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Office Assistant

Our Client, an ICT company that prides itself in delivery of cost-effective future proof solutions, backed by exemplary customer service seeks to hire an Office assistant

JOB RESPONSIBILITIES

Being the office Assistant, you are Directly Accountable for;

 

1. Reception

Main Activities

  • ·         Answer general phone inquiries in a professional and courteous manner
  • ·         Direct phone inquiries to the appropriate staff member
  • ·         Reply to general information requests with the accurate information
  • ·         Greet visitors to the organization in a professional and friendly manner

 

2. Provide office support services

Main Activities

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  • ·         Receive, direct and relay telephone messages and fax messages
  • ·         Direct the general public to the appropriate staff member
  • ·         Pick up and deliver the mail
  • ·         Open and date stamp all general correspondence
  • ·         Maintain the general filing system and file all correspondence
  • ·         Assist in the planning and preparation of meetings, conferences and conference

Telephone calls

  • ·         Make preparations for management and executive meetings
  • ·         Maintain an adequate inventory of office supplies
  • ·         Respond to public inquiries
  • ·         Provide word-processing and secretarial support

 

3. Maintain office records

Main Activities

  • ·         Design filing systems
  • ·         Ensure filing systems are maintained and up to date
  • ·         Define procedures for record retention
  • ·         Ensure protection and security of files and records
  • ·         Ensure effective transfer of files and records
  • ·         Transfer and dispose records according to retention schedules and policies
  • ·         Ensure personnel files are up to date and secure

 

4. Maintain office efficiency

Main Activities

  • ·         Plan and implement office systems, layout and equipment procurement
  • ·         Maintain and replenish inventory
  • ·         Check stock to determine inventory levels
  • ·         Anticipate needed supplies
  • ·         Verify receipt of supply

 

5. Support the Chief Executive Officer and other staff

Main Activities

  • ·         Assist the Chief Executive Officer and other staff as requested
  • ·         Provide administrative services for the Chief Executive Officer

 

6. Related assignments

  • ·         Perform other related duties or assignment as directed.

 

ORGANIZATIONAL ALIGNMENT

  • Reports to the Office Administration Officer / human resources manager.

QUALIFICATIONS

Academic Qualifications

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  • ·         Diploma in Office Administration / Human Resource Management /  Business Management / 3 years Office Assistant Experience

Knowledge Requirement

  • ·         Knowledge of office administration & human resource management
  • ·         Ability to maintain a high level of accuracy in preparing and entering information

 

Skills Requirement

  • Excellent interpersonal skills
  • Team building skills
  • Analytical and problem solving skills
  • Decision making skills
  • Effective verbal and listening communications skills

Attention to detail and high level of accuracy

 

Qualified applicants to send their CVs and a duly filled form as attached and send both to [email protected] by 25th July 2012 as an attachment.

 

 

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