OFFICE ASSISTANT (M/W) – Expertise France in Liberia

Mission description OBJECTIVES: The Overall Objective is to contribute to increase the competitiveness, inclusivity and environmental sustainability of Cassava, Fisheries and aquaculture and wood processing value chains for enhanced decent job creation, economic growth, and competitiveness of Liberian MSMEs. The Action is aimed at addressing structural barriers to decent work opportunities for all Liberians, including Persons with Disabilities (PWDs), thereby facilitating their active involvement and contribution to Liberia’s Labour market. The Specific Objective (outcome) aims to ensure that MSMEs, with a focus on enterprises owned by women, youth and persons with disabilities, within the three targeted value chains increase their productivity and production quality so they can offer decent and inclusive job conditions while committing to environmental sustainability standards. INTERVENTION’S STRATEGIES: The Action will focus on the two main areas of intervention and the related challenges: private sector development and value chain development (Cassava, Aquaculture and Wood processing). The Action is financed by the European Union and will be co-implemented by Expertise France and the International Labour Organization (ILO). PURPOSE OF THE ROLE Under the supervision of the Head of Operations / Support Functions Manager, the Office Assistant contributes to the smooth daily administrative and logistical functioning of Expertise France’s Liberia Country Office. The Office Assistant is responsible in particular for: – Ensure collection and transmission of timesheets of local staff – Welcoming and directing visitors; – Receiving, registering, issuing and distributing incoming and outgoing correspondence; – Providing general administrative and secretarial support; – Monitoring visa and residence formalities for international staff; – Compiling and administratively tracking staff leave; – Managing office supplies and consumable stocks; – Organising and administratively monitoring international duty travel; – Supporting the organisation of meetings, training sessions, workshops and events. The Office Assistant provides reliable, courteous, organised and responsive support, in compliance with Expertise France’s internal procedures, internal-control requirements, confidentiality rules and applicable Liberian regulations. KEY RESPONSIBILITIES Reception and orientation of visitors The Office Assistant shall: Welcome visitors to the office in a courteous and professional manner; Identify visitors and confirm the purpose of their visit; Direct visitors to the appropriate staff member, department or project; Inform staff members of their visitors’ arrival; Maintain an up-to-date visitors’ register; Ensure compliance with office access and security procedures; Coordinate with security personnel regarding access to the premises; Provide visitors with relevant general administrative information without disclosing confidential information; Ensure that the reception area and meeting rooms are clean, accessible and properly prepared; Immediately report any incident, unusual behaviour or access-related difficulty to the appropriate person. Management of incoming and outgoing correspondence The Office Assistant ensures the proper organisation, traceability, circulation and filing of administrative correspondence. Incoming correspondence The Office Assistant shall: Receive physical and electronic correspondence addressed to the office; Verify essential information, including the sender, recipient, subject, date and attachments; Apply a receipt stamp and date of receipt where required; Record each item in the incoming correspondence register; Scan received documents and save them in the appropriate electronic folder; Promptly distribute incoming correspondence to the relevant staff members or departments; Obtain proof of internal delivery or acknowledgement of receipt where required; Identify correspondence requiring a response or specific action; Monitor deadlines and issue reminders as necessary; File and archive original documents in accordance with the office filing plan. Outgoing correspondence The Office Assistant shall: Prepare and format correspondence for review and signature; Verify that all required attachments and approvals are included; Assign references to outgoing correspondence in accordance with the applicable numbering system; Record the recipient, subject, date of issue and method of transmission; Arrange dispatch by email, postal service, courier or hand delivery; Retain proof of dispatch, acknowledgements of receipt and transmission slips; Archive an electronic copy and, where required, a physical copy of all outgoing correspondence. Required monitoring tools The Office Assistant shall maintain: An incoming correspondence register; An outgoing correspondence register; A monitoring table for correspondence requiring a response or action; An organised physical and electronic filing and archiving system. General secretarial and administrative support The Office Assistant provides day-to-day administrative support to management and office teams. The Office Assistant shall: Draft, format and proofread correspondence, notes, tables and administrative documents; Manage the line manager’s diary, appointments and meetings when requested; Prepare meeting rooms and required documentation; Prepare attendance lists and support the drafting of meeting minutes; Carry out photocopying, scanning, printing, binding and filing tasks; Update directories,

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