Posted Aug 06, 2020
Responsible to: District Coordinator / Provincial Coordinator
Responsible for:
· File and data management
· Data entry and Recordkeeping
· Inventory management
Purpose of the Post:
To perform administrative tasks within the Team, enabling those supported, to be more effective. The specific responsibility is to provide overall support to district team in daily office matters.
Main Responsibilities:
· To provide kitchen groceries to cook for daily mess for employees
· Manage the reception area by responding to telephone calls, take messages and greeting visitors in the absence of Receptionist.
· Manage the system of postage and mails, and fax communications in the absence of Receptionist.
· To act as a Security focal point for the office.
· To look after the arrangements of internal and external meetings/workshops of Muslim Aid at district level.
· To assist the all departments in completion of their assignments e.g. Scanning, photocopies, fax etc.
· Assist in developing and maintaining assets inventory through proper tagging.
· Responsible in keeping records of cash handed over for general office maintenance and mess charges.
· Support all team members’ staff in assigned tasks
· Provision of stationary to all departments, monitoring and inserting of papers in photocopies
· Any other job-related assignment given by the line manager.
PERSON SPECIFICATION
[Office Assistant]
Knowledge and Experience
Essential/Desirable
Qualification(s)
a) Bachelor’s Degree in administration
b) D-COM/DBA or diploma in any other discipline
Essential
Desirable
Knowledge
c) Knowledge of maintaining records and databases.
d) Knowledge of inventory management
e) English, Urdu and local languages.
f) Knowledge of Fleet management
g) Knowledge of office management
Essential
Essential
Desirable
Desirable
Desirable
Experience
h) 2 Year with NGO or government or private sector
i) 1 Year experience as office assistant
j) Public dealing with adjustable approach
k) PR developing and maintaining
l) Computer literate, including MS office, database and/or spreadsheet use.
m) Capable of coordinating with contractor / transporters / vendors
Essential
Essential
Essential
Desirable
Desirable
Essential
Essential
Skills and Abilities
n) Computer handling
o) Excellent written and verbal communication skills
p) Proficiency in English writing and speaking skills
q) PR developing and maintaining
r) Planning and Coordination skills
s) Ability to work in and with a diverse team
t) Ability to negotiate with stakeholders
u) Ability to maintain supportive work environment
v) Ability to work regardless of working hours in emergencies and special tasks
Essential
Essential
Essential
Desirable
Essential
Essential
Essential
Essential
Desirable
Commitments
w) Commitment to Muslim Aid’s mission, visions and values.
x) Commitment to Muslim Aid’s ethos.
y) Commitment to equality of opportunity and diversity.
z) Hard working and self-motivated.
Essential
Essential
Essential
Essential
Job Details
Muslim Aid
Muslim Aid, an international relief and development agency working to alleviate the suffering among the worlds poorest and most needy communities regardless of race, creed or nationality across the globe.
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