Key Purpose of the role:

To contribute towards the effective and efficient operation of the Windhoek office, by creating a welcoming environment and providing secretarial and clerical services to IRDNC staff, its guests, partners and visitors.

 Key Responsibilities:

• Reception and Telephone duties
• Administration duties

Key Performance Areas: [KPA’s]:

• Reception and Telephone duties – Clean reception, Professional manner
• Office administration – assist office staff with any admin duties

Key Performance Indicators [KPI’s]:

• Reception and Telephone duties
• Ensure reception is always clean and tidy
• Always act and answer the phone in a professional and friendly manner
• Ensure reception and telephone are always attended to
• Reception of visitors and field staff to Windhoek office in a friendly and professional manner
• Manage incoming and outgoing e-mails, deliveries and courier services
• Schedule appointments and manage meetings room bookings
• Provide basic information to clients, visitors and staff
• Office Supplies
• Administration Duties
• Assist office staff with any administration duties
• Assist with recruitment processes (posting jobs, scheduling interviews, communication with candidates)
• Maintain employee records and ensure documentation is up to date
• Schedule bookings for vehicle services and repairs for Windhoek office
• Schedule accommodation bookings for staff & stakeholders
• Schedule travel arrangements for staff & stakeholders
• Bookings off flights for staff & stakeholders
• Assist with event planning
• Procurement (assist staff with procurement process)
• Fleet Management Central Office

Key working relationships: internal/external

 Internal:

• Human Resources for immediate reporting and feedback
• All staff administrative services
• All Windhoek staff on administrative duties

 External:

• All visitors, field staff, Windhoek staff

Resources responsible for:

People:                All visitors, field staff and Windhoek staff and suppliers

Equipment:         All Reception Office Equipment

Person Specification: Essential qualifications, competences.

• Relevant professional / specialist qualification in reception and admin duties
• 3 years’ experience in receptionist duties and office administration, procurement process and basic human resources
• Experience reception and communication

Driver’s lisence is an advantage

Language English