Office Assistance

Job Summary

Under the direction of the zonal branch head, the office assistant performs the office management and secretarial duties of the office assigned to; assists superior with organizing meetings and handling the overall routine administrative matters, transcribes audiovisual materials; types manuscripts and documents as needed, proofreads same for accuracy; drafts routine letters and correspondences; scans documents and other materials directs work instructions, feedbacks and directives given by superior to work units and individuals and follows up their statuses; carries out reception duties of the office.

III. Specific Duties and Responsibilities

• Organizes the Office of regional Zone Branch; assists the zonal branch head with organizing meetings and assist the overall affairs of the branch;
• performs the office management and secretarial duties of the zonal branch;
• assists zonal branch head with organizing meetings and handling the overall affairs of the branch;
• Takes charge of and performs accordingly the office management and secretarial duties of the zonal branch;
• Transcribes audiovisual materials; types manuscripts and documents as needed, proofreads same for accuracy; drafts routine letters and correspondences; scans documents and other materials and compiles reports as instructed by zonal branch head;
• Handles routine administrative office matters of zonal branch head;
• Assist the zonal branch head in directing of work instructions, feedbacks and directives to work units and individuals given by zonal branch head and follows up their statuses;
• Carries out reception duties of superior’s office hospitably and courteously;
• Makes appointments with zonal branch head and reminds him/her when they are due;
• Deals with inquiries and answers and makes telephone calls of the branch;
• Receives, sorts and routes incoming mails, faxes, official e-mails and other messages;
• keeps a logbook and track of incoming and outgoing letters and correspondences of the branch;
• Classifies and codifies documents for proper filing and keeps same safely and in proper order; ensures the confidentiality of the same when so required;
• Operates and cares for faxing, word processing, printing, reproducing, computing and other pieces of equipment of the branch office;
• Organizes documents of the Office and keeps on file for easy reference;
• Organizes, arranges and schedules regular and extraordinary meetings and discussions to be held with superior; takes minutes of meetings and gets same duly signed by participants;
• Requests office supplies and makes proper use of the same;
• Ensures that the branch office is properly furnished, arranged and kept clean;
• Performs other related duties and responsibilities of the branch office as assigned by the zonal branch head.

Gross Salary: 12,722.00, and no other additional benefit package

Terms of Employment: Permanent

Work Unit: Office of Zonal Coordination office

Reports to: Zonal branch head

Employment Type: Full time

Number of people required: 1

Dead line: 20/02/25

IV. Job Specification

• First Degree in Office management, Management Information System/ Management, Business Administration/Secretarial Science and 2 years work experience