Receptionist (Maternity Cover) at Jhpiego - John Hopkins University

Job Type: Temporary

Overview

• The Front Desk Assistant will be 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 Admin.
• 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.

Required Qualifications

• Minimum of a Bachelor's Degree in Secretariat Studies, Business Management and related profession.
• 1 - 2 years experience
• Good knowledge of Microsoft Office
• Previous experience as a Front Desk Officer is added advantage.

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.