Office Assistant will performing a wide variety of general office/administrative support functions with relatively close supervision to ensure office processes run smoothly.
Specific duties include:
• Run external and internal errands and perform miscellaneous job-related duties as assigned
• Perform internal messenger services as requested/required
• As required assist with logistical arrangements for meetings in the office including room and equipment set up/refreshments, preparing and serving coffee and tea for visitors.
• Ensure that office equipment such as printers, copy machines, fax machine remain operational (clearing jams, adding toner.) Check equipment daily &reporting any issues.
• Perform general office duties (e.g., maintenance, cleanliness, ensuring office has no water leaks, ensuring there is no dust around the office). Specifically:
• Sweep and clean office floors daily before staff arrive at the office. Also mop, dust, and polish surfaces.
• Clean reception areas; dust/wipe and clean office desks/tables, chairs and other office furniture on regular basis.
• Clean doors, windows and office to maintain cleanliness.
• Clean and disinfect restrooms/toilets including sinks/basins and taps twice a day.
• Ensure the kitchen is clean, tidy and orderly at all times
• Report any maintenance issues such as leaking taps or wash basins/sinks
• Wash all dishes, plates and utensils in the kitchen clean and stored hygienically and safely away.
• Maintain stock of kitchen utensils (cups and saucers, boiling kettles, spoons, serving trays, plates).
• Check daily usage of cleaning supplies and makes sure that stocks are kept at minimum levels; and notify/report when are running low
• Empty all trash bins and make sure that garbage is properly disposed
• As and when needed provide support in document preparation e.g. photocopying, scanning, duplicating and binding.
• Close all office windows and all doors and ensure lights are turned off at the end of day.
• Monitor levels of drinking water and notify Supervisor accordingly
• Report any theft, breakage or missing items to Supervisor
Minimum Requirements
• Basic Secondary Education plus one-year (1 yr.) experience
• Basic English comprehension both verbal and understanding
• Ability to read and write at a level consistent with the requirements of the position.
• Numeracy skills adequate to support the duties and responsibilities of the position.
• Proficiency in the full range of general office services and equipment
• Familiarity with basic office management practices and procedures
• Ability to work a flexible work schedule.
• Proactive and self-driven.
• Ability to provide effective and responsive service
• Ability to function in a team environment
• Integrity, and commitment to ethical and professional standards
• Ability to work in a multicultural work environment
• Able to maintain a reliable and dependable attendance record
• Time management/time consciousness
• Enthusiastic and with attention to detail
• Excellent customer care skills and communication skills
• Ability to cooperate with the rest of the staff
• Self- motivation and ability to work with minimum supervision