Office and Facility Assistant at the Policy Innovation Centre (PIC)

Job Title: Office and Facility Assistant

Activities

• 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.
• 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.
• 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.

Candidate Profile

• 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.

Application Instructions:

The application deadline is 24th October 2024. Therefore qualified and interested candidates should send their CV on no more than 2 A4 pages (Minimum font size 10) and an accompanying covering letter of no more than 2 pages (Minimum font size 10) answering the following questions; What is your motivation for wanting to join the PIC? and What are the top three key attributes you would bring to the PIC? to: [email protected] with the Job Title as the Subject of the mail.

Note

• Equal employment opportunity statement: PIC is an equal employment employer. We do not engage in practices that discriminate against any person employed or seeking employment based on race, colour, religion, gender, disability, national or ethnic origin, age, marital status, genetic information, or any other status or characteristic protected under applicable laws..
• Only qualified candidates will be contacted.
• The company may be unable to notify every applicant of the result of their application. If you have therefore not been contacted within 8 weeks of the closing date, then you should assume that your application has been unsuccessful. However, we may retain your data and contact you for future openings that match your skills and competencies.