Front Desk Assistant at Jhpiego - John Hopkins University

Reports To: Senior Admin Officer
Matrix Reporting: Admin Manager

Overview

• The Front Desk Assistant is responsible for maintaining the Jhpiego reception/front office including ensuring cleanliness, functioning phone system, maintaining telephone contact information, and ensuring prompt and timely assistance to all visitors and vendors.
• As the first contact for the organization’s visitors, the Front Desk Assistant is expected to be professional, courteous, smart, prompt and pleasant. The Front Desk Assistant will also assist with other front office functions like sending/receiving couriers, ensuring mail is picked from the post office and other office support tasks as needed.

Responsibilities

• Provide support to Jhpiego staff in the office and ensure efficient and prompt operation of the reception and front office in general.
• Manage the PABX/Intercom system and ensuring that all PABX problems are reported promptly to Admin.
• Maintain incoming and outgoing mail register to manage all incoming and outgoing correspondences.
• Maintain and manage Invoice Register for both Country Office invoices and State offices invoices
• Receive all invoices, document and send invoices to Administrative unit.
• Issue and receive vehicle request form and forward request to Admin for processing.
• Maintain telephone contact list with phone contact information for all Jhpiego partners, stakeholders and others associated with the program.
• Ensure that the reception area is clean and promptly receive and assist visitors.
• Ensure that all in-coming mail and deliveries (documents such as proposals, invoices etc.) are correctly distributed and in a timely manner. Ensure that all Abuja and International out-going mail is correctly addressed, recorded and all mails (Abuja and international) are sent out on time and collected promptly by courier company staff.
• Ensure that all visitors to Jhpiego from Baltimore and other/overseas country offices receive the guest cell phone for use while in country. Jhpiego Nigeria office staff contacts should be given to the guest for easy access. S/he should also ensure that all these staff numbers are keyed in the cell phone. S/he should then ensure the cell phone including all its accessories are returned before the guest departs.
• Responsible for conference room booking and setting up and other logistics prior to meetings/training events.
• Report First Aid Box information to the Admin Manager for necessary action.

Administrative Responsibilities:

• Support vendors’ invoice vetting and routing to Admin Unit
• Reconcile travel/flight ticketing with vendors on periodic basis in collaboration with admin support team
• Support Logistics assistant in invoice reconciliation for all Abuja car hire vendors
• Support inventory management system by receiving delivery notes, waybills and routing same to the inventory department.
• Interface with all Jhpiego vendors and providing guidance on all open bidding process (including ensuring that bid worksheet are properly completed and kept safe)
• Support quality control processes by guiding vendors on how to review all signed-off sampled materials (e.g. documents, booklets, consumables etc) and ensure that these sample materials are well labelled, explanatory and securely kept throughout bidding process
• Support Administrative unit in document filing and archiving (document retention management).

Required Qualifications

• Minimum Bachelor’s Degree in Secretarial Studies, Business Management and related profession.
• Good knowledge of Microsoft Office

Knowledge, Skills and Abilities:

• Experience working in a busy office within the private sector especially with an international organization
• Basic computer skills.
• Ability to operate and use a PABX phone system
• Proficiency in both written and spoken English