Administrative assistant job

Job Description

The successful candidate will report to the Administrative Officer and will be stationed in the Accra office.

Key Responsibilities
A. Switchboard Operations:

Receive, transfer and place official phone calls promptly, politely, and professionally to the appropriate officers; report any fault or malfunctioning of telephone equipment and/or telephone tracking system to the Administrative Officer and the installation technician and follow up to ensure repairs are carried out promptly.

B. Front Desk Management:

Maintain a properly organized reception area; receive visitors courteously and respond to enquiries politely, directing them to the appropriate offices after seeking the consent of the officers concerned.

C. Meetings:

Preparing designated spaces in the office for meetings; follow up with invitations and correspondence on meetings and other activities/events.Coordinate appointments for meetings and other engagement of the Country Representative

D. Correspondence:

Maintain a regularly updated database of distribution list by sector; format and print final correspondence for distribution/mailing; Ensure prompt circulation of mails received to the Country representative or designate.

E. Mail/Pouch/Subscriptions Administration:

Responsible for tracking and recording all outgoing and incoming mails, magazines and newspaper subscriptions; responsible for the efficient and timely delivery/receipt and processing of all mails (electronic, post, and courier )

F. Stores Management:

Responsible for maintaining the stationery and provisions store; liaise with supervisor and Finance department for stocktaking and quarterly reports on items in the store as well as replenishing stocks.

G. Telephone Billing:

Review, analyze and process mobile phone bills; generate phone call reports using the phone tracking system and process these reports for as appropriate.

H. Vehicle Management System:

Use the Vehicle Management System (VMS) to enter data from the log sheets of all Accra-based vehicles; produce monthly reports on usage of these vehicles; track and update vehicle inventory by liaising with the fleet manager..

Required Skills or Experience

HND in Secretaryship and Management with one (1) years working experience in a similar position or DBS (Secretaryship and Management) with two (2) years working experience.
Computer literacy in MS Word and Excel

How To Apply

Qualified candidate should send resume to: resumes@jobsinghana.com using the job title as the subject of the mail.