Office Assistant

Job Description

Title: Office Assistant

Company Name: Pathfinder International

Vacancy: Not specific

Job Location: Sylhet

Employment Status: Full-time

Educational Requirements:
∎ HSC or equivalent

Experience Requirements:
∎ At least 2 year(s)

Job Context:
∎ Reports to:
∎ Regional Program Manager
∎ Classification: Regular Full-time (Sylhet)
∎ Grade Level:
∎ Directs: None
∎ Summary: Provides general office maintenance and administrative support to the office facility. Maintains the professional appearance and safety of the office space and ensures that office service functions operate effectively and efficiently. Manages all inbound and outbound mailing and shipping of packages, provides back-up reception coverage, and assists with general administrative services as needed.
∎ The position is assigned to Pathfinder`s Accelerating Universal Access to Family Planning (AUAFP) project in Bangladesh. AUAFP is a five year multi-million dollar project funded by USAID. The project aims to strengthen and expand access to quality family planning services through a collaborative health system capacity building partnership with the government of Bangladesh, specifically through a flexible implementation model led in partnership with the Ministry of Health and Family Welfare, including the National Institute of Population Research and Training, the Directorate General of Family Planning, and the Directorate General of Health Services.
∎ Other Information:
∎ Travel required (Less than 10%)
∎ Uses cellular and desk phone; laptop or desktop computer; drill, saw and hammer; paint rollers; moving equipment
∎ Exposure to cleaning chemicals; use of cleaning supplies

Job Responsibilities:
∎ Facility Appearance and Cleanliness: Performs daily inspections of the public areas including conference rooms, kitchen, supply areas, lobby and hallways to ensure adherence to appearance standards and cleanliness. Places or stores furnishings and cleans areas as required. Maintains storage spaces in neat and efficient manner.
∎ Equipment Operations and Supplies: Troubleshoots equipment issues such as printer or copier paper jams and toner replacement. Schedules equipment maintenance when necessary. Keeps each printer station, copier, water cooler and the kitchen stocked with supplies.
∎ Files, Mail and Courier Services: Manages inbound and outbound shipping of mail and packages, including packaging, preparing mailing labels, stamping, mail and package distribution, and logging deliveries. Maintains postage meter. Maintains information on overnight and courier services, including rates, pickup/delivery times. Files, copies, scans, and faxes documents.
∎ Office Moves and Room-Set Up: Moves furniture and hangs artwork and accessories. Sets furniture up for meetings and dining. Coordinates and completes office moves.
∎ Repairs: Patches and paints drywall when needed.
∎ Inventory Control: Orders, receives, stores, and maintains supplies. Audits and maintains asset list and tag new assets as they are received
∎ Records Retention: Ensures that documents are clearly labeled and have a person designated as responsible for the documents. Arranges for unwanted items to be disposed of in proper manner. Arranges for boxes to go to off-site storage or be retrieved from off-site storage.
∎ Systems Maintenance: Maintains asset tagging system and access badge system. Ensures that security system is appropriately enforced. Regularly updates electronic lists, including parking assignments and phone extensions.
∎ Reception and Customer Service: Greets visitors. Operates telephone switchboard for office facility. Ensures reception coverage during specified hours.
∎ Project Management and Participation: Leads, manages or participates in cross-functional project teams.

Additional Requirements:
∎ 2 years of related work experience.
∎ Prefer: Local person from Sylhet
∎ Minimally Required Job-Specific Competencies:
∎ Standard Office Equipment Operations: Advanced knowledge of telephone switchboard and standard office equipment, including fax, photocopying, postage, and binding machines.
∎ Office Systems: Ability to operate and maintain the office asset tagging system, access badge system, and security system.
∎ Mailroom Operations: Foundational knowledge of and ability to follow mailroom operations standards and guidelines.
∎ Mover Operations: Foundational knowledge of and ability to follow standards and guidelines when moving office furniture and boxes.
∎ Construction Services: Ability to complete drywall repair and painting.
∎ Inventory Control Procedures: Foundational knowledge of ordering, receiving and maintaining supplies.
∎ Records Retention: Ability to follow guidelines for organizing and maintaining documentation.
∎ Minimally Required Organizational Competencies:

∎ Languages: Proven ability to use local language and English language.
∎ Software Applications: Foundational knowledge of using MS Office software, including MS Word and MS Outlook.
∎ Communication: Advanced oral and written communication skills
∎ Sexual and Reproductive Health and Rights Services: Foundational knowledge of family planning and reproductive health principles, practices and services, including program strategies and indicators.
∎ Passion for Sexual and Reproductive Health: Demonstrated commitment to family planning, reproductive health services, gender, maternal, child health services, and eradication of harmful traditional practices
∎ Customer Service: Advanced customer service skills.
∎ Organization, Planning and Multi-tasking: Advanced organizational and planning skills, project planning and management skills. Proven ability to set priorities, meet deadlines and multi-task with minimal supervision.
∎ Self-Management and Teamwork: Ability to work independently or as a member of the team, ability to be detailed-oriented, and ability to manage stress effectively in a fast-pace environment.
∎ Matrix Management: Ability to thrive in a matrixed organization.

Job Source: Online Job Posting.

Application Deadline: 25 Dec 2021

Company Information:
∎ 12 Dec 2021
∎ Pathfinder International
∎ Business : Pathfinder is driven by the conviction that all people, regardless of where they live, have the right to decide whether and when to have children, to exist free from fear and stigma, and to lead the lives they choose.

Since 1957, we have partnered with local governments, communities, and health systems to remove barriers to critical sexual and reproductive health services. Together, we expand access to contraception, promote healthy pregnancies, save women’s lives, and stop the spread of new HIV infections, wherever the need is most urgent.

Our work ensures millions of women, men, and young people are able to choose their own paths forward. Change lives with us.

Category: NGO/Development

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