To perform the functions of a Receptionist/Telephone Assistant and to assist in secretarial or other routine administrative/clerical duties. MAIN DUTIES AND RESPONSIBILITIES:
Ensures that the reception desk is always occupied during office hours.
Attends to all incoming calls, transfers them to relevant staff, arranges teleconference calls with the requested persons per Company’s staff’s request, and takes accurate messages.
Receives visitors, mission delegations by obtaining clearance from staff concerned, routing them to appropriate office or waiting area; coordinates with lobby security on ground floor to allow elevator access.
Liaises with building management regarding provision of required assistance with delivery of office/food supplies, furniture and/or equipment to the office.
Meets VIP visitors at Landmark Building II reception desk per Company staff’s request to accompany them to premises.
Ensures that HQ mission staff provided with access cards to the office upon request and collects them upon their departure; maintains a log sheet of visiting missions.
Receives and sends international/domestic pouches; records the time of their delivery/dispatching in the logbook; receives and distributes daily newspapers to concerned staff.
Tracks the flow of all incoming/outgoing documents; ensures all outgoing documents are delivered on time; ensures that all incoming documents are logged in chronological order, properly distributed and promptly brought to the attention of concerned staff.
Checks Company’s office email messages; depending on their content replies or forwards them to concerned staff.
Monitors food and cleaning supplies for Office visitors and advise F&A staff on replenishment of its stocks.
Monitors the cleanliness and functioning of the office space and facilities, and contact cleaners and/or maintenance staff as needed.
Performs other routine clerical work assigned by CD as typing, formatting the documents, photocopying, scanning, etc.
Working extended hours may be required by the CD as needed.
Reports to Country Director (CD), in absence of CD, to Senior Finance and Administration Officer.