Office Assistance

Job summary

The responsibility of office assistant is to provide secretarial, clerical and administrative support to

ensure that services are provided in an effective and efficient manner. He/she will be responsible to arrange and facilitate travels, meetings and trainings. Providing data encoding and managing information and communication assigned to Departments effectively and efficiently by ensuring appropriate processes and system

Roles and Responsibilities

• Provide secretarial service: process letters and memorandums and keep files for all outgoing
• and incoming correspondences.
• Forwards information by receiving and distributing communications, collecting and mailing correspondence and copying information.
• Inspect office equipment (Fax, LCD, Scanner, Photocopy Machine and Printer) under custody by performing routine maintenance and completing preventive maintenance, calling for repairs and monitoring equipment operation
• Serve visitors and guests by answering questions, forwarding messages, confirming guests’ orders for accommodation and keeping guests informed the status.
• Ensure all department documents, agreements, reports etc… are maintained in both soft and hard copy
• Data encoding.
• Assist staff with administrative duties as requested.
• Maintain office filling and storage system.
• Schedule activities, meetings, and/or events; gather and/or collate data.
• Organize travel arrangement depending on needs.
• Monitor and maintain office supplies.
• Record and maintain minutes of staff meetings, management meetings, and other general meetings as required to expected standard.
• Enhances organization reputation by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to the organization accomplishments
• Welcome visitors by greeting them, in person or on the telephone; answering or referring inquiries. Be professional and pleasant while interacting with guests.
• Receive packages, deliveries, and letters. Schedule deliveries and follow up on missing or late deliveries.
• Regularly check and sort company emails.
• Keep an inventory of office supplies and ensure it is always stocked. Have an overview of the office expenses and costs.
• Maintain a filing system of all required Front desk documents.
• Maintain a visitor log book.
• Help make travel arrangements, accommodation, or any other administrative help requested by departments.
• Assist in other related tasks assigned by the manager

Working place; West Showa Zone , Ginchi Town.