Office Assistant at Search for Common Ground (SFCG)

Position Summary

• An Office Assistant who will work closely with the Admin and Logistics Coordinator to ensure the cleanliness and effective maintenance of the SFCG Office premises.

Roles and Responsibilities

• Monthly stock recording and ensuring adequate stock supplies around the office as needed
• Sort and deliver office mail
• Assist with conference room scheduling and maintenance, including setting up of tables and chairs for meetings
• General administrative tasks like filing, scanning, photocopying, faxing and answering phones
• Welcome guest and visitors at the reception
• Keep tab of clock in-and-out book
• Identify key administrative and housekeeping challenges and raise the challenge with supervisor
• Purchase of office supplies and diesel for generator
• Ensure that office equipment are kept in good condition
• Assist with procurement and purchases
• Help coordinate package delivery and pick-ups
• Provide logistical support for meetings and conferences on-site and off-site

As job descriptions cannot be exhaustive, the position holder may be required to undertake other duties that are broadly in line with the above key duties.

Qualifications  
Education:

• Bachelor's degree in a relevant field such as Office Administration, English or related field.

Required Experience:

• At least one (1) year experience in an Office Assistant/Administrative Assistant position with responsibilities as described above.
• Experience working in an NGO
• Ability to write clearly and help with word processing when necessary.
• Warm personality with strong communication skills.
• Ability to work well under limited supervision.
• Proven experience as a back office assistant, office assistant, virtual assistant or in another relevant administrative role
• Experience with managing the logistical aspects of workshops, training courses or meetings, including assistance with arranging for the travel, lodging, and registration of participants is an advantage.
• Working knowledge of office equipment
• Thorough understanding of office management procedures
• Excellent organizational and time management skills
• Analytical abilities and aptitude in problem-solving
• Proficiency in google suites, MS Word, spreadsheet, word processing, and electronic mail; Microsoft Office Suite preferred

Other Relevant Requirements:

• Demonstrate integrity and promote SFCG values and ethical standards;
• Promote the vision, mission, and strategic objectives of SFCG;
• Demonstrate capacity to adapt to a multi-cultural context, and tolerance and respect to issues related to gender, religion, race and nationality;
• Expertise in developing concept notes and proposal for different donors;
• Treats all people fairly without favouritism and solves problems in collaborative ways.