Front desk Administrator at SOS Children's Villages

Mission of the Position

The Front Office Administrator is in charge of diversified secretarial activities supportive of departments like reception, communication and administrative support. He/she performs full clerical, administrative, and general office duties of responsible with frequent access to highly confidential information and files.

Key Result Performance Areas And Responsibilities

• Comply with the policies and procedures in the maintenance of the reception.
• Provide first point of contact for all enquiries.
• Receive and direct all incoming calls and messages
• Manage and responsible for dispatching all incoming and outgoing mails
• Make outgoing telephone calls as booked by staff/ customers
• Monitor monthly telephone bills and ensure these are forwarded to accounts for payment on time.
• Make meetings and travel arrangements
• Ensure reception area is tidy at all times including the reception notice board.
• Receive and direct visitors to respective offices.
• Handle typing and data entry as required.
• Arrange booking for air ticket and accommodation for guests
• Assist in putting the system purchase requisitions and payment requests
• Prepare and develop status reports as required by management
• Provide administrative and logistical support in organizing workshops /trainings/ seminars
• Perform other related tasks as required by the supervisor.

Must Criteria

• Bachelor degree in Communication, Secretarial, Administration or related field
• 2 years related experience in similar job,
• Experience in hospitality industry
• Excellent customer service, communication and interpersonal skills
• Excellent command of written and spoken English. French is a plus.
• Professional Digital Skills on Microsoft tools (Word, Excel, Outlook).

Competencies - Knowledge, Skills, Abilities

• Strong administrative skills
• Excellent communication skills
• Proficient in computer skills
• Communicates clearly and effectively
• High degree of confidentiality
• Team player with good interpersonal skills, particularly working with a team of diverse backgrounds

Main Clients

• Guests from SOS Eastern and Southern Africa region and SOS Children's Village Federation.
• Programme participants from SOS Children's Villages International Federation.
• External Guests/clients.
• External Suppliers
• Staff at resources center
• Operations Manager
• Head of Karen Resources Centre.