Front Office Assistant || CARE International in Zimbabwe

  • Mutare
  • Applications have closed

CARE International in Zimbabwe

DUE DATE : 01 OCTOBER 2021

DUTIES

  • 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

REQUIREMENTS

  • 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

TO APPLY

Click here to apply