Front Desk Officer

BACKGROUND

TheAdministrative assistant reports to the Senior Administrative Officer and isresponsible for providing administrative and clerical services. Providing theseservices in an effective and efficient manner will ensure that municipaloperations are maintained in an effective and efficient manner.


PURPOSE

TheAdministrative Assistant is responsible for providing administrative andclerical services in order to ensure effective and efficient operations.

RESPONSIBILITIES

1. Provideadministrative support to ensure that municipal operations are maintained in an
effective,up to date and accurate manner

MainActivities:

• Answering Phones – the responsibility of receiving of all incoming calls and maintaining a log of same in the front desk
• Scheduling – Appointments and Events which include staff meetings, setting and attending to appointments set on behalf of staffs, providing conducive environment for interviews and training facilities for concerned departments.

• Communication – Being the voice and first contact any one meets or talks to in the company, the receptionist must be good in communication and smile at all times. Also relay important messages without leaving important details out.

· Organizationof company facilities and Errands.
· MaintainAttendance record and send attendance reports on daily basis
· Liaisewith security department on guest management and send weekly report on guestthat visit the office to line manager
· Responsiblefor management of gate pass for staffs exit and entry and send weekly report toline manager
· Managementof Coffee Machine and light entertainment of staffs and visitors.
· Managementof stock of water dispenser
· Type correspondence, reports and otherdocuments
· Open and distribute the mail
· Take minutes at meetings
· Distribute minutes
· Supervise cleaners and all maintenancestaffs
·

OtherDuties
· Greet and assist visitor
· Direct calls and respond to inquiries
· Performother related duties as required by the Admin Manager
KNOWLEDGE,SKILLS AND ABILITIES
Theincumbent must have proficient knowledge in the following areas:
· knowledge of office
· administrationand bookkeeping procedure
· knowledge of company and
· committeesystems
· ability to maintain a high level of
· accuracyconfidentiality
· concerningfinancial and
· employeefiles
· Knowledgeof PABX system
Skills

Theincumbent must demonstrate the following skills:
· excellent interpersonal skills
· team building skills
· analytical and problem solving skills
· decision making skill
· effective verbal and listening
· communicationsskills
· attention to detail and high level of accuracy
· very effective organizational skills
· effective written communications skills
· computer skills
· abilityto operate spreadsheet and word processing programs
· stressmanagement skills
· time management skills
· ability to speak the local language
PersonalAttributes
Theincumbent must maintain strict confidentiality in performing the duties of theFinance and
AdministrationOfficer. The incumbent must also demonstrate the following personal attributes:

· be honest and trustworthy
· be respectful
· possess cultural awareness and sensitivity
· be flexible
· demonstrate sound work ethics

EXPERIENCE/EDUCATION

· Bsc/HNDin related fieldwith atleast One year of responsible office experience or equivalent combination ofeducation and experience. Should have knowledge of the basic principles of administrativeprocedures.

· Mustbe proficient with Microsoft office. This may be tested during the selectionprocess.

· Expertlevel in the use of Outlook.

· Intermediatelevel in the use of Word, Excel and PowerPoint.


Submit your CVsto [email protected] on or before 14th July 2012 andspecify Job title.