Office Services Assistant (GMG/AM 2)

Key Responsibilities

Provide Office Services to Department and Units so support staff in the effective and efficient discharge of their core functions 

• Requests acted on and work orders for the provision of workspaces for FID staff effectively managed (workstations, furniture, voice, data, applications) as a result of staff additions, relocations etc.; 
• Oversees the daily maintenance of offices and other staff facilities and maintains effective communication with janitorial service providers on routine and emergency maintenance service issues; 
• Books meeting rooms and associated services within the Department and ensures that customer expectations are met concerning arrangements for meetings/functions conducted by the Department; 
• Issues items from inventory based on approved requisitions; 
• Maintains inventory for stationery, printing, cleaning supplies, first aid and toiletries etc. Notifies when re-order points have been reached and prepares requisitions to replenish stocks and ensures that adequate supplies are available at FID facilities; 
• Monitors the usage and maintenance copiers and scanners at the Department’s facilities;
• Receives office supplies from suppliers, ensures that receipts comply with purchase orders, produces goods received notes for signature by delivery agents and arranges for the items to be delivered to an internal customer or taken into storage; 
• Promptly notifies Supervisor and Procurement Section of any discrepancies between goods received and purchase orders; 
• Takes the physical inventory services items held in inventory on a cycle count basis and enters the physical counts against the book stock; 
• Performs performance self-assessment and arrives at a consensus with Manager on tasks and targets, development goals and overall performance; 
• Maintains effective working relationships with external and internal stakeholders to ensure that the Unit provides a consistently high level of service to them; 
• Notifies supervisor of any loss, deficiency, damage or destruction of Government assets;
• Fills in as the relief receptionist; 
• Updates records on a daily/weekly basis. 

Required Knowledge, Skills and Competencies

Core 

• Flexibility & Adaptability 
• Problem Solving & Critical Thinking 
• Stewardship Responsibility & Accountability 
• Communication 
• Teamwork 
• Emotional Intelligence 
• Relationship Building & Networking 
• Innovative Thinking 
• Results-Oriented 

Knowledge 

• Proficiency in the use of computer applications including Microsoft Office
• Specific knowledge using Microsoft Outlook for meeting planning would be a definite advantage 
• Excellent oral and written communication skills; 
• Some experience using an IT-based accounting and inventory management application would be an asset 
• Excellent Customer Service 

Minimum Required Qualification and Experience

• Certificate in Management Studies, Hotel Administration/Office Administration or a related field. 
• A minimum of two (2) years of work experience in a related area. 
• Some experience in event planning. 
• Experience in office administration 

Special Conditions Associated with the Job:

• The flexibility of work hours, which may require extended hours. 
• Must possess and maintain good physical abilities to perform in functional areas.
• Critical deadlines for completion of projects. 
• May be required to work on weekends and public holidays.

Please note that only shortlisted applicants will be contacted.