Job Description

Job Position: Office Assistant  

Reports To Makerspace Specialist with a dotted reporting line to the HR and Admin 

Department: Portfolio 

Supervises  Nil

Main purpose of the role 

The Office Assistant is responsible for providing comprehensive administrative support to ensure the smooth and efficient operation of the KIC Centre of Excellence. This 

role supports the Centre’s daily activities, manages office functions, and ensures a well-organized, welcoming environment for all visitors, staff, and partners.

Key Responsibilities

1. Serve as the first point of contact by welcoming visitors, answering inquiries, and directing them appropriately.
2. Manage the Centre’s scheduling, including booking rooms for meetings, workshops, and training sessions.
3. Coordinate meetings, prepare meeting agendas, and distribute minutes to relevant stakeholders.
4. Maintain organized records and filing systems for documents, including project reports, financial records, and other administrative files.
5. Assist in preparing and distributing regular reports, communications, and updates on Centre activities and programs.
6. Manage office supplies and equipment, ensuring the office is adequately stocked and in good working order.
7. Assist with travel arrangements, itineraries, and accommodations for staff and visiting stakeholders.
8. Support financial administration, including processing invoices, expense reports, and reimbursement requests in accordance with company policies.
9. Assist in planning and organizing events, workshops, and other Centre initiatives.
10. Provide technical support for presentations, workshops, and training sessions, including setting up audio-visual equipment.
11. Facilitate internal communications by relaying messages, disseminating information, and ensuring smooth coordination between departments.
12. Perform other administrative duties to support the Centre’s goals and ensure efficient daily operations

Skills & Competency Requirements (What are the skills required to help you perform)

1. Organisational skills
2. Customer service skills
3. Attention to detail
4. Communication skills
5. Office software proficiency
6. Problem-solving skills
7. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook
8. Ability to move or set up equipment for meetings and events

Educational & professional qualification

1. A minimum of a HND in Management or related field
2. At least three (3) years of experience in a similar administrative role, preferably within a corporate or nonprofit setting

Work Environment 

 The role is primarily office-based, with minimal exposure to hazards and limited physical demands, with regular interaction with internal and external stakeholders. It 

involves prolonged periods of sitting, with occasional requirements for unplanned overtime or weekend work.

Key Contacts Internal

1. HR & Operations Department
2. Finance Department
3. Portfolio Manager
4. Lab Technicians/ Assistants 
5. Makerspace Specialist

External

1. Service providers and Vendors
2. Visitor