Office Assistant

JOB RESPONSIBILITIES

Being the office Assistant, you are Directly Accountable for;

 

1. Reception

Main Activities

• ·         Answer general phone inquiries in a professional and courteous manner
• ·         Direct phone inquiries to the appropriate staff member
• ·         Reply to general information requests with the accurate information
• ·         Greet visitors to the organization in a professional and friendly manner

 

2. Provide office support services

Main Activities

• ·         Receive, direct and relay telephone messages and fax messages
• ·         Direct the general public to the appropriate staff member
• ·         Pick up and deliver the mail
• ·         Open and date stamp all general correspondence
• ·         Maintain the general filing system and file all correspondence
• ·         Assist in the planning and preparation of meetings, conferences and conference

Telephone calls

• ·         Make preparations for management and executive meetings
• ·         Maintain an adequate inventory of office supplies
• ·         Respond to public inquiries
• ·         Provide word-processing and secretarial support

 

3. Maintain office records

Main Activities

• ·         Design filing systems
• ·         Ensure filing systems are maintained and up to date
• ·         Define procedures for record retention
• ·         Ensure protection and security of files and records
• ·         Ensure effective transfer of files and records
• ·         Transfer and dispose records according to retention schedules and policies
• ·         Ensure personnel files are up to date and secure

 

4. Maintain office efficiency

Main Activities

• ·         Plan and implement office systems, layout and equipment procurement
• ·         Maintain and replenish inventory
• ·         Check stock to determine inventory levels
• ·         Anticipate needed supplies
• ·         Verify receipt of supply

 

5. Support the Chief Executive Officer and other staff

Main Activities

• ·         Assist the Chief Executive Officer and other staff as requested
• ·         Provide administrative services for the Chief Executive Officer

 

6. Related assignments

• ·         Perform other related duties or assignment as directed.

 

ORGANIZATIONAL ALIGNMENT

• Reports to the Office Administration Officer / human resources manager.

QUALIFICATIONS

Academic Qualifications

• ·         Diploma in Office Administration / Human Resource Management /  Business Management / 3 years Office Assistant Experience

Knowledge Requirement

• ·         Knowledge of office administration & human resource management
• ·         Ability to maintain a high level of accuracy in preparing and entering information

 

Skills Requirement

• Excellent interpersonal skills
• Team building skills
• Analytical and problem solving skills
• Decision making skills
• Effective verbal and listening communications skills

Attention to detail and high level of accuracy

 

Qualified applicants to send their CVs and a duly filled form as attached and send both to [email protected] by 25^th July 2012 as an attachment.