Office Assistant - Ministry of Food and Agriculture (MOFA)

• The Office Assistant will provide comprehensive administrative and logistical support to ensure the efficient day-to-day operations of the Project Coordination and Management Unit (PCMU) office. This includes coordinating office activities, managing documentation, and providing essential support for project events and general administrative tasks.

• Specific duties and responsibilities of Office Assistant are as follows:
• Provide office support and secretarial/administrative assistance in

• Manage office's relationship with all facility vendors/brokers to ensure the provision and maintenance of office facilities, services supplies and IT equipment, in close collaboration with internal counterparts.
• Management and interface with the various departments concerned at Project Office for telephone equipment, desktop computers, video conferencing system, IT access rights
• Interface with various suppliers and assist in the administrative tracking and filing of contracts.
• Keep track in a cost efficient manner of the office supply inventory and ensure all necessary office insurances are kept up-to-date
• Assist in keeping the office manual up to date
• Coordinate driver schedules and responsibilities, ensure accurate and up-to-date vehicle logbooks, and oversee general maintenance of project vehicles.
• Maintain office records, including incident logs and annual inventories of office assets.

• Manage all incoming and outgoing correspondence (telephone calls, emails, mail) for the PCMU, directing inquiries appropriately
• Efficiently organize and manage diaries, and coordinate logistics for internal and external meetings, workshops, and project events (including venue booking, catering, and material preparation), with specific attention to events related to PROSPER's cross-cutting themes (e.g., gender, youth, climate training).
• Serve as the central administrative point of contact for the Project Office, handling requests from staff and external stakeholders, including the Ministry
• Perform comprehensive secretarial duties, including systematic document management, archiving (both physical and digital), photocopying, scanning, and printing

• A minimum of a Senior High School Certificate.
• At least 3 years of relevant professional experience in administrative or office support roles.
• Demonstrated understanding of the PROSPER Project's objectives and operational context.
• Proficiency in basic office software (e.g., Microsoft Word, Excel, email applications).
• Strong organizational and multitasking skills with attention to detail.
• Ability to maintain confidentiality and handle sensitive information appropriately.

• A Diploma or Higher National Diploma (HND)in Business Administration, Office Management, or a related field.
• Experience working in donor-funded projects (IFAD, World Bank, AfDB, etc) or within the public sector.
• Familiarity with basic financial processes, including petty cash management and invoice processing.
• Knowledge of inventory and asset management systems.
• Basic understanding of procurement and vendor management processes.

• Administrative and Logistical Support: Ability to manage office supplies, coordinate meetings and events, and maintain organized filing systems (both digital and physical).
• Communication: Strong verbal and written communication skills; ability to interact professionally with internal and external stakeholders.
• Teamwork and Collaboration: Works effectively with others in a team environment and supports colleagues to achieve shared goals.
• Time Management: Ability to prioritize tasks and manage time efficiently to meet deadlines.
• Adaptability: Willingness to take on varied tasks and adjust to changing project needs.
• Initiative: Proactive in identifying and resolving administrative issues.

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