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Front Desk / Administrative Assistant at INSIGHT CONSULTS

Job Description:

  • The Front desk /administrative assistant will undertake receptionist and other administrative support functions.
  • This role will be the face of IC  for all its visitors and will hence be responsible for the first impression we make.
  • The post holder will be expected to be able to deal with complaints and also provide accurate information to visitors and staff.
  • This role must comfortably interact with individuals of all professional levels.

Front desk service

  • Answer all incoming calls and redirect them or keep messages, demonstrate courteous, positive and a helpful attitude in all interactions, including telephone conversations.
  • Take complete messages in a professional and legible manner.
  • Attend to all visitors in a polite , professional and courteous manner
  • Ensure front desk area is tidy, clean and presentable at all times and the ambience is maintained in line with profile of WaterAid.
  • Apply appropriate discretion in managing information and documents of a sensitive nature ; keeping hard copy documents received out of public view and not leaving them on the front desk, counters or unattended .
  • Attend to staff requisitions for toiletries and other items such as tea items, papers, etc.
  • Arrange prompt repairs of damaged chairs, desk and other office furniture and fixtures; Liaise with Human Resources & Administrative Officer and budget holders to purchase replacements when necessary.
  • Take responsibility for maintaining spare keys to all offices; act as custodian of the stationery and office supplies storage
  • Perform basic office support and document processing services such as typing, spiral binding as requested
  • Receive letters, mails and parcels and distribute them in a timely manner to recipients ; processing outgoing despatch ; act as primary liaison with courier service providers

Job description

  • Support achievement of efficient office services ;
  • Take responsibility for basic maintenance of office facilities and premises including arranging replacement of dead bulbs and repairs of faulty lamps; mowing of lawns and escalating complaints as necessary to colleagues
  • Manage office power generators to achieve minimum 90% performance efficiency; log daily generator usage and diesel usage; ensure timely fault identification and repairs and promptly escalating complaints to Human Resources & Administrative Officer or contacting service provider to arrange maintenance or repair visit; Liaise with Human Resources & Administrative Officer for timely purchase of diesel for generator usage and track usage to ensure cost effectiveness.
  • Collect utility bills –water bills and process payments to service providers; monitor utilization of electricity meters and purchase recharge /top up cards to avoid interruption of office power supply.
  • Oversee office cleaning to ensure cleanliness, tidiness and ambience for productive work.

Person Specification
Essential

  • Possession of a minimum of national diploma or equivalent qualification.
  • Minimum of two years’ work experience in a similar role in a formal /structured work setting
  • Pleasant and good natured disposition with a ‘can do’ attitude /willingness to assist around the office
  • Excellent oral and written communication skills
  • Excellent interpersonal skills and ability to manage conflict/difficult situation
  • High sense of responsibility/ reliability
  • Ability to manage information with discretion and confidentiality
  • Demonstrate good common sense judgement
  • Good telephone etiquette

Desirable

  • University degree in social sciences , humanities
  • Experience managing outsourced office cleaning staff

Job Qualification: hnd,bachelors-degree

Mode of Application:

Interested applicants should forward their CV to hr@insightconsults.com.ng

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