Front Desk at Plan International

To ensure that communication between Plan Nigeria and its customers both internal and external are conducted in a smooth and professional manner. To receive Plan International Nigeria’s visitors and coordinate visits to staff within the office premises.

DIMENSIONS OF THE ROLE

• Interface between Plan International Nigeria and the public
• All Plan staffs
• Custodian of Petty cash funds
• Processing of mails
• Coordinate and organization of the reception of Plan International Nigeria
• Area of Responsibility – Maiduguri Office

ACCOUNTABILITIES

• Handle all incoming and outgoing calls in a professional manner
• Ensure that the front office/reception hall is kept clean and managed in a professional manner.
• Receive visitors and directing them appropriately
• Receive mails and parcels and ensure that they are appropriately dispatched without delay.
• Register all incoming and outgoing calls and mails, and other correspondence
• Assist in the provision of logistical support for all meetings, workshops
• Management of Petty cash funds disbursement and Replenishing petty cash to ensure cash balances are not exhausted.
• Receives Cash and raises receipts (ensure all documents are signed)
• Prepare Bank Deposit Slips and forwards deposit slip and receipts to the finance department
• Receive and deliver to P&C all applications for recruitment purposes;
• Provide an interface between correspondences from other organizations and Plan Nigeria
• Support in purchase requisition creation and maintenance in SAP
• Support in creation of Request for Quotation (RFQ) and solicitation of quotations.
• Effect any other duties that may be assigned from time to time by the Admin Coordinator
• Carry out other duties assigned by his/her supervisor

KEY RELATIONSHIPS

• Maintains high contact with the Supply chain Manager and Admin staff at Maiduguri Office
• Maintains high contact with Plan Nigeria’s visitors, vendors and service providers
• Maintains a fair contact with the finance officer for finance related activities

TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE

Essential

• Degree or Certification Business Administration or any related field
• At least 2 years working experience in a similar position and with a credible institution
• Proven experience as front desk representative, agent or relevant position
• Familiarity with office machines (e.g.  fax, scanners, printer etc.)
• Knowledge of office management and basic bookkeeping
• Proficient in English (oral and written)
• Excellent knowledge of MS Office (especially Excel and Word)
• Strong communication and people skills
• Good organizational and multi-tasking abilities
• Problem-solving skills
• Customer service orientation