Front Desk Assistant at Malaria Consortium

Country and Project Background

• Malaria Consortium office in Abuja, Nigeria is the centre for the programmes in Nigeria and oversees state offices. MC commenced work in Nigeria in 2008 and currently runs five programmes and PPA.

Job Purpose:

• The job holder will manage the front desk and the petty store of the Malaria Consortium Country Office.

Scope of Work:

• Receives and sends all correspondence to and from the country office and maintains mail circulations and correspondence registers
• Receives visitors in the office and receives official telephone calls in a professional manner that meets international office standards and maintaining a visitor and call registers respectively
• Manage the country office store according to MC store and warehouse policy including maintenance of good record of the items in the country office store, updating of stock cards when items are issued out and submission of monthly stock report to the country operations officer
• Ensure that the front desk section of the country office is arranged properly, visitors attended to in a professional manner and with courtesy
• Any other office administrative duties as agreed with the Admin officer

Key Working Relationships:

• The Front Desk Assistant serves as the first point of call to all visitors and He / she is expected to have a good working relationship with both the visitors and the entire staff.
• The Front Desk assistant receives close supervisory role from the country operations officer in terms of the front desk management and the country office store.

Key Accountabilities
Front desk management (90%):

• Ensure all visitors are well received and attended to and the front desk is kept clean and devoid of unnecessary loitering
• Manage the visitor’s register, ensuring all visitors sign in and out
• Receive and transmit all surface mails and correspondences
• Receive and make telephone calls and keeps records
• Support the dispatching of letters to the MOH, NMEP, State and other partners. All letters for courier’s services must be recorded by the front desk assistant
• Provide photocopying and document binding services as requested

Office store management (10%):

• Support the admin office with regular update and stock count of the country office store and manages the stock cards for all the store items

Person Specification
Qualifications and Experience

Essential:

• OND Holder / Industrial attachment with a degree in Secretariat services or any Social Science Course
• Computer Literacy preferably at intermediate level-use of Microsoft Excel and Word
• At least one year experience in similar positions / assignment

Desirable:

• Excellent numeracy, written, verbal, internet and email communication skills
• Ability to work independently in an organised manner but with within an integrated team

Work-based skills and competencies:
Essential:

• Exceptional attention to details and accuracy
• Ability to work independently in an organised manner but within an integrated team
• Fluent in both written and spoken English
• Ability to manage difficult people and situations

Desirable:

• Pleasant personality, professional and courteous
• At least one year experience in similar positions/ assignment   

Core Competencies
Delivering results:

LEVEL A - Focuses on delivering contribution to Malaria Consortium and achieving own objectives:

• Puts in effort required to ensure the delivery of own work and objectives to meet (and exceed) expectations
• Strong self-management of time and effort
• Checks own work to ensure quality

Analysis and use of information:
LEVEL A - Gathers information and identifies problems effectively:

• Interprets basic written information
• Attentive to detail
• Follows guidelines to identify issues
• Recognises problems within their remit
• Uses appropriate methods for gathering and summarising data

Interpersonal and communications:
LEVEL B - Fosters two-way communication:

• Recalls others’ main points and takes them into account in own communication
• Checks own understanding of others’ communication by asking questions
• Maintains constructive, open and consistent communication with others  
• Resolves minor misunderstandings and conflicts effectively

Collaboration and partnering:
LEVEL A - Is a good and effective team player:

• Knows who their customers are and their requirements
• Respects and listens to different views/ opinions
• Actively collaborates across teams to achieve objectives and develop own thinking
• Proactive in providing and seeking support from team members

Leading and motivating people:
LEVEL A - Open to learning and responds positively to feedback:

• Willingness to manage own development and performance
• Builds capacity of colleagues by sharing knowledge (induction) and acting as induction ‘buddy’ when asked
• Open to learning new things
• Responds positively to feedback from others
• Identifies mistakes and takes positive steps to improve

Flexibility / adaptability:
LEVEL A - Recognises own stress levels and adapts:

• Recognises limitations and takes steps to manage any resulting pressure or stress
• Remains focussed on objectives and goal in a rapidly changing environment
• Takes responsibility for own work and for the impact of own actions

Living the values:
LEVEL A - Demonstrates Malaria Consortium values:

• Demonstrates integrity, honesty and fairness in dealing with colleagues and stakeholders
• Maintains ethical and professional behaviour in line with Malaria Consortium’s values
• Treats all people with respect

Strategic planning and thinking and sector awareness:

• LEVEL A - Manages own workload effectively:
• Plans and manages own workload effectively
• Is familiar with Malaria Consortium’s mission and current strategic plan
• Understands own contribution to Malaria Consortium’s objectives

Salary
Competitive.

Benefits:
National