Office Assistant

Title: Office Assistant Contract Duration: 6 months Job Description: Under the direct supervision of the Administrative Services Officer and with guidance from the National Professional Officer (Administration) and experienced Administrative Assistants, the incumbent will carry out the following duties: • Greet visitors, determine the purpose of their visit, schedule appointments when necessary, and direct them to the appropriate office or staff member; manage and redirect unauthorized visitors effectively. • Answer incoming calls from the main switchboard, screen and redirect phone calls, and respond to routine information requests. Take messages and ensure they are promptly delivered to the appropriate person. • Review, record, distribute, and process both incoming and outgoing mail, couriers, and correspondence. Draft or respond to routine communications and proofread outgoing materials in accordance with established organization guidelines. • Maintain a monthly log of all incoming and outgoing communications, including mail, couriers, faxes, and other deliveries. Prepare weekly and monthly reports to track statistics. • Responsible for taking photographs of new staff, consultants, contractors, and service personnel upon their arrival and issuing security badges. • Serve as the main contact for the Lost and Found items. • Take minutes during team meetings. • Provide general clerical support to staff in the Support Office, including document preparation and filing. • Handle administrative tasks such as procurement, fixed asset management, and other office-related duties, including office renovations. • Ensure the availability of office supplies and the proper maintenance of office equipment. • Act as the point of contact for meeting room reservations within the GSC. • Perform other duties as required. Requirements: • Completion of secondary school education or equivalent; secretarial/clerical training is a plus. • At least 5 years of relevant work experience. • Basic computer skills (MS Office) and familiarity with telephone systems. • Ability to work effectively in a multicultural environment.