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Front Desk Officer – Support Services

DKT International

Job title: Front Desk Officer – Support Services
Department: Support Services Department

Organization Relationship
Directly reports to: Assistant Senior Manager – Support Services

Job Summary
Provide general administrative support such that the offices of DKT function smoothly and provide a professional atmosphere in which employees can succeed.
Assist on managing office and staff logistics.
Assist on secretarial and receptionist duties.
Assist on administering personnel functions.
Assist Support Services Manager.

Specific Duties & Responsibilities
Assist with providing general administrative support such that the offices of DKT function smoothly and provide a professional atmosphere in which employees can succeed.
Assist in the development and maintenance of administrative systems that allow for the most optimal and professional atmosphere.
Develop and maintain filing systems, paper and electronic, to audit-level standard.
Maintain office facilities, furniture, and equipment up-to-date and in good working order. Ensure offices are clean and functional, including pantry area.
Control office stationeries, supplies and replenishments. Maintain an up-to-date inventory at all times and maintenance log for equipment such as photocopier and facsimile machine.
Provide administrative recommendations that lead to enhanced performance and outputs.
Assist on managing office and staff logistics
Organize meetings and events inside and outside the DKT office. Arrange for venue, refreshments, audio-visual use/rental, invitations, and other components of the event.
Assist on secretarial and receptionist duties.
Perform secretarial duties including travel arrangements & meeting schedules
Serve as one of the key voices representing DKT during primary contact, maintaining positive, professional relationships.
Monitor reception of visitors.
Make arrangements for business cards for staff and printing of project materials as requested.
Assist in the placement of advertisements and notices in local papers.
Provide regular and ad hoc support to technical staff; such as document duplication, document compilation, light editing and formatting.
Assist other team members when workloads and circumstances require it.
Assist in activities and events related to representation of DKT International.
Assist with Vehicle Maintenance & Management
Evaluate and process all incoming servicing and maintenance needs for the entire fleet of company vehicles.
Liaise and maintain relationship with TOTAL Ghana and all major servicing garages for fuel and vehicle maintenance purposes.
Prepare monthly fuel and vehicle maintenance report.
Monitor and supervise legal documentation covering vehicle road worthiness and licensing.
Assist on administering personnel functions
Assist SSD Manager in maintaining up-to-date employee files.
Assist in the implementation of Personnel Policies and Procedures Manual.
Assist in monitoring and managing staff leave and sick days.
Assist in recruitment process for approved vacancies, staff training, placement, promotion, transfer and termination.
Assist in administering staff benefits including health insurance and accident insurances.
Assist in administering work permit and other permits, customs requests, visas, and licenses for l expatriate personnel and their eligible dependents, in compliance with the prevailing regulations.

Other Duties
Perform other duties as assigned by your immediate supervisor.
Assure confidentiality in handling business related issues.

Work Guides and References
Accounting Procedures and Policies
Marketing Plan
Employee Handbook

Position Objectives
Provide quality administrative support for the office, including the CD.
Help to make office environment in which employees are happy to come to work.
Contribute to overall program goals.

Key Performance Indicators
DKT sales targets
Quality of office administration and services provided.
Positive reviews of DKT Ghana by customers and partners
Positive reviews of DKT Ghana by employees
Effectiveness of personnel management systems

Educational Requirements & Qualifications

Minimum Education
Bachelors degree or equivalent

Work Experience
At least 3 years experience in similar occupation
Experience in international company

Formal Training
Office management training
Secretarial courses
Personnel management training

Skills and abilities
Strong interpersonal skills
Strong organizational skills
Computer literacy
Enthusiasm and initiative
Writing & communication skills
Integrity and honesty
Ability to work during weekends upon request and beyond official working hours will be a plus
Must be willing to work in this role for at least 2 years

Contact address

How to apply

Apply by email

Job Information

    • Full Time
    • Bachelors Degree
    • 3 - 5 Years
    • Office & Admin
    • Greater Accra
    • Accra
    • hr@dktghana.org
    • 30-June-2020
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