Administrative Assistant. at LVCT Health

Ref: AA/LVCT/11/2022

JOB PURPOSE

To manage the main reception are and support in administration services.

KEY TASKS AND RESPONSIBILITIES

• Serve as the face of the organization at the front office.
• Manage all incoming and outgoing mails, both physical and electronic and directing them to the appropriate persons in a timely fashion in a timely manner.
• Deal with enquiries and correspondence; routing to the relevant/appropriate member of staff
• Takes lead in identifying any required additional office/program space
• Ensure hospitality is accorded to visitors and partners visiting the office.
• Coordinate all travel arrangements and logistics for the organization – bookings, transportation, etc.
• Ensure that the office space, fixtures and furniture are in good condition and report any anomalies to the head of management or designated supervisor.
• Maintain office machines i.e. the telephone system and the photocopier.
• Provides leadership on provision of administrative support to activities being undertaken in the office including overseeing provision of refreshment, booking and allocation of meeting rooms and work stations for visitors.
• Manage and monitor quality of services by administration contracted vendors ensuring satisfactory and efficient services to the users within the terms of the Service contracts and rates.
• Ensure that the Project has acquired all necessary statutory licenses and that they are valid at all times.
• Manages the Service contracts that supports the office operations functions.
• Ensures the operations are compliant with the laid down standing operating procedures and other underlying policies.
• Maintain adequate and optimal office supplies (kitchen & stationery), ensuring prompt and timely replenishment on a monthly or quarterly basis to avoid any stock outs including maintenance of the issuance and receipts records in the prescribed monitoring records thereof.
• Ensures the office is properly opened and locked up at commencement and close of business of each day respectively.
• Record keeping and filing documents.
• Oversee maintenance of general cleanliness

REQUIREMENTS

• Diploma or Degree in Business Administration, Secretarial studies or a related Course.
• Minimum 2 years’ experience in similar role
• Good Public relations and communication skills.
• Able to listen, be flexible and multi-task.