Job Title: | Office Assistant II |
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Operating Unit: | Finance & Accounts Department |
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Reporting To: | Director, Finance & Accounts Department |
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Direct Reports: | |
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Job Grade: | 6 | |
Job Code: | CSS/FIN/03 | |
Duty Station: | Head Office | |
Purpose of the Job:
To contribute to the efficiency of the overall duties of the department office by (i) providing effective secretarial and administrative services;(ii) providing hospitable services to guests and visitors; and (iii) maintaining and updating both hard and soft copy documents.
Main Duties and Responsibilities
Perform all secretarial and administrative duties of the department Office;
Writing letters, reports and other documents
Handling incoming & outgoing calls, information & disseminate timely & accurately.
Managing filing system & keep their confidentiality.
Follow and ensure the availability of office material/equipment.
Prepare minutes of the meeting information.
Record incoming and outgoing letters and extend to the appropriate person.
Handle organizational and clerical support tasks.
Confirm letters are signed & fulfill other requirements before receiving them.
Confirm letters are signed & fulfill other requirements before disseminating them.
Inform meeting schedule to participants as found if necessary.
Keep office material/equipment properly.
Receive and help office visitors/customers.
Performing general office clerk duties.
Coordinating events as necessary.
Performing other related duties as required.
Generic Duties
Keep immediate supervisor informed with regular detailed and accurate work reports on progress and challenges
Take self-initiative to develop competence and improve performance
Develop individual performance plan; Implement feedbacks received by immediate supervisor during performance evaluations
Perform other related duties as assigned by the immediate supervisor
Qualification:
Education: Diploma/Level IV and CoC in Administrative service Management/Secretary Science and Office Management
Experience\: 4 years of relevant experience
Core Competencies:
Team Work
Communication &relationships
Learning & Growth
Customer Satisfaction
Integrity