Position: Team Assistant / Office Support

Industry: Banking

Report to: Regional Chief Procurement Officer

Location: Nairobi, Kenya

Our client a Multilateral Development Bank, is seeking to recruit a Team Assistant / Office Support. The successful candidate will be responsible for supporting the office in efficient stores and inventory management, provide logistical and office administration support and manage office facilities.

Duties and Responsibilities

Under the overall supervision of the Chief Regional Corporate and General Services and Procurement Officer, the main responsibilities of the Team Assistant, Office Support will be: 

1. Stores and Inventory Management
   

The candidate will co-ordinate the follow-up activities needed for Bank office supplies and stock management in the following activities:

• Receive office supplies, spare parts and other equipment ordered/purchased by the Bank.
• Carry out verification of quantities, references and prices according to the purchase order.
• Verify delivery notes; oversee the quality control of the delivered goods in collaboration with the requisitioning staff to detect discrepancies and non-conformity and share reports.
• Prepare and sign the delivery note and transmit items to users or stockrooms.
• Assign and allocate article code to each office supply, spare part or other item received and update the stock database according to established procedures.
• Manage storage, recording and distribution of office supplies, spare parts and other equipment, and propose any outdated stock items that are to be disposed of.
• Receive requests for office supplies from the various departments and input the details in the database.
• Monitor and follow up on all requests as well as acquisitions and distributions, generate and print information on monthly consumption of stock items
• Operate and maintain administratively a computer stock management system to track, monitor and report on Bank office supplies or spare parts.
• Monitor stock levels and process request for additional stock of supplies once the minimum number of supplies are attained.
• Conduct monthly physical inventory of items in the store and reconcile the results with the electronic stock and determine reasons for any variances and propose remedial actions.
• Prepare monthly reports after inventory control and ensure approval of the report by the Chief Regional Corporate and General Services and Procurement Officer.  Report on any discrepancies must be submitted for the approval of the Director General.
• Supervise the movements of consumables office supplies and spare parts from location to location.
• Receive and create an inventory of any items received from the Bank’s HQ or other offices, ensure that stock database is updated accordingly, or item is delivered to the specified beneficiary and signed off by the person.

1. Logistics.

The candidate will also manage requests for meeting space and venues.  Depending on the nature of the meeting, refreshments, video conference facilities, lunch, interpretation may be required.  The Candidate is also expected to ensure that the Cafeteria located on the second floor has sufficient tea, coffee, water to serve staff during breaks. Particularly the candidate will perform the following and any other activities that may be assigned:

• Coordinate requests for meeting rooms reservations from user departments between the Bank and the service providers.
• Coordinate acquisition of hospitality services using existing framework contracts.
• Receive and process requests for both external and internal meetings.
• Coordinate the logistics for meetings involving other development partners being organized by the Bank.
• Participate in procurement leading to signing of framework agreements based on negotiated rates with hotels.
• Draft correspondence and various other documents related to their work assignments.
• Schedule and attend meetings with user departments to discuss procedural issues and take minutes at logistics and stock team meetings.
• Keep a register of all stock items received by the Bank.
• Coordinate the signature of the agency appointment letter for clearing of Bank cargo.
• Assist Bank staff with logistics required during relocation where necessary.

1. Facilities Management

The candidate will assist with supervision of the day-to-day operations in regards to maintenance of the office premise. He/she will work closely with the building foreman to ensure the maintenance schedule of various Bank equipment is updated and the maintenance is undertaken. The candidate will liaise with the Procurement Assistant for approval of any repair work required and sign off the job cards.

iv. Office Administration

The candidate will carry out office administration duties as requested. The duties will include:

• Assist with filling and proper document storage.
• Manage the office archive and Library areas and ensure that they are well arranged and cleaned.
• Assist the office to coordinate activities related to Corporate Social Responsibility and prepare reports for management.

1. Requirements (including desirable skills, knowledge and experience) 

• At least a Bachelor’s degree or its equivalent in Business Administration, Economics, Finance, Management or any other related fields.
• At least five (5) years of relevant experience.
• Excellent written and verbal communication skills in English.
• Excellent organizational and interpersonal skills.
• Ability to prioritize tasks and manage time effectively.
• Knowledge of the standard software (MS Word, Excel, Access and Power Point)
• Proven ability to work effectively in a team-oriented, multi-cultural environment and to function effectively as a member of various groups.
• Terms of Employment

Three (3) months contract renewal based on performance, continued need for the role and/or budget availability. Only applicants who fully meet the Bank's requirements will be considered for interview.