Office Support Assistant

Organizational Setting

This position is located in the work unit in the Country Office (CO – Suva). 

Main Purpose

• As a team member, the incumbent provides a variety of general office support services, completing a range of standard support tasks in an efficient, effective and client-oriented manner. Such tasks contribute to the timely and effective functioning of business operations and may encompass duties related to correspondence preparation, document preparation, database maintenance, meetings support, travel, registry and/or mail services. The incumbent is required to use standard office equipment and the enterprise resource planning (ERP) system to process transactions. Work is governed by established rules, regulations, policies, procedures and guidelines governing operational areas.
• The position works under the supervision of the Operations Officer. Supervision received is focused on the quality and timeliness of the delivery of work assignments. The incumbent works with some degree of operational independence in performing the day-to-day work and consults the supervisor for guidance on non-standard issues.

Working Relationships

• Internal contacts are with staff in the work unit or related programmes to obtain, provide or clarify information on matters related to specific assignments and to relay instructions from the supervisor. 
• External contacts are primarily with visitors/callers to the Office, meeting participants and/or external service providers to follow up on routine matters, exchange information or direct them to the appropriate person.

Key Duties and Responsibilities

• Provide a range of support services in the areas of general office administration, finance and/or HR that contribute to the timely delivery of business operations in accordance with applicable standards.
• Draft and prepare standard correspondence and other materials on own initiative or from instructions, ensuring clarity of content and compliance with applicable standards and finalize for signature. Prepare draft translations of correspondence and other documents. Word process and format in final form a variety of documents.
• Maintain and update databases. Input data and process routine administrative actions in the enterprise resource planning (ERP) system related to leave entitlements, contracts, purchase orders, payments processing, and/or travel.
• Provide support for the official travel of staff, including for travel and accommodation arrangements, security clearances, visa requirements and transportation of personal effects.
• Provide support for meetings and events, including processing administrative actions in the enterprise resource planning (ERP) system, preparing and distributing invitation letters, agendas and other materials, arranging meeting facilities and equipment, making travel arrangements, preparing routine cost estimates and providing support and information to participants on matters of a routine nature.
• Register and route mail, correspondence and other documents. Process outgoing mail ensuring most appropriate method in terms of postal rates and regulations. Maintain and organize filing systems for correspondence, documents, publications and/or reference materials. Plan and coordinate the activities of the Office’s registry as required.
• Respond to routine telephone, email and in-person inquiries or refer to appropriate contact/unit. Supply readily available information from office files and databases. Receive and direct visitors and arrange appointments.
• Maintain and update inventories of office supplies. Ensure stocks are adequate and order supplies in a timely manner. Keep stockroom in order.
• Keep abreast of changes to relevant operational rules, regulations, policies, procedures, guidelines and processes and share information with concerned parties.
• Perform other relevant duties as assigned.
• optional section (only if needed)

Minimum Requirements

Education

• Completion of secondary school education.

Experience

• Minimum of four years of general administration and office support work experience.

Languages

• Excellent command of an official language (English, French, Spanish) of the Organization.  Working knowledge of another official language of the Organization or an official national language of the duty station.

Source: https://jobs.ilo.org/job/Suva-Office-Support-Assistant/1092463301/