View Vacancy – Administrative Assistant (02/24 YAO)

Main purpose of job:

To provide day-to-day administration of the Reception Area and main Switchboard. The Administrative Assistant is responsible for receiving visitors to the High Commission and fielding enquiries over the phone. As part of the Corporate Services Team, the officer will be required, from time to time, to undertake tasks in support of broader objectives of the High Commission.

Reporting directly to the Executive Assistant. The officer will be first point of contact in the High Commission and act as Deputy EA.

Roles and responsibilities:

Telephone system and Frontline (15%)

• Operate office switchboard – answer all incoming calls and transfer to respective destinations and where possible answer queries from the general public and where necessary make calls for colleagues.
• Receive all visitors on first arrival to the High Commission and advise colleagues awaiting visitors.
  

Social Secretary (15%)

• Setup calls for the HC & DHC.
• Inform guards about expected guests.
• Prepare replies to emails and enquiries.
• Prepare invitations, name cards and menu cards for receptions and follow up for confirmation.
• Build good working relations with secretaries in other diplomatic missions and offices.
• Respond to job and internship applications received via mailbox.
• Managing official correspondences including drafting, coordination and recording of all diplomatic correspondences.
• Maintain and update contact database with new contacts
  

Admin Tasks (45%)

• Manage and profile Stationery Budget.
• Maintain stationery stock and keep a record of stationery taken by staff.
• Distribute incoming mail (internal/external) and arrange to have outgoing mail posted.
• Organise servicing of office equipment i.e. photocopiers, telephone.
• Oversee the distribution of office newspapers
• Manage BHC meeting room calendars
• Receive / stamp incoming invoices & forward to budget monitors / accountant
• Finance – Receiver and Requisitioner on HERA.
• Receive and dispatch diplomatic mail bag and DHL/FEDEX/SOLENA facilitator for parcel collections
• Assist the Corporate Services Team for e.g. obtaining quotes, hotel reservations, flight bookings, and general enquiries and follow-ups.
• Any ad hoc duties
  

Support to the Executive Assistant to the High Commissioner (25%)

• At the end of the day, see EA/HC for his schedule for the following day to communicate to Transport Team
• Receive all incoming calls for HC.
• Action all invitations (accept/regret). Note the action to be taken and return to HC.
• Make appointments, receive confirmation of appointments, accepts and make RSVPs for HC.
  

Resources managed: 

– IT equipment – switchboard, radio, laptop, mobile phone
– Stationery
– Corporate Credit Card

• Minimum of 2 years experience on a similar role or administrative role.
• Excellent communication skills (spoken and written ).
• Good self-management, organisational and customer service skills.
• The ability to work well both independently and as part of a team at times under pressure.
• Flexible and positive approach to working in a forward thinking innovative organisation.
• Proficiency in the use of Microsoft Word and Excel

Language requirements: 

Language: English and French

Level of language required: Professional proficiency