Office Assistant, Intern

SNV is a mission-driven global development partner working in more than 20 countries across Africa and Asia. Building on 60 years of experience and grounded in the 2030 Agenda for Sustainable Development, we work on the core themes of gender equality and social inclusion, climate adaptation and mitigation, and strong institutions and effective governance.  Together with our team of over 1,600 people, our mission is to strengthen capacities and catalyse partnerships that transform the agri-food, energy, and water systems, which enable sustainable and more equitable lives for all.

Our core values of people-centeredness and respect, equity and equality, and diversity and inclusion, are fundamental to who we are, and what we do. This is reflected in our vision and mission, and strategy, which sets out our aspirations and commitments as our compass towards 2030.

For more information on SNV, please refer to our website: www.snv.org

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.

• Currently pursuing or recently completed a Diploma or bachelor’s 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

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