Overview
The Office Assistant coordinates and performs office support, management support, and administrative tasks to ensure the smooth and efficient running of the Office. The role ensures quality and consistency in the flow of office work and information.
Key Responsibilities
- Screen requests for appointments with supervisor and maintain supervisor's calendar.
- Coordinate office support services for meetings, trainings, seminars, committees, special projects, and events.
- Attend meetings, prepare minutes, and monitor follow-up activities.
- Make arrangements for formal editing, translation, etc., of documents and publications.
- Review, record, distribute, and process incoming mail and correspondence.
- Prepare draft responses to correspondence, often requiring knowledge of technical terminologies.
- Carry out quality control functions for outgoing documents and proofread texts.
- Perform administrative duties such as contract extensions, leave recording, and budget follow-up.
- Coordinate with other units to ensure smooth work expedition.
- Research, compile, and organize background information for reports, briefs, and speeches.
- Generate statistical and other reports from databases.
- Coordinate the work of other office support staff, establish priorities, and ensure equitable work distribution.
- Train new staff on administrative procedures and practices.
- Create and maintain filing and reference systems.
- Review office procedures and recommend improvements.
- Update office websites.
- Perform other duties as required.
Required Experience
Four years of relevant experience in office/ management support work.
Qualifications
Secondary School Education
