Job Expired

Work tasks
The Administration assistant/ front desk officer will be managing the office front desk, be a personal assistant to the Country Director, be a custodian of office records, lead on logistic support and manage office petty cash.

Scope of employment
Form of employment: Permanent employment

Duties and responsibilities
Front Desk
• Ensure that the SF reception area is at all times kept clean and tidy.
• All SF visitors should be warmly received and channeled to the respective office.
• Receive, answer and direct all incoming telephone calls and channel them to respective person(s) and or where necessary taking the caller / visitors message in case needed when relevant officer is not around but ensure that message is remitted in a timely manner.
• From time to time make various calls on behalf of various SF officers as will be required.

Personal Assistant to Country Director
• Provide a bridge for smooth communication between the CD and internal units; demonstrating leadership to maintain credibility, trust, and support with staff.
• Work closely and effectively with the CD to keep her well informed of upcoming commitments and responsibilities, by following up appropriately.
• Ensure a calendar of institutional reporting, key events, visitors is maintained through coordination with various thematic and unit leads and that managers are aware of the reporting dates as required by the CD.
• Maintain an effective filing, archiving and record keeping systems, both paper and electronic.
• Participate in appropriate staff meetings, planning sessions and on-going liaising as needed.
• Establish a relationship of mutual trust and respect with the Country Director to facilitate communication and maximize efficiency.
• Prepare and finalizing the Country Directors travel and meeting packs as required.
• Provide personal support to the Country Director whenever required.

Records Management
• Receive, record and channel all SF in-coming mails.
• Ensure that out-going mails are recorded, stamped and taken for posting by the drivers or speed mail personnel. All deliveries should be recorded in the delivery book so that recipients sign for letters/ documents.
• Make all necessary office photocopy and scanning of documents.
• Type various office documents as assigned with high level of accuracy, speed and confidentiality where required.
• Ensure that all SF books and magazines, periodicals, reports are properly registered and kept.

Logistical support
• Always ensure that all SF equipment are in good working condition, are regularly serviced and maintained. (This refers to telephones and photocopiers).
• Arrange cross boarder travel bookings for staff ensuring timeliness and accuracy.
• Oversee procurement and management of stationary and other office supplies as may be required in a timely manner with support from Finance and Admin unit.
• Periodic stock taking of all office stationery and always ensure that the office has adequate stationery.
• Ensure that on delivery of stationery its cross-checked against the LPO.
• Ensure that all staff sign for stationery that they receive.
• Ensure that at the end of each working day all windows and doors are locked, all equipment which needs turning off has been turned off and security lights turned on.
• Ensure that each working day the office is opened early for staff to access offices.

Petty cash handling
• Manage the petty cash box.
• Ensure replenishing of cash box
• Ensure that vouchers are fully signed before cash is disbursed.
• Manages and keeps custody of the petty cash vouchers for payment but does not request for payment herself/himself.

Qualifications
• Bachelors degree/diploma in administration, Front office management or related field
• 2-3 years experience in managing reception and administration

Job application procedure

Application process: Please review and submit a cv, a cover letter that includes why you are interested in and you are a strong candidate for the position and copies of academic documents via the application link https://vacancies.strommefoundation.org/ by 5pm on Friday 6 September 2024.

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