ABOUT THE POSITION

The Office Assistant will be supporting the overall FC Africa staff in day-to-day project and administrative activities such as in the implementation of project activities, procurement processes as well as logistical arrangements aiming to achieve a lucrative working process and environment for the office.

DUTIES AND RESPONSIBILITIES

Front Desk Management

• Greet and announce visitors in a professional manner
• Provide visitors with information and direct them accordingly
• Screen, answer phone calls and routing callers to the appropriate department or taking messages
• Receive incoming letters and correspondences and directing it to the concerned department
• Coordinating Courier to have letters, correspondences and items picked up from the office and to their designated areas

Clerical Support

• Coordinate and schedule appointments and meetings in addition to booking and arranging conference and meeting rooms
• Floor coordination – perform large scale fax, copy and scan jobs in addition to making sure of the upkeep of the machines and availability of paper.
• Issuing Letters, memoranda, reports and other correspondences and managing their filing systems

Administrative Support

• Monitor and manage the availability and distribution of office supplies, handling shortages and ordering new ones as necessary.
• Manage the procurement and inventory of office stationery to office operations.
• Organize travel bookings, accommodations and reservations for staff on business related field trips
• Prepare and submit per diem requests for travelling employees
• Manage petty cash transactions and maintain accurate financial and administrative records.
• Coordinate office events as necessary by managing office calendars and assisting in the event planning and implementation
• Assist in organizing office common spaces and ensuring the clean and organized maintenance of office kitchen, reception area, copy room, and conference room
• Coordinate the publication of vacancy announcements, RFPs, and bid notices on designated platforms.
• Coordinate with other departments to ensure compliance with established policies
• General administrative support and troubleshooting, assist in resolving office related malfunctions and respond to issues
• Support HR in shortlisting applicants by following the proper procedure
• Coordinating interviews – following up on the selected applicants to ensure they have the right time and date for interviews.
• Assist HR in collecting insurance receipts and liaising with the broker to submit claims and ensure timely reimbursement processing.

Reporting

The Office Assistant will report to the Office Administration and Procurement Manager

• Bachelor’s Degree in Business Management, or relevant Social Science studies from a recognized University/College with 2 years of work experience
• Strong command of English and Amharic,
• Good proficiency in Microsoft Office – significant experience with Word, Excel, PowerPoint, etc
• Excellent organizational and time-management skills
• Teamwork skills
• Excellent written and verbal communication skills
• Ability to maintain confidentiality of company information