Office/Front Desk Assistant at HIFASS

Field Operations Job Type: 3 months
Reports To: Program Manager
Work Hours: full-time 40 hours/week

Basic Function

• The Office/Front Desk Assistant will provide general office support with a variety of clerical activities and related task, under the supervision of the Finance and Admin Officer.

Major Responsibilities

• Maintains security by following procedures, monitoring visitor’s logbook and issuing visitor badges/tags and pass.
• Welcomes visitors by greeting them, in person or on the telephone; answering or referring inquiries, re-direct calls as appropriate and take adequate messages when required
• Assist managers to maintain programme/office calendar
• Assist in scheduling and arranging for meetings and conferences to include agenda, attendance and venue management.
• Management of Closed User Group (CUG) services for the organization (including monthly payment of access charges and activation for new staff).
• Receipt and dispatch of letters for the organization, receipt and direction of visitors within the organization, direct the caller to the appropriate associate.
• Assist in gathering a variety of presentation material for use in meetings, training sessions, or for publication.
• Manage e-mail correspondences as necessary.
• Ensure that the reception area is kept neat and tidy so as to maintain the good image of the organization.
• Perform other duties as assigned.

Minimum Requirements

• OND/NCE or higher qualification
• A Secretarial Certification will be an added advantage.
• 2 years in related working experience in Administrative and Secretarial duties
• Proficiency in MS Office Suite, particularly Word, Excel and PowerPoint.
• Thorough understanding of monitoring visitors’ access
• Good knowledge of administrative and clerical procedures
• Good oral and communication skills
• Ability to communicate in the local languages will be an added advantage.