Office Assistant/Administration Assistant

Job Description

Key performance area

Acts as a primary liaison to communicate with various stakeholders on issues and problems to ensure a safe and effective office (i.e., mechanical systems, security, etc.); serves as the primary point of contact for staff concerns related to the department.
Ensures appropriate documentation is shared and filed with the department director on all correspondence made with all stakeholders.
Handles routine administrative matters of the humanitarian supply chain director’s Office;
Communicates work instructions, feedback, and directives given by the director to divisions of the department, individuals, and follows up their status
Provides administrative support in facilitating the department activities and the staff.
Assist the department’s overall activities to ensure the function is sufficiently covered at all times.
Makes appointments with internal and external customers on behalf of the department and reminds him/her when they are due
Transcribes audiovisual materials; types manuscripts and documents as needed proofreads same for accuracy; drafts routine letters and correspondences; scans documents and other materials and compiles reports as instructed by the department director;
Summarizes reports directed to the department director and presents the same on time as instructed
Organize day-to-day office operations and procedures, including transportation, warehousing, purchasing and maintaining office supplies, and mailing and documentation.
Assist in organizing, arranging, and scheduling regular and extraordinary meetings and discussions to be held with the department director and different stakeholders; takes minutes of meetings and gets the same duly signed by participants
Assist in coordinating workspaces and work with the department work units to plan and execute activities of the department to enhance smooth communication and productivity.
Oversees the coordination of the department’s work units to ensure the integration of activities for better performance and creating a good team spirit
Ensures that the Office of the department and work units within the department is properly furnished, arranged, and kept clean
Closely follow up the work progress of the procurement, warehouse, and transport divisions weekly/monthly plan performance and report to the director
Summarizes reports directed to the department director and presents same on time as instructed
Classifies and codifies all incoming documents going documents/letters/ electronic mails and properly file the same
Manage incoming and outgoing documents, prepare reports; track office-related spending.
Performs other related duties and responsibilities of the office as assigned by the humanitarian supply chain director.About You
Qualification Requirements:

First degree/Diploma in Management, Management Information Systems, Office Management, and Secretarial Science
4/6 years of experience in office management and administrative support.