The Office Assistant performs a variety of routine administrative transactions and office support functions contributing to the smooth and efficient running of the work unit.
Supervision Received/Exercised:
The Office Assistant works under the overall supervision of the FAO Representative (FAOR) in Lesotho and direct supervision of Assistant FAOR (Administration).
He/she acts independently on routine matters and consults with supervisor(s) on new and/or more complex issues and procedures. Supervision received provides for technical and procedural guidance and on-the-job learning.
Working Relationships:
The Office Assistant interacts with a variety of colleagues from within the work unit. Interactions relate to the exchange of routine information and the provision of standard office support services.
Key Functions/Results:
Type, format and draft routine correspondence; collate tables, reports, presentations, publications, and other documentation.
Receive, screen and direct telephone calls and visitors; 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.
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 travel: organize transport, logistics, accommodation, documents.
Ensure availability of office supplies and appropriate maintenance of office equipment.
Perform other duties as required.
Candidates Will Be Assessed Against The Following:
Minimum Requirements:
Education:
Secondary School Education.
Experience:
Two years of relevant experience in office support work.
Languages:
Working knowledge (proficient - level C) of English.
IT Skills:
Knowledge of the MS Office applications, Internet and office technology equipment.
