The National Employment Authority Integrated Management System (NEAIMS) is a digital platform developed by the National Employment Authority (NEA) in Kenya. It serves as a comprehensive system for managing employment-related data and processes, including registration of job seekers, employers, and private recruitment agencies. NEAIMS also facilitates job mat...

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Office Assistant

Job Type

Full Time

Qualification

KCSE

Experience

5 years

Location

Nairobi

Job Field

Administration / Secretarial

Key Responsibilities

Office Cleanliness and Facilities Management

Ensure cleanliness and tidiness of office premises, including workspaces, meeting rooms, and common areas. Assist in maintaining a clean, safe, and orderly working environment at all times.

Office Supplies and Equipment Support

Monitor and manage office supplies and consumables, and notify the supervisor when replenishment is required. Maintain basic office equipment and promptly report any malfunctions or service needs.

Hospitality and Meeting Support

Prepare and serve tea/coffee for staff and visitors as needed. Assist in setting up meeting rooms, training venues, and workshop spaces.

Mail, Courier and Errand Services

Handle incoming and outgoing mail, packages, and courier services. Run office errands, including delivery and collection of documents and supplies.

Document Handling and Clerical Support

Photocopy, scan, and file documents as requested by project staff. Assist in basic data entry tasks under supervision.

Front Desk and Communication Support

Receive and direct visitors courteously and professionally. Answer and route phone calls to appropriate staff.

Visitor Management and Security Support

Maintain a visitor log book and ensure accurate records of office access. Support adherence to office access and basic security procedures.

Academic Qualifications/Professional Skills/Expertise:

Academic Qualifications

A Kenya Certificate of Secondary Education (KCSE) with a minimum grade of D+ or equivalent.

A Certificate in Office Administration, Secretarial Studies, or a related field is an added advantage.

Professional Experience

At least 5 years of experience in an office support role, preferably within development or institutional settings. Experience in similar roles within donor-funded projects is preferred.

Basic computer literacy such as MS Word and email. Excellent communication and interpersonal skills. Ability to follow instructions and work with minimal supervision. Punctual, reliable, and courteous in dealing with staff and visitors. Professional appearance and conduct.

• Ensure cleanliness and tidiness of office premises, including workspaces, meeting rooms, and common areas.
• Assist in maintaining a clean, safe, and orderly working environment at all times.
• Monitor and manage office supplies and consumables, and notify the supervisor when replenishment is required.
• Maintain basic office equipment and promptly report any malfunctions or service needs.
• Prepare and serve tea/coffee for staff and visitors as needed.
• Assist in setting up meeting rooms, training venues, and workshop spaces.
• Handle incoming and outgoing mail, packages, and courier services.
• Run office errands, including delivery and collection of documents and supplies.
• Photocopy, scan, and file documents as requested by project staff.
• Assist in basic data entry tasks under supervision.
• Receive and direct visitors courteously and professionally.
• Answer and route phone calls to appropriate staff.
• Maintain a visitor log book and ensure accurate records of office access.
• Support adherence to office access and basic security procedures.

• Basic computer literacy such as MS Word and email.
• Excellent communication and interpersonal skills.
• Ability to follow instructions and work with minimal supervision.
• Punctual, reliable, and courteous in dealing with staff and visitors.
• Professional appearance and conduct.

• A Kenya Certificate of Secondary Education (KCSE) with a minimum grade of D+ or equivalent.
• A Certificate in Office Administration, Secretarial Studies, or a related field is an added advantage.