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Secretary - Receptionist

CARE International

The Secretary / Receptionists basic task is to manage the daily activities of the front desk and provide secretarial / administrative support to the Sub-Office, The front desk is the first impression people have about every organization and as a result, the following are critical:

• Timeliness to work and presence at post;
• Cleanliness / tidiness of the work station area and presence of available material that represents CARES work and approach;
• Customer orientation and professionalism;

Key Responsibilities:

• Manage the front desk and provide reception and secretarial services
• Receive visitors in a professional manner and direct them to the appropriate persons
• Manage the telephone systems appropriately and notify any failure to the supervisor, and communicate to others as appropriate;
• Receive and dispatch incoming telecommunications, assist on outgoing telecommunications according to CARE Ghanas procedures.
• Organize outgoing and incoming mails efficiently and ensure that incoming mails are distributed to individual staff members immediately and copies filed for future reference.
• Receive documents from various departments and work items for dispatch to other CARE offices ensure they are properly logged for reference.
• Manage the official Notice Board and display official communications and promotional information in an attractive manner;
• Organize and maintain the filing system and ensure it is updated on a regular basis according to CARE procedures
• Occasionally, provide typing and secretarial support to senior staff,
• Provide secretarial support to the staff meetings and other important events as needed.
• Receive and ensure dispatching of payments issued by finance department to service providers according to CARE Ghanas procedures and return the appropriate documentation back to the finance department.
• Call and notify vendors and partners about payments that have been made into their accounts based on payment advice from finance office.
• Manage the conference room usage to ensure meetings do not clash and also ensure it is kept tidy at all times and tea / coffee is always provided
• Provide support to the Admin. Department for the organization of special events such as workshops, meetings, social activities, etc
• Make Hotel accommodation arrangements for CARE Staff and Visitors and for workshops.
• Support admin unit and other sub office staff with scanning and photocopying of documents.

Educational Requirements & Qualifications

• A minimum qualification of Diploma in Business Secretarial Discipline
• First Degree in Secretaryship / Business Administration will be an added advantage
• Minimum 3 years experience in a secretarial field or similar position.
• Excellent written and oral communication skills;
• Ability to multitask and work within deadlines;
• Proficient in use of Microsoft applications, including Word, Excel, and outlook (or similar software);
• Basic analytical and statistical skills;
• Excellent communication in English (both verbal and written fluency required),
• Strong customer service of focus and ability to work well with people from varied backgrounds and cultures at all levels in the organization.
• Excellent planning, organizational and time management skills.
• Strong team player.

Location: Tamale

Contact address

How to apply

Apply by email

Job Information

    • Full Time
    • Diploma
    • 1 - 3 Years
    • Office & Admin
    • Northern Region
    • Tamale
    • hr.ghana@care.org
    • null-Aug-2019
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