Department: HR_ADMINISTRATION
Starting date: October 2019
Position Profile:
Under the supervision of HR/ADMIN Officer, ensure ensuring all duties of the reception are performed to perfection including quality of guest service to all visitors.
Duties and Responsibilities:
Welcoming guests positively and executing all administrative tasks to the highest quality standards.
Handling the flow of people through the organization and ensuring that all receptionist responsibilities are completed accurately and delivered with high quality and in a timely manner.
Coordinating front-desk activities, including receiving phone calls, screening and determining the nature of the calls, distributing correspondence and redirecting phone calls appropriately.
Arranging appointments and meetings when requested including managing an active calendar of appointments, composing and preparing correspondence;
Filing, records keeping and offering administrative support across the organization
Maintaining safe and clean reception area by complying with procedures, rules, and regulations
Assisting the Logistics officer in arranging travel movements e.g pickups/drop offs if needed.
Assist in booking accommodations for ACTED staff if needed.
Preparation of taxi and flight documents for payment
Preparation of landline and other telephone paperwork for payment.
Perform other tasks as requested by your supervisor or management
Qualification and candidates profile
Diploma in secretarial, front office operations, Business management or any relevant field;
Experience/knowledge in receptionist & customer service;
Atleast two years of experience in an administrative role preferably in an NGO.
Should be computer literate; IT proficiency in Microsoft Word and Excel;
Must have knowledge of office record keeping practices and methods;
Must be very pleasant with a warm and outgoing personality;
Being the first point of contact for the organization, professional attitude is significant.
Good written and verbal communication and interpersonal skills;
Excellent telephone skills
High level of organizational skills;
Precise attention to detail;
Ability to multi task, handle pressure as well as possess stress management skills
