Front Office Admin at Human Capital Synergies

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

Job 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.

Qualifications

• 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