travail. Nous accueillons les candidatures des femmes et des hommes, y compris celles des personnes vivant avec handicap..

Interpeace values diversity among its staff and aims to achieve gender equality both through gender parity at all levels of the organisation and the promotion of a gender dimension in all its work. We welcome applications from women and men, and those with disabilities.

Veuillez noter qu'en raison du nombre Ă©levĂ©Ì de candidatures, SEULS les candidats prĂ©sĂ©lectionnĂ©s seront contactĂ©s.