Front Desk cum Administrative Assistant

(Reference No. CO-GIZ 2021/006)

A.      Responsibilities

The Front Desk cum Administrative Assistant is responsible for:

•   Liaising with visitors in a friendly and service-oriented manner
•   Provides telephone support and reception service
•   Manages office supplies e.g. stationary, consumables etc.
•   Provides support to Administration Section

The Front Desk cum Admin. Assistant performs the following tasks:

B.      Tasks

1.       Phone and reception services

The Front Desk cum Administrative Assistant

•   Answers and accepts phone calls and messages and/or forwards them
•   Maintains a call back list of all incoming calls which cannot be taken by the relevant staff member
•   Operates the answering machine appropriately
•   Registers, documents and organises incoming and outgoing correspondence (fax, emails, packages and personally delivered messages)

2.       Office work and services

The Front Desk cum Administrative Assistant is responsible for:

•   Maintaining and updating existing list of contacts and addresses (telephone, fax, email)
•   Accepting, sorting and distributing of internal and external documents, correspondence (email, fax, other official documents), packages and personally delivered messages to/from the country office, the projects, post office, government institutions, embassies etc.
•   Registration of invoices (incoming/outgoing) and official post
•   Registration of bids received for on-going tenders and handing them over to the Head of Section Administration
•   Assisting in bid opening sessions
•   Maintaining a proper filing system
•   Updating the hotel database

3.       Other duties/additional tasks

The Front Desk cum Administrative Assistant is responsible for

•   Issuing and keeping record of office supplies
•   Maintaining a proper office stationery stock with issuance, receipt and record of stationery items and making sure that the required stationery items are available through regularly stock replenishment
•  Maintaining a proper kitchen consumables/refreshments stock with issuance, receipt and record of kitchen consumable/refreshment items and making sure that the required items are available through regularly stock replenishment
•   Ensuring that all duties are carried out efficiently and smoothly and inform the supervisor immediately in case of any problems or issues
•   Performs other duties and tasks at the request of management

C.      Required qualifications, competences and experience

Qualifications

•   At least Bachelor’s degree or equivalent

Professional experience

•   At least 1-3 years’ professional experience in a comparable position

Other knowledge, additional competences

•   Good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
•   Very good written and oral knowledge of the English language
•   Politeness and helpfulness in dealing with visitors
•   Willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management
•   Outstanding communication skills