Background

AVSI Foundation is a Non-Governmental Organization registered under Public Benefits Organizations Regulatory Authority. AVSI provides service in development and humanitarian assistance and brings strong management and innovative strategies to programs promoting and improving dignified living conditions under various thematic areas; including Health, renewable energy, Food security, urban development, Education in development and in emergency, Child protection, youth skilling and Job creation orphans and other vulnerable children and adolescents (OVC).

AVSI Foundation in partnership with partner organizations is executing the AGRIPACT project, a three (3) year multi-year initiative focused on agricultural value chains. Implemented across Nakuru and Kilifi Counties, AGRIPACT aims at strengthening dairy and horticultural value chains through an integrated, inclusive and sustainable development approach.

To support effective project implementation and staff well-being, AVSI maintains professional office environments across its primary operational locations. AVSI is seeking a dedicated and reliable Office Assistant to take full ownership of facility sanitation, hygiene maintenance, office kitchenette management, basic hospitality services and routine logistical support.

Job Summary

The primary objective of the Office Assistant is to ensure that all office premises are maintained to the highest standards of cleanliness, hygiene and order. The incumbent also provides essential support in document filing, managing office consumables, supporting event setups and serving refreshments to staff and guests.

Position Details:

• Reports to: Logistics and Procurement Manager (Matrix to Project Manager)
• Duty station: Nakuru County / Kilifi County Offices
• Contract: Full-time, 12 months, renewable.

Main tasks and responsibilities

Duties and Responsibilities:

1. Maintain a clean, sanitary and well-supplied office environment through daily sweeping, dusting, restroom sanitation, glass upkeep and waste disposal across all facilities.
2. Maintain kitchen hygiene and equipment, and provide tea, coffee and refreshment services for staff, official visitors and meetings.
3. Monitor and manage inventory for cleaning and kitchen supplies, submit timely purchase requisitions to prevent shortages, and ensure the safe storage and handling of hazardous chemicals.
4. Prepare meeting rooms for events, assist with light furniture and equipment moves, and inspect facilities to report maintenance faults promptly.
5. Provide administrative support by managing physical and digital files, making photocopies and scans, and delivering office messages and documents promptly.
6. Any other duties delegated by the supervisor.

Essential Requirements

Minimum Requirements:

• Minimum of a Diploma in Office Management, Secretarial Studies or a related field.
• Minimum of 3 years of experience as an Office Assistant, housekeeper or secretary in an international or national NGO.
• Good understanding of professional cleaning techniques, sanitation standards and safe chemical dilution/handling.
• Strong work ethic, high punctuality and commitment to maintaining early morning operational schedules.
• High level of honesty, trustworthiness and respect for organizational assets and confidential office documents.
• Courteous, helpful and respectful attitude toward staff, management and official visitors.

Required skills and experiences

• Strong work ethic, high punctuality and commitment to maintaining early morning operational schedules.
• High level of honesty, trustworthiness and respect for organizational assets and confidential office documents.
• Courteous, helpful and respectful attitude toward staff, management and official visitors.

AVSI applies the principle of inclusiveness and non-discrimination in its selection process, ensuring equal opportunities regardless of ethnicity, nationality, sexual orientation, marital status, religious belief, disability, or belonging to protected classes.

• Maintain a clean, sanitary and well-supplied office environment through daily sweeping, dusting, restroom sanitation, glass upkeep and waste disposal across all facilities.
• Maintain kitchen hygiene and equipment, and provide tea, coffee and refreshment services for staff, official visitors and meetings.
• Monitor and manage inventory for cleaning and kitchen supplies, submit timely purchase requisitions to prevent shortages, and ensure the safe storage and handling of hazardous chemicals.
• Prepare meeting rooms for events, assist with light furniture and equipment moves, and inspect facilities to report maintenance faults promptly.
• Provide administrative support by managing physical and digital files, making photocopies and scans, and delivering office messages and documents promptly.
• Any other duties delegated by the supervisor.

• Strong work ethic
• High punctuality
• Commitment to maintaining early morning operational schedules
• High level of honesty
• Trustworthiness
• Respect for organizational assets and confidential office documents
• Courteous, helpful and respectful attitude toward staff, management and official visitors
• Good understanding of professional cleaning techniques
• Good understanding of sanitation standards
• Good understanding of safe chemical dilution/handling

• Minimum of a Diploma in Office Management, Secretarial Studies or a related field.
• Minimum of 3 years of experience as an Office Assistant, housekeeper or secretary in an international or national NGO.
• Good understanding of professional cleaning techniques, sanitation standards and safe chemical dilution/handling.
• Strong work ethic, high punctuality and commitment to maintaining early morning operational schedules.
• High level of honesty, trustworthiness and respect for organizational assets and confidential office documents.
• Courteous, helpful and respectful attitude toward staff, management and official visitors.