The Office Assistant (OA) will be under supervision of the Executive Assistant (EA) who is responsible for technical and professional development and performance evaluation of the OA. The OA is an integral part of the Haiti Country Office Administration team. Under the supervision of the EA, the incumbent is responsible for:
Duties and Accountabilities
Perform receptionist functions including welcoming visitors guiding and giving them appropriate information, sorting and distributing incoming letters, answering telephones and any other tasks related to the reception, assisting in maintaining unit files in Share point, photocopying, delivering urgent mails/messages, and managing the pouch system, handling courier services, etc.
Perform office functions, such as assisting in the preparation of short documents, memos, letters, and electronic mail.
Record incoming mails, following up outgoing mails.
Maintain/update regularly a data base of CO contact list and a CO Directory list, including ministries, UN agencies, hospitals, hotels, international organizations, embassies, etc. and arrange for its distribution at regular intervals.
Prepare a table of all missions (incoming, outgoing).
Back-up other ACS in routine office functions, as required.
Work implies frequent interaction with other colleagues in Haiti Country Office, visiting missions and Counterpart staff as well as external clients.
Update visitors list.
Perform other tasks as requested by the Supervisor.
Prepare all printing and binding onsite for events and workshops.
Contribute to keeping good and warm work environment as well as good presentation of Haiti Country Office Reception.
Selection Criteria
At least the level of high school diploma in administration, secretariat, business administration with 3 years of experience, preferable in a similar position or equivalent combination of education and experience.
Demonstrate strong interpersonal skills and commitment to work in a team – oriented, in a multi-disciplinary within a matrix management environment and ability to interact tactfully and affectively with staff at all levels.
Sound organizational skills and ability to prioritize and deliver assignments as required and ability to work under pressure and to meet tight deadlines.
Demonstrated organizational skills, resourcefulness, effective time management and ability to handle confidential information.
Ability to pass relevant Bank Group tests as required.
Excellent verbal and written communication skills in French. A good command of English and work experience in development organization would be an advantage.
Excellent phone etiquette, coupled phone calls/messages, ensuring they are routed in a timely manner to the proper source.
Basic knowledge of office equipment.
Organizational skills with the ability to work effectively under pressure, handling concurrent activities simultaneously to meet deadlines.
Resourceful and proactive.
Excellent teamwork/collaboration skills and recognized ability to work effectively in a reciprocal environment.
