The Office Assistant reports to the Programme Officer and receives guidance from a higher-grade Office Assistant. He/she acts independently on routine matters and consults with his/her supervisor(s) on new and/or more complex issues and procedures. Supervision received provides for technical and procedural guidance and on-the-job learning.
Responsibilities:
Type format and draft routine correspondence; collate tables, reports, presentations, publications and other documentation.
Receive and direct telephone calls and visitors; screen and send e-mails; respond to routine internal and external enquiries and/or refer to appropriate contacts/units.
Enter, retrieve, structure and update selected information and data from various sources (e.g. Intra-/Internet, office files, etc.), present results in standard format.
Set up and maintain office files and reference systems according to standard procedures, including an e-book for signatures.
Initiate, view and track a variety of administrative transactions in the computerized financial, travel, human resources systems.
Support the organization and administration of meetings, workshops and events (e.g. arranging for meeting rooms and other facilities).
Assist with arranging for travels: organize transport, logistics, accommodation, documents.
Ensure availability of office supplies and appropriate maintenance of office equipment.
Perform other duties as required.
Requirements:
Secondary School Education.
Two years of relevant experience in office support work.
Working knowledge (proficiency - level C) of English.
IT Skills Knowledge of the MS Office applications, Internet and office technology equipment.
