Office Assistant, Intern

Key Responsibilities

Office Supplies & Inventory Management:

• Monitor and maintain office supplies: Regularly check stock levels of stationery printer cartridges and other essentials. Create a system (e.g. weekly checklist) to avoid shortages.
• Ensure timely replenishment: Coordinate with vendors or procurement teams to order supplies before they run out.
• Assist in tracking inventory: Maintain an updated inventory log for all office items including furniture and equipment.
• Prepare requisition forms: Draft and submit purchase requests accurately and on time.

Filing & Documentation:

• Organize and maintain physical filing systems: Sort documents by category (e.g. finance HR operations) and label files clearly for quick access.
• Support in archiving documents: Follow organizational retention policies for storing or disposing of old records securely.

Communication Handling:

• Answer and direct incoming phone calls professionally: Use a courteous tone log messages and forward calls to the right person promptly.
• Manage incoming and outgoing correspondence: Sort and distribute mail track courier packages and ensure timely dispatch of letters and emails.

Meeting & Event Support:

• Assist in scheduling meetings: Coordinate calendars send invites and confirm attendance.
• Prepare agendas minutes and materials: Ensure all documents are ready before meetings and minutes are circulated afterward.
• Provide logistical support for events: Arrange venues catering equipment and handle registrations for workshops or staff activities.

General Administrative Support:

• Maintain a clean and organized office environment: Monitor shared spaces report maintenance issues and ensure tidiness.
• Perform other administrative tasks: Support supervisors with ad-hoc duties like data entry photocopying or assisting visitors..

Expected Deliverables

• A well-maintained inventory record and uninterrupted availability of office supplies.
• A structured filing system that allows easy retrieval and complies with company standards.
• Efficient communication flow within the office and accurate message handling.
• Smooth execution of meetings and events with all necessary resources in place.
• A professional and welcoming office environment.
• Effective support for meetings events and day-to-day office operations.

Qualifications :

• Currently pursuing or recently completed a Diploma or bachelors degree in business administration Office Management or a related field.
• Basic proficiency in MS Office Suite (Word Excel PowerPoint).
• Strong communication and organizational skills.
• Ability to maintain confidentiality and work collaboratively in a team environment.
• Ready to learn

Additional Information :

• Contract Type: National Intern
• Duty Station: Juba
• Contract Duration: Three (3) Months
• Expected Start Date: Jan 1 2026
• Travel: Non

Remote Work :

No

Employment Type :

Full-time