Latest Recruitment at Flexi-Personnel

Job Purpose

The Secretary/Receptionist is tasked with making and answering phone calls, receiving visitors, providing general information about the firm, and answering inquiries related to activities conducted by the firm. The role includes performing secretarial and administrative duties such as managing client files, managing petty cash, scheduling appointments, and assisting the Advocates.

Key Responsibilities:
Reception management: -

• Receiving visitors and directing them as appropriate
• Offering & preparing tea / other beverages for clients
• Answering and making telephone calls, taking messages, and all other routine reception duties.
• Ensuring that the reception is clean and neat.

Managing client files: -

• Opening and managing files, including routine printing, scanning, photocopying and filing.
• Managing the filing cabinets.
• Receiving & stamping letters and court documents and placing them on top of the respective files for the advocate’s attention.
• Preparing proposals and responses to RFQs and drafting Terms of Engagement.
• Maintaining the bring-ups diary and ensuring routine follow-ups.
• Drafting letters and other documents as directed.
• Dispatching letters and documents by email and/or to the courier as directed.
• Petty cash management.
• Requisitioning and ensuring the purchase of office supplies.
• Supervising the office cleaner and courier.
• Administration of the general email address.
• Administration of the Little Cab account.
• Sending calendar invites as directed.
• Keeping track of:
  • Medical and PI insurance
  • Advocates’ practicing certificates and CPDs.
  • Rent and service charge due dates.
• Paying expenses such as airtime, electricity, water, etc.
• Following up on repairs that are required in the office.
• Any other responsibilities that may be assigned from time to time which are in line with the duties of a secretary.

EDUCATION QUALIFICATION, EXPERIENCE, SKILLS, AND TRAITS

• Bachelor’s Degree or Diploma in Business Administration, Management, or any business or secretarial-related field. 
• At least 2 years’ experience of proven work as a Receptionist, Office assistant or secretarial role in a law firm.
• Skilled in filing papers, operating office equipment, and handling digital files. Ability to coordinate with workers, vendors, and partners.
• Customer-centric attitude.
• Multitasking and time-management skills, with the ability to prioritize tasks.
• Excellent communication, computer, and organizational skills.

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KEY ROLES AND RESPONSIBILITIES:

Contribution to Overall CA strategy

• Contribute to the implementation of the Caritas Africa’s Organisational Development and Financial resilience strategy to strengthen the organizational and technical capacity of the secretariat and Caritas Africa member organisations.
• Regularly convene meetings of the Institutional Development and Fundraising committee.
• Convene meetings of the women and youth leadership forum.
• Prepare project narrative reports.
• Liaise regularly with other program officers and finance teams.

CIMS and Safeguarding compliance at Secretariat and Member organisation level

• Work with the Caritas Internationalis CIMS program coordinator to accompany member organisations in their initiatives towards compliance to the Caritas Internationalis Management standards, including the 5th Management Standard on Safeguarding (and Fraud prevention);
• Support CI MS assessors to conduct external CIMS assessments.
• Based on the results of the internal and external assessments, support Caritas Africa Member Organisations to develop and implement improvement plans for strengthening prevention and response, either through direct support or by mobilizing adequate support (i.e. UN country teams).
• Co-lead on the design of the CIMS & Safeguarding training roll-out plan.
• Lead/support in the delivery of safeguarding regional training against the CI Safeguarding training roll-out plan.
• As requested and appropriate, support Caritas Africa member organisations in conducting investigations of safeguarding violations.
• In coordination with Cartas Internationalis, monitor progress with the process of mainstreaming safeguarding at the level of the Confederation and contribute to the development of internal and external reports on Caritas Internationalis’ overall safeguarding efforts.
• Through coordinated efforts with Caritas Internationalis, contribute to an external network with relevant communities of practice including donors, partners, and sector-specific advocacy groups, actively participating in external forums, and closely tracking trends related to safeguarding.
• Through coordinated efforts with Caritas Internationalis Member organisations, initiate and nurture productive working relationships with National and Regional Bishops Conferences on all issues related to safeguarding (including Fraud prevention). Management standards including the 5th Standard on Safeguarding.

EDUCATION QUALIFICATION, EXPERIENCE AND SKILLS

• Bachelor’s degree in relevant discipline. Master’s degree or advanced certificate in Capacity Development is preferred.
• A minimum of five (5) years of professional experience in designing and implementing technical and organizational capacity building programs.
• Experience with advocacy team leadership, program design, proposal development, administration and financial oversight, campaigns coordination.
• Proposal development (proposals and reports) writing skills.
• Proficient in security protocols and management of advocacy programs in insecure environments.
• Demonstrated understanding of Safeguarding, policy, prevention, response mechanism and SERA (Monitoring, Evaluation, Accountability and Learning).
• Passionate about promotion of women and youth leadership.
• Knowledge of Caritas Internationalis Management Standards.
• Good knowledge of Ecclesial networks, including Caritas and advocacy actors in Africa.
• Ability to cultivate good relationships of fraternal cooperation with the local Church structures, the representatives of the sister member organizations of Caritas Internationalis supporting programs of Caritas Africa, the 46 member organizations of Caritas Africa and other partners sharing the vision, mission, work values and principles of Caritas.
• Experience with and enthusiasm for coaching, mentoring and on the job training.
• Proven facilitation, planning and coordination skills.
• Ability to maintain performance expectations and strong working relationships in diverse cultural contexts, psychologically & physically stressful environments.

Other Requirements

• English/French language proficiency (spoken and written).
• Ability to communicate in Portuguese is an added advantage.
• Travel of approximately 50% as Caritas Africa is committed to exploring alternative ways of working to reduce its environmental footprint.
• Ability to live and work in disaster affected areas.
• Ability to deploy on short notice (within 48-72 hours) when needed.