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4 May 2020

Contract Administrative Assistant At ACDI/VOCA

ACDI/VOCA – Posted by ghhealthjobs Accra

FBB7AFBB 2287 4F06 B3B7 403A5E8C4A3E

Job Description

The Administrative Assistant is responsible for maintaining the front desk, performing administrative duties, and assisting staff as necessary. This position reports to the Director of Office Operations.

Responsibilities

  • Answer all incoming calls on the main phone console politely and pleasantly and direct calls to the appropriate person.
  • Properly route calls and answer basic questions accurately and thoughtfully following ACDI/VOCA’s procedures, programs, and protocols.
  • Notify security of expected visitors.
  • Greet visitors and notify staff of their arrival; direct visitors to restrooms and coat closet; monitor visitor access and provide visitor information to security lobby.
  • Responsible for the distribution of incoming and outgoing packages, mail, E-faxes and intra-office communications.
  • Accept, log in, and notify staff of incoming packages and deliveries. Arrange for courier service as needed.
  • Keep tracking log of incoming and outgoing International Documents, having courier sign for items picked up (PVS, DHL).
  • Serve as a general resource for all staff and help train and assist new staff with office procedures when needed.
  • Assist with handling logistics for internal meetings and events, such as ordering food and accepting delivery, booking conference room for large meetings/events/trainings.
  • Assist the Director of Office Operations with handling logistics for external meetings and events, such as Quarterly Staff Meetings, holiday parties, and annual staff events.
  • Monitor emergency announcements on TV and by email alerts; notify Director or the VP, Office Operations & Risk Management on matters of interest.
  • Maintain the professional appearance of the reception area.
  • Process payment requests for invoices and corporate credit card under the supervision of the Director of Office Operations.
  • Ensure proper coding and follow up with vendors when necessary.
  • Manage mobile device distribution process for overseas travels. Assist in maintaining appropriate filing and up-to-date information for both hard copy documents and electronic files, including payment requests, organization directories, division manuals, and office guides.
  • In the absence of the Facilities Administrator, stock all kitchens, coffee stations, and copy rooms and process mail.
  • Assist Director of Office Operations upon request and assume other duties as assigned.
  • Assist the Director of Office Operations by communicating between staff and building management.
  • Keep staff up to date with building changes, services and other news. Perform other duties as required.

 

While the requirements listed above are representative of the knowledge, skills, and/or ability required; reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Qualifications

  • Associate Degree required; Bachelor’s degree preferred.
  • Some work experience in an office setting required.
  • Proficiency in Microsoft, Excel, Word, Power Point, SharePoint and other Microsoft programs.
  • Ability to plan, organize and prioritize effectively. Professional demeanor and customer service orientation.
  • Familiarity with safety and security procedures preferred.
  • Fluency in English required, French and/or Spanish language skills preferred.
  • Demonstrated excellence in oral, written and reading comprehension abilities.
  • Ability to work independently, gather/monitor information, and solve problems.
  • Ability to learn about international development topics and current issues preferred. Detail-orientation, flexibility & adaptability, customer service and resourcefulness.

How to Apply

  • Please apply online at http://www.acdivoca.org/work-with-us/. No phone calls please.
  • Only finalists will be contacted. Women and minorities are encouraged to apply.
  • Peace Corps, AmeriCorps, and other national service alumni are encouraged to apply. EOE/AA. VEVRAA Federal Contractor.

Job Categories: Health Administration. Job Types: Contract. Job Tags: consultant healthcare jobs, healthcare job listings, healthcare jobs part time, hospital job listings, and medical job listings. Salaries: Less than 20,000 per year.

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