VACANCY : Administrative and Logistics Assistant

DESCRIPTION

The Administrative and Logistics Assistant serves as the main contact for all external parties calling at the reception area of AWF enhancing the organizational image and provides general administrative and logistics services to the office in support to AWF staff.

Responsibilities

• Front office operations – ensure the front office is kept clean and tidy.
• Switchboard operations – receive, make and direct calls as required as well ensure the switchboard is always operational and report any faults as required.
• Procurement – assist the Finance and Administrative Manager in purchasing office stationery, maintain accurate and up-to-date records of the same.
• Logistical support - work with the F&A Manager to ensure staff receive the necessary support in planning field/business trips. This includes making flight and hotel reservations as well as process visa applications as required.
• Facilitate courier services for out-going mail/parcels and ensure efficient tracking.
• Work with the F&A Manager on tracking and final clearance of incoming parcels/mail.
• Ensure timely payment of bills -Telephone, travel, stationery, taxi and courier.
• Co-ordinate the use of meeting rooms and organize provision of catering services as requested.
• Ensure proper upkeep of office equipment and ensure timely service and reorder of supplies.
• Deal with vendors for office services, including stationery, telephone, courier, taxi
• Maintain staff absence log and communicate the staff absence to other staff
• Other duties as assigned by Supervisor

REQUIREMENTS

• A minimum of HND (BTS in the French system) in Business Administration, Logistics or related field
• Certificate in Customer Service/Front Office operations is an added advantage
• At least 2years’ experience in a similar position (preferably in an international NGO set-up or busy working environment)
• Basic Financial/ Accounting experience would be an added advantage
• Excellent interpersonal and communications skills
• MUST be fluent in French and English
• Excellent customer service skills
• Ability to multi-task and work in a fast-paced office setting
• Strong grasp of MS Office Suite
• Excellent organizational skills and strong attention to details
• Must demonstrate professional demeanor
• Excellent phone etiquette
• Team oriented, flexible and adaptable, with positive attitude and strong work ethic

Interested candidates are invited to apply through the following link: Administrative and Logistics Assistant