Job opportunity for Receptionist at Innovations For Poverty Action

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Front Desk Management
• Receive, announce and direct visitors to staff in the office in a courteous manner. Also, as requested, make appointments and take messages. Maintain record of visitors & staffs travel inform on google drive.
• Maintain an updated staff and telephone list liaising with HROM as appropriate for staff updates. Regularly update and post on box.
• Maintain an updated vendors/partners/collaborating organizations and general office contact information.
• Coordinate conference room use and maintenance of conference room equipment’s.
• Perform data entry tasks upon request.
• Managing the printer/copier machines and coordinating with service vendors.
• Provide secretarial/administrative support to the Country Director and Deputy Country Director.
• Orient new staff to front desk operations.
• Issue to all newly recruited staffs and visitors emergency cards, modems and mobile phones as may be applicable.
• Emergency Contact information. Issue emergency contact cards staffs and visitors and maintain contact information on google drive.
• Office Keys: Issue and maintain a record of office keys distributed to staffs. Ensure that any losses are accounted for and compensations made by respective staffs/projects.
• Staff Identity Card printing, issuance and renewals.
 Liaise with the HROM to obtain ID numbers from the replicon for new long term staffs.
 Liaise with RA’s/FM’s for short term contractor staffs

2. Manage Petty Cash
• Ensure all petty cash transactions are handled as per IPAU procurement guidelines.
• Ensure all petty cash transactions are approved and recorded.
• Ensure timely reconciliation and replenishment of petty cash at hand.

3. Staff Functions and meeting arrangements
• General staff meetings: Take minutes and circulate within two days of preparing. Send email reminders to staff regarding planned meeting schedules.
• Oversee Office Assistants arrangement of meeting /training venues. Ensure necessary equipment’s, refreshments and any other required services are provided as appropriate.
• Support in organizing staff functions such as end of year celebrations, luncheons or dinners for IPAU guests.

4. Office Stationary
• Maintain inventory of office supplies, stationary requirements and accountability.
• Raise monthly purchase requisition for office supplies and stationary replenishments. And follow up with the Administrative Assistant prompt replenishments.

5. Organization Support
• Organize accommodation, transport and local communication for visitors in country. Render all logical support upon request.
• Ensure to retrieve IPAU equipment’s and assets temporary assigned to visitors that includes mobile phone and modem.
• Make hotel bookings and reservations promptly as instructed.
• Inform transport vendors to arrange for timely airport or other transfers.
• Ensure staff Identity Cards and for contractors are timely printed and distributed to staff.
• Ensure consistent filling of documents/records by hard and electronic files as appropriate.

As assigned by your supervisor, perform other tasks, which are commensurate with your level in the organization.