Fairtrade Africa: Front Desk Officer

FAIRTRADE AFRICA PURPOSE: To improve the socio-economic conditions of African producers through increased access to better trading conditions.
TEAM PURPOSE: To deliver administrative, technical, and professional advice and expertise in support of Fairtrade Africa’s strategic roles.
JOB PURPOSE: To perform reception and administrative tasks for Fairtrade Africa (FTA). To undertake specific tasks in support to the Administration and Resources Team.
REPORTING LINES:
Post holder reports to: Administrator
Staff reporting to this post: None
BUDGET RESPONSIBILITY: none
DIMENSIONS:
 Management of the Fairtrade Africa front office
 Provision of front-desk service and telephone communications services
 Updating Fairtrade Africa staff and office information
 Maintenance of the registry system
 Effective mail management
 Providing necessary support for Fairtrade Africa staff as may be required
KEY RESPONSIBILITIES:
Front Desk Services
Ensure the provision of front-desk service and telephone services focusing on achievement of the following results:
 Monitoring of all visitors to the office; assistance to visitors by providing directions and accurate information related to FTA.
 Operation and management of the telephone switchboard in accordance with appropriate regulations.
 Weekly check and test of all lines.
 In consultations with the line manager, maintenance of recording information in the system and reporting to telephone service provider for regular maintenance and repair.
 Management and planning of the front desk coverage.
 Assistance in the preparation of cost-recovery bills for services provided by FTA to other organisations or stakeholders.
Contact Information:
Ensure FTA staff and other contacts information are always updated, focusing on achievement of the following results:
 Collection and update of FTA staff information on a monthly basis, ensuring all data and information is correct and accurate.
 Update of the FTA telephone list and Fairtrade Directory, Addresses, Partner Organisations Government agencies, International Organizations, NGOs and other important contacts of FTA.
 Updating of service providers schedule.
 Updating of office supplies inventory.
 Managing use and replenishment of office.

Registry Management
Ensures maintenance of registry system focusing on achievement of the following results:
 Set up and maintenance of the office filing system in accordance with the FTA Filing System
 Opening of new subject files as required and disposal of old files in accordance as directed.
 Maintenance of archives, ensure files are properly stored and accessible; safe keeping of documents.
 Provision of photocopies of material from the confidential registry files, as requested by staff.
 Assistance in the collection of reference and background material from files.
 Establishment and maintenance of records system of file movements within the office; maintenance of the office circulation and reading files.
 Preparation of correspondence and reports related to registry activities.
Mail and Bills Management:
Ensures provision of effective mail management within FTA focusing on achievement of the following:
 Receipt, registration, coding and forwarding of incoming faxes, letters and other correspondence to proper team/unit/officer.
 Registration and dispatch of the outgoing communications and follow-up distribution. Prepares the summary of enclosure forms and necessary documents and maintains the file on documents received to ensure that all are accounted for
 Proper prorating and billing of staff and user organisations working in the building.
SKILLS AND COMPETENCE: Essential (E) & Desirable (D)
 Excellent in spoken and written English (E) and basic knowledge of French. (D)
 University diploma (or degree preferable) in Secretarial /or Business Administration/ Management. (E)
 At least 3-years of working experience in administration or similar position. (D)
 Excellent computer skills (Windows, Excel) and preparedness to learn and manage computer software packages necessary for front office work, especially on communication and information management (E)
 Ability to work under pressure within the office, and prioritise routine and ad hoc tasks. (E)
 Ability to work independently under minimum supervision as well as in a team in a multicultural working environment. (E)
 Respect for confidentiality and have sympathy with the aims, objectives and beliefs of FTA and commitment to FTA’s gender and equal opportunities policies ensuring commitment to equality and fairness, irrespective of political, religious and ethnic affiliation. (E)
 Focuses on result for the client and responds positively to feedback. (E)
 Consistently approaches work with energy and a positive, constructive attitude. (D)
 Remains calm, in control and good humoured even under pressure. (E)
 Responds positively to critical feedback and different points of view. (E)
OTHERS: This job description is intended as a guide and should not be viewed as an inflexible specification as it may be varied from time to time following discussion with the post holder. The post holder will be expected to work to agreed objectives, which should facilitate achievements of the key responsibilities in accordance with the Performance Review Process. Application Send applications to recruitments@fairtradeafrica.net by the 15th of January 2011. Please reference “FTA Administrative Assistant” in the subject line. All applicants should state how they meet essential requirements of the post, with ALL the following: detailed CV, cover letter and salary history (current and last 2 jobs is applicable), email address, telephone contacts, current and expected remuneration package, names and contacts of 3 referees by the 15th of January 2011. Qualified applicants will be subjected to a background check as a condition of employment. The final hiring decision is anticipated end of January for a start date ASAP.
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