Office Assistant at Breakthrough ACTION

Assignment Length: 4 years, dependent on funding
Reporting to: Finance and Administration Manager

Responsibilities

• Manage the Front Desk and provide receptionist services:
  • Answer telephone and transfer to appropriate staff member.
  • Meet and greet visitors in a courteous manner.
  • Open, date stamp, register and distribute all general correspondence.
  • Send and receive mail.
  • Respond to routine correspondence and requests for information.
• Perform general clerical duties to include photocopying, faxing, mailing and filling.
• Sign for and distribute Fed Ex/Airborne packages; receive goods from vendors and other service providers.
• Provide administrative support to the Finance and Administration Manager in managing requisitions and updating BIN cards.
• Supervise the contract janitor daily to ensure that the office environment is thoroughly cleaned and made conducive for staff to carry out their duties.
• Monitor and maintain office supply inventory and stock kitchen and cleaning materials.
• Provide logistics support for workshops, trainings and meetings.
• Operate office equipment and assist staff with photocopying and binding of documents as needed.
• Assume dispatch duties and perform errands that assist daily functions as needed.
• Manage petty cash.
• Other duties as assigned.

Qualifications

• Ordinary National Diploma.
• Good oral and written English.
• Minimum 2 years work experience.
• Previous administrative experience in an office setting required.
• Strong computer and internet skills including familiarity with Microsoft Word and Excel and other commonly used software. Access Database skills would be a plus.
• Strong organizational skills, record keeping, and attention to detail.
• Displays maturity, discretion, enthusiasm, and a positive attitude.
• Ability to work independently, establish priorities, and manage workload.