CARE International in Zimbabwe
DUE DATE : 01 OCTOBER 2021
- Receives, sorts and distributes internal & external mail, records and files details of all incoming and outgoing mail and calls for the office
- Collects and delivers office mail and distributes signed documents as relevant
- Takes phone messages on behalf of management not in the office at the time of the call
- Creates and maintains a hospitable reception area by ensuring the reception is clean, receives visitors in the reception area and directs visitors to the right offices
- Prints and avails CARE forms such as Travel Authority, Petty cash forms, Advance and liquidation forms to management
- Makes Boardroom bookings for meetings and ensures that the Boardroom are in good condition
- Arranges and facilitates travel documentation like air tickets, per diems, transport and visas for management
- Facilitates and arranges for required information and appropriate documentation for the visitors such as letters of invitation, transport and hotel bookings, refreshments
- Makes arrangements and books accommodation and facilitate other logistical needs for the visitors where necessary
- Receives authorised petty cash application forms and disburses petty cash in line with Finance guidelines
- Maintains Petty cash expenditure receipts and reconciles and requests petty cash re-imbursements from Finance
- Raises Internal Purchases Requisition for office consumables and stationery and submits to Admin Officer
- Issues stationery to staff as per request and reconciles stationery stock monthly on Excel.
- Coordinates meetings pertaining to the management and makes appointments with external stakeholders
- Drafts letters on behalf of the management as relevant
- Diploma in Secretarial Studies/Administration or equivalent
- 1-2 years working experience in secretarial/administration work or other related field
- Good organization, time management and scheduling skills.
- Basic bookkeeping experience, especially in accounts payable/receivable.
- Experiencing using office management software, including word processing software and spreadsheet