Office and Facility Assistant
1 month ago
Overview
- The Policy Innovation Centre PIC is seeking to employ an Office and Facility Assistant oversee reception services, manage office supplies, and maintain a clean, organised work environment.
- This role will also support procurement processes, ensuring the timely acquisition and verification of goods and services, while assisting with logistics for staff, meetings, and travel arrangements.
- The ideal candidate will have strong organisational skills and administrative experience to help maintain smooth office operations.
Job Responsibilities
- Manage the Front Desk and Reception Services
- Greet visitors in a courteous manner.
- Open, date-stamp, register, and distribute all general correspondence.
- Send and receive emails.
- Manage all dispatch duties, including signing off on FedEx/Airborne packages.
- Handle general clerical duties such as photocopying, mailing, and filing.
- Respond to routine correspondence and requests for information.
- Supervise contract janitors to ensure the office environment is clean and conducive for operations.
- Monitor and maintain office supply inventory.
- Operate office equipment and support staff with photocopying and binding of documents as needed.
Support Procurement Activities
- Assist in the procurement of goods and services in line with PIC and donor procurement rules and regulations.
- Verify the quality of goods and services based on outlined specifications.
- Receive goods and services from vendors and other service providers.
- Verify and process vendor invoices for payment.
- Maintain and update the inventory register.
- Support inventory verification processes.
Support Logistics for Staff and Office Operations
- Assist in coordinating travel logistics for staff, partners, and guests of PIC.
- Provide logistics support for workshops, trainings, and meetings.
- Help coordinate travel protocols for special guests of PIC.
- Ensure professional use of office equipment.
- Maintain a clean, orderly, and hygienic office environment.
Qualifications / Job Requirements
- Minimum OND or its equivalent in Administration
- Good oral and written English skills
- Minimum of 1 year of work experience
- Previous administrative experience in an office setting
- Strong computer and internet skills, including proficiency in Microsoft Word, Excel, and other commonly used software e.g., Access Database skills are a plus
- Strong organisational, analytical, and negotiation skills, with attention to detail and record-keeping abilities
- Display maturity, discretion, enthusiasm, and a positive attitude
- Ability to work independently, establish priorities, and manage workload.
Benefits
- Competitive salary and benefits package.
- Professional development opportunities.
- A supportive and collaborative working environment.
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