Office Assistant

JOB TITLE: Office Support Staff

TEAM/PROGRAMME: Support

Location: Port Loko

Grade: 7

Type of contract: Fixed term

CHILD SAFEGUARDING: (Select only one)

Level 3 – a CRB check (enhance level) or equivalent overseas police check will be required as the responsibilities of the post required that you have contact with children and young people either frequently (once a week or more) or intensively (four days in one month or more or overnight).

ROLE PURPOSE:

To perform various clerical and basic function to enhance service delivery

Reports to: Project Manager

Budget responsibilities: none

KEY RESPONSIBILITIES

1. Process and deliver correspondence (envelopes, documents, etc.), both internally and externally in a timely manner; ensuring confidentiality is maintained as needed. Sort and distribute incoming mail and prepare outgoing mail

2. Ensure all documents are properly tracked using a logbook system.

3. Deliver messages and run errands as needed / requested. Help deliver payments for bills/invoices and obtain receipts for all payments made.

4. Compile, copy, sort and file documents as instructed. Maintain and update files and records as assigned, so they are easily accessible.

5. Perform receptionist duties when needed; ensure visitors are received and obtain important details (who they are; who they intend to see; etc.) prior to entering the office.

6. Support the HR/Admin officer to raise PR for stationaries and toiletries items for office use

7. Clean the office and its surroundings daily; and help ensure that office and cleaning supplies are always available; ensure electrical equipment is turned off when closing.

8. Clean dishes and cutlery used by the office; and ensure that they well kept in a secured place for staff use. Ensure that no food is left to waste or attract vermin.

9. Monitor the water dispensers in office and ensure there is always water available.

10. Ensure there is water and toiletries available in bathrooms.

11. Manage the admin and program stores as needed, ensuring all paperwork is completed properly, and issuing goods as needed and requested.

12. Assist with receiving goods and packing goods as needed.

13. Help with identifying and documenting needed repairs to office and/or equipment.

14. Carry out any other duties as assigned by the line manager.

Other duties and tasks

• Be aware of and comply with all relevant save the children policies and procedures with respect to child safeguarding, code of conduct, fraud, whistle blowing, health & safety, equal opportunities and other relevant policies.
  
• Undertake any training required to meet the objectives of the post
  
• Undertake any other duties of an equivalent nature as determined by Line manager, HR 7 admin Manager or the Senior coordinator
  
  SKILLS AND BEHAVIOUR (SCI Value in practice)
  
• Proven skills in computer (windows, Word, Excel)
  
• Good communication and interpersonal skills
  
• Self – motivated with the ability to meet deadlines
  
• Practical problem-solving skills in a difficult environment
  
• Ability to work in and promote a team environment/ concept
  
• Flexible and easily adaptable to change
  
• Sensitive to issues affecting children
  
• Committed to SCI’s child protection policy
  
  Accountability:
  
  
• Holds self-accountable for making decisions, managing resources efficiently. Achieving and role modeling save the children values.
  
• Holds the team and partners accountable to deliver on their responsibilities- giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when result is not achieved.
  
  Ambition
  
• Set ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourage their team to do the same
  
• Widely shares their person vision for save the children, engages and motivates others
  
• Future orientated, thinks strategically and on a global scale
  
  Collaboration
  
• Build and maintains effective relationships, with their team colleagues, Members and external partner and supporters
  
• Value diversity, sees it as a source of competitive strength
  
• Approachable, good listener, easy to talk to.
  
  Creativity
  
• Develops and encourages new and innovative solution
  
• Willing to take disciplinary risk
  
  Integrity
  
  Honest, encourages openness and transparency; demonstrate highest level of integrity.
  
  Minimum qualification
  
  1. Senior secondary school examination certificate
  
  2. Minimum 1-year experience in similar position preferably with an NGO.
  
  Key competence
  
  1. Effective communication (verbal and written) and ability to read and follow written and oral instructions
  
  2. Ability to work long hours including early mornings and evenings,
  
  3.Maintaining confidentiality of information obtained in the course of work.
  
  4. Demonstrated professional approach such as honesty, trust and loyalty