Office Assistant/Cleaner GiveDirectly (GD)

Position Overview
The office assistant provides office services by implementing administrative systems, procedures, and policies, and monitoring administrative projects at the field level.
Reports to: Office and Procurement Associate.

Please note that this role is not a remote role. It is a purely office-based role.

Job Responsibilities:
Office Management:
• Welcome visitors by greeting them, in person or on the telephone; answering or referring inquiries.
• Clean and ensure a hygienic, dust-free, and organized office environment
• Mann the reception and ensure its, clean, and presentable at all times
• Receive and dispatch parcels; forward received parcels accordingly
• Ensure general upkeep and maintenance by overseeing general repairs and ground keeping at the field office
• Assist with printing, photocopying, and running errands.

Travel and Logistics:
• Provide management team with travel and administrative support.
• Assist with planning and setup of team events and meetings including scoping out venues and ordering food
• Liaise with outsourced vehicle Hire Company and ensure field transport is available as and when needed.
• Ensure outsourced guards are deployed at the guard posts on time.
• Implement the December holiday shutdown protocol and carry out security spot checks.

Procurement and Inventory management:
• Make budgets for monthly office supplies and requests for procurement.
• Maintain a stock record of all office supplies and internal inventory at the field level
• In consultation with the Office and Procurement Associate, action out all repair and maintenance of office and staff equipment
• Carry out an assessment of field and office equipment and make replacement recommendations for office equipment and inventory
• Receive and distribute equipment to staff and ensure staff acknowledgment
• Remit miscellaneous payments to vendors and staff as necessary and submit all invoices above petty cash limit to the office administrator for processing
• Maintain petty cash tracker and accountability for all field office expenses
• Maintain relationships with vendors at the field office level
• Participate in the end-of-year physical assets verification and generate assets report.

Desired Qualifications:
• UACE (A Level) Certificate
• Proficiency with MS Excel and Word
• Exceptional organizational skills and attention to detail
• Strong ownership mind-mindset, ability to work in a self-directed manner
• Fluency in English
• Previous experience in office administration and procurement is a plus