Job Responsibilities

• A. Office administration and logistics support 
• Support the day-to-day organisation of the office and facilities (meeting rooms, shared areas) to ensure they are well maintained and available when required. 
• Support logistics and administration for office/project activities (meetings, workshops, trainings, conferences), including venues, materials, refreshments and participant logistics, under supervision. 
• Follow up on office-related service needs (e.g., cleaning, maintenance, electricians, plumbers) and track requests until completion. 
• Record and distribute incoming and outgoing correspondence, including faxes, e-mails, parcels and hand delivered messages and monitor responses 
• Carry out translations upon request 
• Schedule drivers’ duty and allocate vehicles 
• Report damages of office equipment and organise and follow-up its maintenance and repair 
• Manage and maintain the guesthouse, ensuring it is clean, safe, fully equipped, and operational at all times (inventory control, minor repairs follow-up, service providers coordination, and check-in/check-out arrangements). 
• B. Procurement support and office supplies 
• Support procurement processes by collecting quotations, preparing RFQs, comparing offers, and supporting filing and documentation, under the guidance of the responsible focal point. 
• Monitor availability of office supplies, spare parts and consumables (e.g., stationery, printer supplies) and organise timely replenishment in coordination with supervisor and Finance. 
• Follow up with suppliers/service providers on delivery timelines and outstanding items, keep internal requesters informed when required. 
• C. Travel, visitors and permits 
• Support travel bookings and arrangements (hotel reservations, local transport, itineraries) in line with internal procedures. 
• Support accommodation and local transport arrangements for visitors when requested. 
• Support visa, residency permit and similar processes (document collection, appointments, follow-up) in coordination with HR/Admin 
• D. Assets, inventory and basic IT/equipment support 
• Maintain and regularly update inventory and asset lists, support tagging, handover forms and periodic physical checks. 
• Support basic office equipment and IT arrangements (computers, printers, internet devices)  
• Support organisation and upkeep of storage areas and basic logistical arrangements. 
• E. Finance and payments support 
• Support the payment of small bills (petty cash / minor office expenses) in coordination with the Finance Department, ensuring receipts are collected, documented, and filed. 
• Support the scanning, archiving, preparation of documents for signature and other similar tasks upon request of senior finance officer.