Office Assistant at Oxfam

OBJECTIVE OF THE POSITION

• The Office Assistant will be responsible for providing front desk, administrative, clerical, and office support services to ensure effective and efficient operations of the EU-SUSI Project Office in Kebbi State. The role will support reception duties, manage office cleanliness, handle guest reception, assist with logistics, and ensure proper maintenance of office facilities, supplies, and documentation.

KEY RESPONSIBILITIES

Front Desk & Reception Duties

• Serve as the first point of contact for visitors, staff, and partners entering the project office.
• Receive, welcome, and direct visitors appropriately, ensuring compliance with office security and safety procedures.
• Manage the reception area to ensure it is clean, organized, and professional at all times.
• Answer and route incoming calls, take messages, and respond to basic office inquiries

Administrative & Clerical Support

• Support administrative tasks such as photocopying, scanning, filing, and binding of documents.
• Maintain proper filing and documentation systems (both physical and digital).
• Support the preparation of meeting rooms, training venues, and office spaces for team activities.
• Manage incoming and outgoing correspondence, including mail and courier deliveries.
• Assist in updating office notice boards and maintaining information displays

Office Maintenance & Facility Management

• Ensure daily office cleanliness and coordination with cleaning support staff/vendors.
• Monitor office supplies (stationery, kitchen supplies, cleaning materials) and report replenishment needs.
• Assist with the maintenance of office equipment such as printers, copiers, and scanners.
• Regularly inspect office spaces to ensure they meet safety, hygiene, and functionality standards.

Logistics & Operational Support

• Support travel logistics including hotel reservations, airport picks/drop-offs, and meeting arrangements.
• Assist in preparing refreshments during meetings, trainings, and official engagements.
• Support the arrangement of workshops or training events when required.
• Assist staff in disseminating memos, communications, and administrative updates.

Guest & Staff Support

• Facilitate proper documentation of staff movement and visitor registers.
• Provide administrative support to Kebbi-based project staff as required.
• Support new staff onboarding by ensuring workstations are prepared and orientation materials are available.

Compliance & Other Duties

• Ensure adherence to Oxfam’s administrative, safety, and security procedures at all times.
• Uphold Oxfam’s values, safeguarding standards, and code of conduct.
• Perform any other related duties assigned by the supervisor to support smooth operations

WHO ARE WE LOOKING FOR?

Education

• Minimum of OND/NCE in Office Administration, Secretarial Studies, Business Administration, Public Administration, or related field.

Experience & Skills

• Minimum of 1-2 years of administrative or front desk experience, preferably in an NGO, development project, or corporate office.
• Experience in customer service, hospitality, or clerical roles.
• Strong communication and interpersonal skills.
• Good command of spoken and written English; knowledge of Hausa is an added advantage.
• Excellent organizational and multitasking abilities.
• Proficiency in MS Office (Word, Excel, Outlook).
• Professional appearance and customer-friendly attitude.
• Ability to maintain confidentiality and professionalism.
• Strong attention to detail and time management.

Competency

• Influencing: To engage with diverse stakeholders in a way that leads to increased impact for the organization. To spot opportunities to influence effectively and where there are no opportunities, to have the ability to create them in a respectful and impactful manner.
• Self-Awareness: To develop a high degree of self-awareness around your own strengths and weaknesses and your impact on others. Our self-awareness enables us to moderate and self-regulate our behaviors to control and channel our impulses for good purposes.
• Humility: To put ‘we’ before ‘me’ and place an emphasis on the power of the collective, nurture the team and play to the strengths of everyone. we are not concerned with hierarchical power, and we engage with, trust and value the knowledge and expertise of others across all levels of the organization.