Front Desk Assistant Job at Jhpiego


Jhpiego, an Affiliate of Johns Hopkins University is a global leader in improving healthcare services for women and their families.

We are recruiting to fill the position below:

Job Position: Front Desk Assistant

Job Location: Abuja
Reports To: Senior Admin Officer
Matrix Reporting: Admin Manager

Overview

  • The Front Desk Assistant is responsible for maintaining the Jhpiego reception/front office including ensuring cleanliness, functioning phone system, maintaining telephone contact information, and ensuring prompt and timely assistance to all visitors and vendors.
  • As the first contact for the organization’s visitors, the Front Desk Assistant is expected to be professional, courteous, smart, prompt and pleasant
    . The Front Desk Assistant will also assist with other front office functions like sending/receiving couriers, ensuring mail is picked from the post office and other office support tasks as needed.

Responsibilities

  • Provide support to Jhpiego staff in the office and ensure efficient and prompt operation of the reception and front office in general.
  • Manage the PABX/Intercom system and ensuring that all PABX problems are reported promptly to Admin.
  • Maintain incoming and outgoing mail register to manage all incoming and outgoing correspondences.
  • Maintain and manage Invoice Register for both Country Office invoices and State offices invoices
  • Receive all invoices, document and send invoices to Administrative unit.
  • Issue and receive vehicle request form and forward request to Admin for processing.
  • Maintain telephone contact list with phone contact information for all Jhpiego partners, stakeholders and others associated with the program.
  • Ensure that the reception area is clean and promptly receive and assist visitors.
  • Ensure that all in-coming mail and deliveries (documents such as proposals, invoices etc.) are correctly distributed and in a timely manner. Ensure that all Abuja and International out-going mail is correctly addressed, recorded and all mails (Abuja and international) are sent out on time and collected promptly by courier company staff.
  • Ensure that all visitors to Jhpiego from Baltimore and other/overseas country offices receive the guest cell phone for use while in country. Jhpiego Nigeria office staff contacts should be given to the guest for easy access. S/he should also ensure that all these staff numbers are keyed in the cell phone. S/he should then ensure the cell phone including all its accessories are returned before the guest departs.
  • Responsible for conference room booking and setting up and other logistics prior to meetings/training events.
  • Report First Aid Box information to the Admin Manager for necessary action.

Administrative Responsibilities:

  • Support vendors’ invoice vetting and routing to Admin Unit
  • Reconcile travel/flight ticketing with vendors on periodic basis in collaboration with admin support team
  • Support Logistics assistant in invoice reconciliation for all Abuja car hire vendors
  • Support inventory management system by receiving delivery notes, waybills and routing same to the inventory department.
  • Interface with all Jhpiego vendors and providing guidance on all open bidding process (including ensuring that bid worksheet are properly completed and kept safe)
  • Support quality control processes by guiding vendors on how to review all signed-off sampled materials (e.g. documents, booklets, consumables etc) and ensure that these sample materials are well labelled, explanatory and securely kept throughout bidding process
  • Support Administrative unit in document filing and archiving (document retention management).

Required Qualifications

  • Minimum Bachelor’s Degree in Secretarial Studies, Business Management and related profession.
  • Good knowledge of Microsoft Office

Knowledge, Skills and Abilities:

  • Experience working in a busy office within the private sector especially with an international organization
  • Basic computer skills.
  • Ability to operate and use a PABX phone system
  • Proficiency in both written and spoken English

Method of Application
Interested and qualified candidates should send their updated CV to: ng-recruitment@jhpiego.org using "Position and Location” as the subject of the email.

Note

  • CV and Cover Letter as ONE SINGLE WORD document
  • The title/subject of your email and application should be the position you are applying for.
  • Candidates that do not comply with the application instruction will be disqualified.
  • Qualified female candidates are encouraged to apply
  • We reserve the right to close this vacancy early if a suitable candidate is found.
  • Only shortlisted candidates will receive an invitation for an interview
  • Any successful candidate will be subject to a pre-employment background investigation.
  • JHU is an Equal Opportunity Employer
  • For further information about Jhpiego, please visit our website at ww.jhpiego.org
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