Administrative Secretary Assistant in IFE,OSUN STATE

Clerical and Administrative Support

1. In charge of the switchboard
2. Assume receptionist duties, greet and assist visitors (partners and suppliers) in collaboration with the Security Post and refer them to appropriate staff members, direct calls, take messages and respond to enquiries
3. Receipt, sorting, registration and distribution of incoming and organising and sending outgoing mails and parcels
4. Prepare weekly outgoing transmission notes and attachments for mails distributed by diplomatic pouch and liaise with the Embassy of France
5. Bookkeeping incoming and outgoing mail of the office
6. Provide management & Accounting support (in pair with the Senior Administrative Manager

Handling of the petty cash :

1. Administer and manage the petty cash for weekly inspection anc control by the management
2. Assures supply of petty cash in pair with the Senior Administrative Manager/accountant
3. Enters, updates and retrieves accounting data from the AFD automated accounting system, GLA
4. Supports the Senior Administrative Manager / accountant to monitor inventory using the office’s automated accounting systems such as FRP and PEGAS
5. Perform the duties and responsibilities of the Senior Administrative / accounting Manager during leave and training periods. Ordering and maintaining stationery and equipment supplies

Provide logistical support & Supervision (in collaboration with the Deputy Director)

1. Organise meetings in the office :
2. Greet and assist participants in coordination with the Security Post
3. Preparation of the meeting room and providing receptionist services (Air conditioning, drinks and snacks etc.) ;
4. Logistical and Maintenance supervision :
5. Daily supervision of the office cleaning including the office premises and oversee the municipal waste disposal authorities
6. See to the maintenance and upkeep of the office building and of equipment (In association with the Senior Administrative Manager, and suppliers) ;
7. Interact with various suppliers to ensure repairs to utility facilities within the office premises (Water, maintenance equipment, etc)
8. Country Director’s Villa :
9. Responsible for the upkeep of the water meter and power supply in association with the Country Director and the Senior Administration Manager ;
10. Coordination of Mobility in the office :
11. Responsible for the weekly timetable for the drivers and for the coordination of the official vehicles in town and for Airport pick-ups and drop-offs.
12. Ensure that a Mopol is assigned in need (especially for trips to and from the Airport)
13. Logistical supervision (power etc)
14. Tracking of the consumption and maintenance (Every 200 hours) of the two generators of the office and the coordination of the diesel supply Oversee the electricity consumption of the office and ensure purchase of recharge of the meter
15. Liaising with the supplier to coordinate repairs to the office printers

METHOD OF APPLICATION;forward your resumes to [email protected]

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