Overview
The Office Assistant performs routine administrative transactions and office support functions to ensure the smooth and efficient operation of a work unit.
Tasks Summary
- Arrange appointments for the supervisor, receive visitors, screen and send e-mails and respond to routine requests for information.
- Provide office, protocol, administrative and logistics support to meetings, committees, conferences, etc.
- Review, record, distribute and process incoming mail and correspondence; follow-up on pending actions.
- Respond or draft responses to standard/routine correspondence and other communications; use word processing package to produce a wide variety of large, complex documents and reports.
- Proofread documents and format texts for accuracy, grammar, punctuation and style, as well as for adherence to established standards.
- Initiate general administrative tasks in the computerized general administration, procurement, finance, travel, human resources system.
- Prepare purchase orders, purchase requisitions and support the preparation of Letters of Agreement (LoA), obtain clarification and follow up, when necessary.
- Make travel and hotel arrangements and prepare travel authorizations/claims for staff and affiliate workforce as required.
- Provide assistance in the administrative processing of vacancy announcements and consultants' contracts.
- Research, compile and organize information and reference materials from various sources for reports; create spreadsheets and presentations; manage and update databases for mailing lists and other information; and maintain electronic and paper files.
- Perform other duties as required.
Experience Requirements
Three years of relevant experience in office support work.
Qualification Requirements
Secondary School Education.
