Office Assistant
vakansiya — 2024

Department / Division:  Administrative
Reports to: Technical Function Support Lead.

Purpose (General & Strategic goal to be reached by this position):  Perform administrative duties, assist with procurement duties, plan, research.

Duties & Responsibilities:

(Main, essential, regular tasks & duties to be done. Responsibilities for team, processes & programs coordination and management)

• Resolve office-related malfunctions and respond to requests or issues
• Perform receptionist duties when needed
• Office Transportation, organizing travel by booking accommodation and reservation needs as required
• Organizing and maintain the office and assisting associates to optimize processes
• Managing filing system.
• Greeting clients and visitors as needed.
• Updating paperwork, maintaining documents, and word processing, recording information
• Performing general office clerk duties.
• Monitor level of supplies and handle shortages
• Creating, maintaining, and entering information into databases.
• Conduct research to source the best products and suppliers in terms of best value, delivery schedules and quality.
• Monitoring contracts to ensure that the supplier meets expectations and invoices are approved and paid in a timely manner.
• Issue POs and keep track of all goods and services ordered and received, and maintain accurate inventory records including details on price, performance, and delivery.
• Ensures that products are delivered in a timely manner, and that the quality of the goods received is satisfactory.
• Orders goods such as office supplies on a continuing basis in order to maintain certain inventory levels.
• Checks invoices for accuracy, and authorizes the accounts payable department to issue payment.

(Secondary tasks & duties could be assigned additional to main tasks & duties)

• To get skills of junior procurement specialist
• Work with Projects to learn negotiations with contractors on price, mode of shipping, and delivery time.

Position requirements:

Education: (Type & Level)

• High school diploma or associate’s degree

Specific Professional Competencies:

• Working knowledge of office equipment
• Thorough understanding of office management procedures
• Excellent organizational and time management skills
• Analytical and problem-solving skills
• Excellent written and verbal communication skills
• Ability to work well under limited supervision
• Being proactive
• Strategic thinking
• Ability to manage multiple simultaneous tasks
• Ability to work within a team
• Ability to work under pressure and tough deadlines
• Ability to research
• Willingness to learn and progress in procurement area

Language Skills:

• Azerbaijani, English, Russian languages knowledge

Computer Knowledge & Skills:

• Proficiency in MS Office

Work Experience: Area & Length:

• Relevant experience

Personal Skills:

• Ability to manage multiple simultaneous tasks
• Results orientated and motivated achiever
• Responsible
• Warm personality with strong communication skills

Additional Desirable Skills & Competencies:

• Procurement knowledge