Office / Front Desk Assistant - AHF
AIDS Healthcare Foundation
15h ago
source : BetaJob

Job Summary

  • The Office / Front Desk Assistant will sit at the front desk and act as receptionist by providing customer services and will also provide support to CPD’s office.
  • The assistant will provide secretariat services for AHF Nigeria country office and also support operations and procurement.
  • Essential Duties and Responsibilities

  • The officer will act as front desk or receptionist at AHF Nigeria country office
  • The assistant will provide secretariat services for AHF Nigeria country office and also support operations.
  • S / He will support inventory management, maintenance and updating of fixed asset records
  • Provides administrative support to the Country Program Director :
  • Prepares monthly credit card, petty cash, and reimbursement reports for AHF finance department / local accountancy firm;
  • Maintains and manages meeting calendar;
  • Maintains and updates contacts database.
  • Answers incoming phone-calls; oversee office voicemail;
  • Collects and distributes incoming mail! arrange courier services when needed;
  • Oversees office supply inventor orders as needed;
  • Develops and maintains filing system (mainly digital and also hardcopy when strictly needed);
  • Monitors vendor invoices & accounts payable;
  • Assist with visa applications (getting invitation letters);
  • Check the email account on a daily basis, and forward information requests to the appropriate people;
  • Communicate with accountancy firm on payment of invoices and on reimbursement of expense reports;
  • Send original invoices, receipts and expense reports to the accountancy firm;
  • Makes external hard disk backups of all updated files.
  • Coordinates standing and ad-hoc teleconferences and meetings; send reminders, maintains and distributes meeting minutes and action-item grids
  • Writes minutes for each one of the AHF Global teleconference meeting
  • Provides administrative and logistical support for AHF Nigeria
  • Other duties as may be assigned by the supervisor.
  • Requirement, Education and Experience

  • Bachelor's degree or HND in Administration or Finance related field.
  • One to two years related experience and / or training or equivalent combination of education and experience.
  • Proficiency in computer operations (Use of MS Word, Excel, PowerPoint and Outlook)
  • Oral and written fluency in English required.
  • Ability to multi-task and prioritize in pursuit of deadlines
  • Interest and / or experience in : HIV / AIDS related work; non-profit sector; development work in resource constrained settings
  • 1-2 years’ experience in a similar Administrative Assistant capacity, providing logistical and secretarial support in an international environment
  • Ability to work in a multi-cultural, international environment.
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