Overview

The Office Assistant will ensure the smooth running of the office. This includes maintaining office cleanliness and assisting with office duties, assisting the Administration Officer to maintain the office as required by Jhpiego policies. Work with other staff members to ensure that this support is provided. The Office Assistant is expected to be flexible and work longer than the required regular office hours. The office assistant will be expected to report to work early to clean, maintain and assist with office duties

Responsibilities

• Ensuring the kitchen is well maintained – clean and neat, arranging the cupboards and maintaining clean kitchen equipment.
• Assisting in making photocopies of documents, letters, training materials and assisting with other office needs. Binding photocopied documents as necessary.
• Setting up of the office conference room as well as refreshments for meetings and trainings as required
• Preparing tea for office staff as needed and maintaining kitchen supplies and toiletries.
• Assisting the Administration officer when necessary: Answer the telephone, forwards calls, provide phone assistance for outgoing calls ensuring messages are passed on clearly and accurately.
• Receive visitors and direct them as necessary.
• Assisting with garbage collection and disposal.
• Maintaining office plants by ensuring regular watering and checking against pests
• Running office errands when the need arises.

Required Qualifications

• Diploma in social sciences or a related field or
• Certificate in Business Administration

Preferred Qualifications

• Minimum five years’ experience providing general cleaning services and refreshments in a busy office
• Proficiency in MS Word and Excel
• Able to communicate in English
• Be able to prioritize tasks to ensure that time and office resources are optimized
• Must be honest and polite
• Flexible and able to handle multiple tasks
• Social and able to work with various teams
• Ability to work with minimum supervision – being responsive, proactive, and self-motivated

• Ensuring the kitchen is well maintained – clean and neat, arranging the cupboards and maintaining clean kitchen equipment.
• Assisting in making photocopies of documents, letters, training materials and assisting with other office needs. Binding photocopied documents as necessary.
• Setting up of the office conference room as well as refreshments for meetings and trainings as required
• Preparing tea for office staff as needed and maintaining kitchen supplies and toiletries.
• Assisting the Administration officer when necessary: Answer the telephone, forwards calls, provide phone assistance for outgoing calls ensuring messages are passed on clearly and accurately.
• Receive visitors and direct them as necessary.
• Assisting with garbage collection and disposal.
• Maintaining office plants by ensuring regular watering and checking against pests
• Running office errands when the need arises.

• Proficiency in MS Word and Excel
• Able to communicate in English
• Be able to prioritize tasks to ensure that time and office resources are optimized
• Must be honest and polite
• Flexible and able to handle multiple tasks
• Social and able to work with various teams
• Ability to work with minimum supervision – being responsive, proactive, and self-motivated

• Diploma in social sciences or a related field or
• Certificate in Business Administration
• Minimum five years’ experience providing general cleaning services and refreshments in a busy office