Front Office Receptionist/Admin Support at Aga Khan Foundation

Overall Purpose

The overall purpose of the role is to provide day to day clerical and administrative support to AKF and the programme team in facilitating and coordinating with various departments including finance, administration, and procurement

Key Responsibilities

• Maintain the reception area in good and presentable condition reflective of AKF image.
• Attend to all incoming visitors and direct them accordingly around the AKF premises
• Support the team with basic administration duties including compiling accounting and liquidation documents from training activities
• Take and distribute minutes in quarterly review meetings, follow up on action points with the respective staff
• Attend to all incoming telephone calls in a timely and professional manner and direct to respective offices/staff
• Receiving all correspondence including all materials/goods for onward distribution for field activities
• Sign for and record all parcels, letters, and applications delivered at the office and deliver to the department/ individual.
• Support the programme team with flight and accommodation booking for both local and international travels
• Schedule and confirm meetings with various government offices for trainings and related programme activities
• Offer administrative support to the programme team in coordinating meetings, documentation of meetings, and project operations. Prepare meeting room and boardroom for interviews and training sessions
• Provide logistical support to the programme team including car hire for local and inter-county travels.
• Assist in maintaining all office physical equipment and ensure that the office is always in functional condition.
• Keep up-to-date records, both manual and digital through an efficient filling system.

The requirements

• Higher Diploma or University Degree in Business Administration/or Secretarial Studies.
• Minimum 2 years’ experience in Front Office/Customer Service/ Administration
• Able to work effectively in a highly collaborative team approach.
• Strong organizational and coordination skills.
• Ability to multitask in a fast passed environment.
• High level of computer literacy.
• Strong interpersonal and communication skills.
• Proficient in both spoken and written English.
• Articulate and attention to detail.