Office Assistant at Development Exchange Centre (DEC)

Background

• As part of its strategy and supported by Bread for the World-Germany (BftW), DEC will be implementing a 42-month project- “Small Scale Project Fund for Community Based Organizations (CBOs)”- with an overall goal of enhancing local organization’s capacities for sustainable development.
• The project aims to support CBOs by strengthening their systems and structures for organizational development, growth and sustainability; and support existing formal and informal CBOs working in selected sectors to implement their self-determined projects by providing technical and material resources.

Job Summary

• We are looking for an office assistant to take care of our office space and carry out cleaning, maintenance, and secretarial duties.
• S/he will ensure the cleanliness and safety of the office area and environment.
• S/he will also provide support for basic administration management, such as procurement and purchases.

Essential Job Responsibilities

• Perform administration and secretarial functions.
• Receive partners, guests and attend to them.
• Assist in preparing for meetings (setting up venue, accommodation, and other required logistics).
• Document and file minutes of meetings.
• Perform general cleaning functions including removal of cobwebs as required and maintenance of the whole office.
• Maintain and clean all cleaning equipment utilized.
• Accountable for all equipment and consumables entrusted to him/her.
• Be willing to take on new roles and tasks as needed and assigned.
• Notify the DEC-Admin Officer of occurring deficiencies or needs for repairs.
• Dust furniture, equipment, partitions, walls, windows etc. daily and weekly.
• Clean and disinfect sink, countertops, doors, floors, toilets, mirrors, tables, chairs, refrigerators, microwaves etc. in restrooms, offices, and kitchenette regularly.
• Sweep, mop, and/or hand scrub floors using brooms, mop daily.
• Empty trash cans and recyclables into disposal areas.
• Ensure adequate supplies within the facility.
• Replenish supplies in restrooms and kitchenette.
• Assist in the procurement process.
• Ensure timely purchase of supplies needed at the office.
• Identify, monitor, and report potential safety or maintenance issues and communicate them to the Administration Officer immediately.
• Comply with all safety policies and procedures relating to performance tasks, use of products and supplies.
• Early arrival to work to perform services to established standards and ensure office facility is locked and secured daily after work.
• Any other general administrative duties as will be assigned.

Qualifications

• Minimum of OND / NCE.
• Minimum of 1 year in a related role.
• Basic knowledge of administrative processes.
• Basic computer knowledge/literacy (Microsoft Office, email, etc).
• Ability to communicate (speak, listen, read & write) in English language is required for this role.
• Agility and Stamina to work long hours.
• Smart, Neat with good communication skills.
• Ability to work flexible hours.
• Advanced knowledge of cleaning processes.
• Well-organized.
• Ability to work successfully in a cross-cultural, team-based environment.

General Specification:

This includes and not limited to:

• Punctuality.
• Good team player.
• Proactive; flexible approach to change.
• Client-focused; attention to detail.
• Professional approach.
• Enthusiasm for the role.

Others:

• Be honest and trustworthy.
• Be respectful.
• Possess cultural awareness and sensitivity.
• Be flexible.
• Demonstrate sound work ethics.