Our Client in the NGO sector is sourcing
for a Front Office Admin who will
provide efficient receptionist services for the Secretariat and also provides
administration services from the front desk.
Reports to: HR Assistant
Duration: 3 year term
Key Responsibilities
Administrative Support
·
Handling
incoming and outgoing telephone calls and deliveries.
·
Assists
staff in using telephones by setting up passwords and voice mail.
·
Receiving
visitors at front desk and directs them as appropriate.
·
Assists
in typing of correspondence for various staff including visa letters and other
letters as may be requested
·
Assisting
in the recruitment process such as preparing interview schedules and calling
candidates.
·
Delivery,
receipt and distribution of mail from courier services.
·
Translations—English/French
for French speaking callers and visitors
·
Assisting
in preparation of documentation for various meetings as requested.
·
Supporting
institutional events and HR& administration driven initiatives. Staff
parties, staff engagement activities etc
Secondary responsibility: Undertake any other
duties as may be directed by the HR Unit and other departments within the
organization.
Key Qualifications and Experience
·
Bachelors
Degree in Business Administration or equivalent
·
Diploma
of proficiency in French an advantage
·
At
least 2 years relevant experience
Key Skills & Competencies
·
Excellent
communication and interpersonal skills
·
Mature
candidate.
·
Excellent
customer service skills and telephone etiquette
·
Familiarity
in modern office communications systems
·
Good
team player
·
Well
organized
·
Proficiency
in standard office computer applications and databases such as; MS Office Word,
Excel, PowerPoint and Internet
·
Ability
to work in French as well as English
The ideal candidate should have strong
Administration skills and the ability to multitask.
Additionally their French skills should be
Basic/Intermediate level.
Main Internal Contacts
Main Internal Contacts
·
HR
& Administration Manager
·
Office
Assistant/Driver
·
All
staff
Main External Contacts
·
Visitors
to the Secretariat
·
Callers
– local and international
·
Suppliers/vendors
Applicants who meet the requirements stated
above should send their applications and detailed CVs with a day - time
telephone number to the email address: jobs@hcsafrica.com with Front
Office Admin on the Subject line.