Summary
Date Posted: Sunday, September 11, 2022 , Base Salary: Not Disclosed

JOB DETAILS:
Office Assistant

Purpose of the position:
Provide operational and logistical support to the program office including cleaning office premises, providing secretarial support; distributing information and documents to different places in line with the programmes strategy.

Key responsibilities 
Logistics and administration support
• Screening incoming telephone calls, mails, inquiries, and requests and handling them as appropriate, including relaying accurate and timely messages and answering of queries.
• Maintain a database of assets.
• Managing a filing system for record control of key documents.
• Provide logistical support and back-up in the planning of meetings and workshops.
• Maintaining supplies/logistics inventory and preparing requisitions for office supplies and equipment’s.
• Related support including secretarial duties as required such as timely printing, photocopying and binding of documents.
• Collect documents and photocopy and binding articles in line with the programs strategy
• Collect utility items from the store whenever required

Support to staff
• Providing information and guide staff on administrative processes, procedures and requirements.
• Facilitate and support staff on logistical and administrative requirements such as travels, follow up on requisitions, etc on regular basis
• Support staff on follow-up of internal communications and actions.
• Prepare and serve break and evening tea to all staff as well as washing utensils for the office
• Organize and packing workshop materials to support training activities

Support to meeting/fora
• Compile calendar/s of key events.
• Support planning of the events and meetings.
• Follow up on meeting invitations through emails and phones as is appropriate.
• Planning for and managing logistics for cluster/regional/departmental meetings and other forums such as workshops and reflection/ learning events.

Guest logistics
• Plan for guest logistics
• Transport Accommodation Scheduled meetings, entry and exit briefs, etc. Handle check in and out of guests from hotels. Support guest’s general needs like shopping, Church service

Reporting
• Following up with all staff on submission of their monthly reports.
• Following up with responsible staff on status implementation of key action points and decisions from the meetings/fora.

Facilities management
• Ensure that the office is kept tidy and clean through regular cleaning of office premises and the compound

Qualifications: Education/Knowledge/Technical Skills and Experience.
• Preferably a diploma holder.
• Experience in office administration
• Knowledge in logistical operations
• Excellent customer care and public relations.
• Strong interpersonal skills.
• Very strong relational and communication skills.
• Commitment to World Vision mission and partnership values and sensitivity to its various expressions across cultures and denominations.
• Must be fluent in English
• Must be hardworking, courteous and friendly
• Must be able to work in a team, with minimum supervision and flexibility
• Must be able to stay calm in stressful moments
• Computer literate
• Must be a committed Christian, able to stand above denominational diversities.
• Attend and participate/lead in daily devotions and weekly Chapel services.
• Perform other duties as required.


Job Experience: No Requirements

Work Hours: 8

Level of Education: Postgraduate Degree

Job application procedure

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