Office and Facility Assistant at Policy Innovation Centre (PIC) Institute

Overview

• The Policy Innovation Centre (PIC) is seeking to employ an Office and Facility Assistant oversee reception services, manage office supplies, and maintain a clean, organised work environment.
• This role will also support procurement processes, ensuring the timely acquisition and verification of goods and services, while assisting with logistics for staff, meetings, and travel arrangements.
• The ideal candidate will have strong organisational skills and administrative experience to help maintain smooth office operations.

Job Responsibilities

• Manage the Front Desk and Reception Services
• Greet visitors in a courteous manner.
• Open, date-stamp, register, and distribute all general correspondence.
• Send and receive emails.
• Manage all dispatch duties, including signing off on FedEx/Airborne packages.
• Handle general clerical duties such as photocopying, mailing, and filing.
• Respond to routine correspondence and requests for information.
• Supervise contract janitors to ensure the office environment is clean and conducive for operations.
• Monitor and maintain office supply inventory.
• Operate office equipment and support staff with photocopying and binding of documents as needed.

Support Procurement Activities

• Assist in the procurement of goods and services in line with PIC and donor procurement rules and regulations.
• Verify the quality of goods and services based on outlined specifications.
• Receive goods and services from vendors and other service providers.
• Verify and process vendor invoices for payment.
• Maintain and update the inventory register.
• Support inventory verification processes.

Support Logistics for Staff and Office Operations

• Assist in coordinating travel logistics for staff, partners, and guests of PIC.
• Provide logistics support for workshops, trainings, and meetings.
• Help coordinate travel protocols for special guests of PIC.
• Ensure professional use of office equipment.
• Maintain a clean, orderly, and hygienic office environment.

Qualifications / Job Requirements

• Minimum OND or its equivalent in Administration
• Good oral and written English skills
• Minimum of 1 year of work experience
• Previous administrative experience in an office setting
• Strong computer and internet skills, including proficiency in Microsoft Word, Excel, and other commonly used software (e.g., Access Database skills are a plus)
• Strong organisational, analytical, and negotiation skills, with attention to detail and record-keeping abilities
• Display maturity, discretion, enthusiasm, and a positive attitude
• Ability to work independently, establish priorities, and manage workload.

Benefits

• Competitive salary and benefits package.
• Professional development opportunities.
• A supportive and collaborative working environment.