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Dec 5, 2017

NGO Front Office Admin

Our Client in the NGO sector is sourcing for a Front Office Admin who will provide efficient receptionist services for the Secretariat and also provides administration services from the front desk.
Reports to: HR Assistant
Duration: 3 year term
Key Responsibilities
Administrative Support
  • Handling incoming and outgoing telephone calls and deliveries.
  • Assists staff in using telephones by setting up passwords and voice mail.
  • Receiving visitors at front desk and directs them as appropriate.
  • Assists in typing of correspondence for various staff including visa letters and other letters as may be requested
  • Assisting in the recruitment process such as preparing interview schedules and calling candidates.
  • Delivery, receipt and distribution of mail from courier services.
  • Translations—English/French for French speaking callers and visitors
  • Assisting in preparation of documentation for various meetings as requested.
  • Supporting institutional events and HR& administration driven initiatives. Staff parties, staff engagement activities etc
Secondary responsibility: Undertake any other duties as may be directed by the HR Unit and other departments within the organization.
Key Qualifications and Experience
  • Bachelors Degree in Business Administration or equivalent
  • Diploma of proficiency in French an advantage
  • At least 2 years relevant experience
Key Skills & Competencies
  • Excellent communication and interpersonal skills
  • Mature candidate.
  • Excellent customer service skills and telephone etiquette
  • Familiarity in modern office communications systems
  • Good team player
  • Well organized
  • Proficiency in standard office computer applications and databases such as; MS Office Word, Excel, PowerPoint and Internet
  • Ability to work in French as well as English
The ideal candidate should have strong Administration skills and the ability to multitask. 

Additionally their French skills should be Basic/Intermediate level.

Main Internal Contacts
  • HR & Administration Manager
  • Office Assistant/Driver
  • All staff
Main External Contacts
  • Visitors to the Secretariat
  • Callers – local and international
  • Suppliers/vendors
Applicants who meet the requirements stated above should send their applications and detailed CVs with a day - time telephone number to the email address: [email protected]  with Front Office Admin on the Subject line.

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