Front Desk Assistant at Jhpiego - John Hopkins University

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. As the first contact for the organization’s visitors, the Front desk assistant is expected to be professional, courteous, 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.
• Receive and records bids submission documents
• Manage the attendance system and phone system and ensure that all phone problems are rectified promptly in liaison with IT.
• Work with Admin officer responsible for flight booking and issuing ticket authorization using the flight ticket register
• Maintain a telephone log indicating all international and cell calls made through the reception and ensure that the Jhpiego phone policy is adhered to.
• Ensure that the reception area is clean and promptly receive and assist visitors.
• Ensure that all in-coming mail and deliveries are correctly distributed and in a timely manner.
• Ensure that all Abuja and International out-going mail is correctly addressed, recorded and all mail (Abuja and international) is sent out on time and collected promptly by courier company staff.
• Ensure that all visitors to Jhpiego Nigeria office 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.
• Assist in setting up of office conference room and other logistics prior to meetings/training events. Also arrange for refreshments as required.
• Provide regular guidance/feedback to the Admin manager on issues related to the
• reception/front office.
• Proper optimization of the vehicle requisition form to ensure all staff adhere to the
• guidelines and standards of Jhpiego, while vehicles are properly utilized daily.
• Ensure various deliveries to the office including milk, newspapers, water and verify the
• specific invoices for payment.
• To track the payment status and give updates as requested by vendors and supervisor
• Ensure all Jhpiego Abuja office supplies Inventory record is maintained and up-to-date,
• and replenish as at when due.
• Replenish the First Aid Box with all the necessary drugs and ensure that all required drugs are always available.
• Assume other responsibilities as assigned.

Required Qualifications

Required Qualifications:

• Minimum HND, bachelor’s degree in administration, or a related field.
• 1-2 years of work experience in similar role
• Basic computer skills

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 PBX phone system