Administrative Assistant-Front Office Heifer International

Heifer International is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, gender identity, sexual orientation, age, status as a protected veteran, among other things, or status as a qualified individual with disability.

Function:
The Administrative Assistant-Front Office shall be the first point of contact of the organization. He/she shall coordinate all Front Office activities including managing incoming and outgoing calls, courteously receiving visitors, and ensuring that they are well taken care of while waiting at the reception area and providing administrative support for the smooth running of the country program activities.
The overall goal is to ensure that the Front office provides professional and friendly service to internal and external clients.

ESSENTIAL CHARACTER TRAITS:
Friendly attitude, multi-tasking, organized, Discretion, Hardworking, self-motivated, positive attitude, team player with integrity, trustworthy, outgoing and flexible.

RESPONSIBILITIES AND DELIVERABLES
Front Office Management (45%)
• Ensure that the front desk area is clean and neat at all times.
• Ensure that the reception area is not left unattended.
Ensure that Visitors behave respectfully while at the reception area.
Take care of visitors while waiting in the front office area and constantly follow up with their appointees/appointers.
• Comply with existing office rules related to visit schedules.
• Receiving and appropriately directing visitors.
• Ensure that visitors follow covid standard operating procedures.

Managing External and Internal communication (35%)
• Receive letters, packages and parcels and distribute them accordingly.
• Manage the general Heifer email account, check, sort, and timely forward emails to their respective destinations.
• In charge of the PAXB machine and recording of all outgoing phone calls.
Act as the initial point of contact for the office by responding to inquiries and requests, following up on all incoming and outgoing correspondences as appropriate.
• Maintain a documents logbook to keep track of all documents, parcels that come through the front office.

Providing administrative support for the smooth running of the Country Program activities. (15%)
• Ensuring that the boardroom is kept clean at all times in preparation for meetings.
• Updating the front office white board with information regarding travels, staff absence and meetings in progress.
• Provide logistical support before and during meetings i.e., ensure that items needed for the meetings are available.
• Assist in booking of hotel accommodation and domestic transport for Heifer staff, maintain a tracker of all booking requests.
Undertake other specific administrative duties as may be required.

Support in stores management. (5%)
• Ensure that the store is kept clean, and materials are stored appropriately.
• Responsible for receiving goods ordered and ensuring that they are all recorded in the goods received book.
• Issuing out items and updating the stores request book.
• Monitor stock levels, conduct quarterly physical inventory and submit quarterly stock report to the Administrative and Procurement Officer.
• Ensure that the store is locked at all times and no materials are missing.
• Maintain an adequate inventory of office supplies for efficient running of the office.

Minimum Requirements:
• Bachelor’s degree/diploma in Administration, Front office management or a related field.
• Experience in working with international organizations in a similar position.

Preferred Requirements:
• At least four (4) years’ office administrative experience.

Most critical proficiencies:
• Excellent organizational and administrative skills.
• Knowledge of using word, Excel, email and general computer literacy.
Knowledge of using office equipment including printers, photocopiers, and scanners.
• Strong English language skills-oral and written.
• Good communication and interpersonal skills.
• Knowledge of stores management.
• Should possess good telephone etiquette.
• Assertive, but able to keep good relations.
• Ability to be accurate and attentive to detail, good writing, editing, typing and filing competencies.
• Ability to prioritize, organize and carry out multiple tasks efficiently under pressure and with little supervision; ability to accept supervision and to provide entry level program support.
• Demonstrated ability to work collaboratively and effectively with colleagues and stakeholders.

Essential Job Functions and Physical Demands:
• Excellent interpersonal skills with the ability to work cooperatively, tactfully, and diplomatically with a culturally diverse group of people, especially in a fast-paced environment.
• Ability to handle multiple tasks and deadlines, establish priorities and make sound judgments often in a fast-paced environment and the flexibility needed to manage a heavy workload and rapidly changing contexts.
• Constant face-to-face, telephone and electronic communication with colleagues and the general public.
Ability to observe organizational etiquette and maintaining a professional appearance.
• Exceptional ability to create a welcoming environment.
• May require constant sitting, working at a computer for extended periods of time.
• Ability to work with sensitive information and to maintain confidentiality.
• Ability to organize, prioritize tasks and work independently is essential.