Office Assistant - 2 Posts at The Public Procurement Regulatory Authority (PPRA)

PPRA /OA /9/2023

Job Purpose

The purpose of this job is to offer assistance within the Office setup, under the supervision of and direction from the immediate supervisor to help maintain smooth and efficient operations towards the realisation of the Authority’s mandate.

Key Responsibilities /Duties/Tasks
Managerial Responsibilities
N/A
Operational Responsibilities:

• Clean offices, kitchen, office facilities
• Performing reprographic services;
• Prepare and serve tea, collecting and cleaning utensils;
• Dust offices and ensure habitable office conditions;
• Carrying office equipment, furniture and ensuring orderly arrangement;
• Dispatch letters collect and deliver documents/ correspondences outside the organization; and
• Supervise outsourced cleaning service to ensure ground\office cleanliness.
• Ensure provision of waste disposal bags/bins for proper segregation, collection and final transportation of all waste materials for disposal.
• Record and dispatch letters, files and documents to ensure proper filing and traceability;
• Maintains and services office equipment to ensure uninterrupted functionality.
• Receive and direct visitors and clients to the respective offices to ensure they are attended to.
• Recommended cleaning detergents, chemicals and ensure equipment are appropriately used.
• Recommends to the immediate supervisor areas to be fumigated.
• Participate in monitoring of consumption rates of consumables to avoid stock outs thus promoting continued cleanliness.
• Sign check lists update on a daily, weekly and monthly basis
• Provide guidance to all outsourced cleaning providers and also reports on their work performance.

Job Dimensions:
Financial Responsibilities
N/A
Responsibility for physical assets

• desktop computers
• shredders
• office desks& chairs
• filing cabinets and office equipment’s

Decision making /Job Influence

• Operational Decisions

Working Conditions

• The job requires one to work beyond the normal working hours and over the weekends when there are less movements.
• The job may have exposure to fumes /odours from cleaning detergents, pathogens and the job holder will also be exposed to constant dust.

Job Competencies (Knowledge, Experience and Attributes/Skills
Academic qualifications

• Kenya Certificate of Secondary Education (KCSE) mean grade D Plain or its equivalent qualification;

Professional Qualifications / Membership to professional bodies
N/A
Previous Work Experience
N/A
Functional skills Behavioral Competencies/Attributes

• Time management skills
• Problem solving skills
• Confidentiality skills
• Communications skills
• Team player
• Customer service skills
• Public Relations skills
• Interpersonal skills
• Computing skills
• Basic firefighting Techniques
• Basic First Aid Methods/Techniques

Remuneration Package

• Gross Pay-Ksh 63,000- 93,000 Per Month
• 30 leave days per year
• Leave traveling allowance @ I/3 (third) of the basic salary up to a maximum of Ksh 50,000.
• A contributory pension scheme where the Employer contributes 20% and employee contributes 10% of the basic salary per month.
• Medical cover both in and out patient for self-one spouse and up to four children. Current annual limits are Out patient Ksh 300,000 and In-patient Ksh 4,000,000
• Group life cover at basic salary for 60 months.
• Work Injury Benefit Cover and Group personal Accident Cover