Office Assistant

Roles and Responsibilities

The role holder is responsible for providing administrative support by assisting in the activities that facilitate the flow of work. The role holder is also responsible for managing and providing all the paperwork, office procedures, and other administrative tasks to facilitate operational requirements. The Office Operations Assistant plays a crucial role in supporting the daily operations of the head office. This position ensures the smooth functioning of office activities by managing inventory, coordinating deliveries, and handling office-related inquiries.

Job Description:

• Performs general clerical duties to include but not limited to typing, photocopying, faxing, mailing, and filing.
• Monitor and maintain stock levels of pantry supplies and office essentials. Ensure timely replenishment and maintain records of inventory.
• Assists in collection, distribution, and dispatch of all payment vouchers (couriers/letters/bills) related to the Division/Business Unit/Department.
• Assists and facilitates the supply and maintenance of office equipment whenever required.
• Supports in filing and other document control activities for the Division/Business Unit/Department to ensure that all documents are stored and available for subsequent use.
• Gathers, enters, and/or updates data to maintain internal files, records, and databases as appropriate.
• Maintains confidentiality of documents and information received.
• Coordinates incoming and outgoing courier services. Tracks and ensures timely delivery of packages and documents.
• Addressees and resolves office-related queries from staff. Provides general support to ensure smooth day-to-day operations.

People Management:

• Defines performance goals at the start of the year in discussion with the reporting manager and ensures that the goals are achieved during the course of the year.
• Takes ownership of his/her own learning agenda by identifying development needs in consultation with the manager and agreeing on the individual development plan which goes beyond just training and development.

Functional/Technical Competencies:

• Proficiency in Office Tools
• Communication Tools

Desired Candidate Profile

1. Administrative Skills

• Document Preparation: Drafting, editing, and formatting reports, memos, and correspondence.
• Record Management: Filing, organizing, and maintaining physical and digital records.
• Scheduling: Managing calendars, coordinating meetings, and scheduling appointments.
• Data Entry: Accurately entering and managing data in spreadsheets or databases.

2. Technical Skills

• Office Software Proficiency:
  • Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Google Workspace (Docs, Sheets, Slides, Calendar).
• Communication Tools: Familiarity with email platforms and collaboration tools like Slack, Zoom, or Microsoft Teams.
• Basic IT Troubleshooting: Ability to handle minor technical issues with printers, computers, or software.

3. Communication Skills

• Verbal Communication: Professional phone and in-person interactions.
• Written Communication: Clear and error-free emails and documents.
• Interpersonal Skills: Active listening and building positive relationships with colleagues and clients.

4. Organizational Skills

• Multitasking: Handling multiple tasks efficiently.
• Time Management: Prioritizing tasks and meeting deadlines.
• Attention to Detail: Ensuring accuracy and thoroughness in all tasks.

5. Problem-Solving Skills

• Quickly addressing unexpected challenges or conflicts.
• Suggesting and implementing practical solutions.

6. Customer Service Skills

• Providing friendly and professional support to clients or visitors.
• Managing inquiries and resolving complaints effectively.

7. Discretion and Confidentiality

• Handling sensitive information responsibly and maintaining strict confidentiality.

8. Teamwork and Collaboration

• Supporting team members and contributing to group projects.
• Being adaptable to various roles within the office.