The African Initiatives for Relief and Development (AIRD) is a non-political, non-religious and non-profit making NGO with a presence in Burkina Faso, Burundi, Cameroon, Central African Republic, Chad, Democratic Republic of Congo, Ethiopia, Niger, South Sudan, Tanzania, and Uganda.  AIRD’s mission is to enable the compassionate movement of those displaced by natural or man-made disasters to safety and providing them and their host communities with opportunities to build their lives and thrive for the long term. AIRD provides operational technical support, including but not limited to: transport, logistics, rehabilitation of infrastructures, sustainable livelihoods, WASH and environmental sustainability initiatives to promote resilience and empowerment for displaced people and their host communities. in partnership with relief and development organizations that focus on disaster-affected, poverty-infested and development-oriented areas. AIRD delivers for and through partners including but not limited to UN Agencies, international and national donor organizations and governments.

Job summary

The Receptionist will manage AIRD Head Office front desk and perform a variety of administrative and clerical tasks. The Receptionist will be the first point of contact for the organisation.

This position requires solid communication skills both in person and over the phone, with the ability to be resourceful and proactive when issues arise. Ultimately, the Receptionist’s role is to offer administrative support across the organization and ensure the smooth running of the daily operations of the office

Key Responsibilities

 1. Act as the first point of contact for the Office

• Provide a warm and professional welcome to all visitors, ensuring they feel comfortable and direct them to the appropriate person, office or area
• Answer, screen and forward incoming telephone calls professionally and promptly
• Respond to general enquiries about the organization via phone, email or in-person
• Ensure the reception area is tidy, presentable with necessary supplies and open to visitors during official working hours
• Maintain visitors log and security at the front desk by monitoring visitors’ activities

2. General Clerical and Administrative tasks

• Perform basic administrative tasks such as filing, photocopying, scanning, and organizing documents
• Coordinate meeting room bookings and prepare meeting spaces
• Schedule and confirm appointments
• Receive, sort and distribute incoming mail, packages and deliveries
• Prepare and send outgoing mail and courier packages
• Assist with the onboarding of new employees by providing access cards and front-desk orientation
• Maintain an updated list of staff contacts with correct/current telephone numbers.
• Coordinate repairs and maintenance of office equipment; and follow up on service schedules for office equipment.
• Support the procurement process by preparing documents including comparative analysis, Local Purchase Orders (LPO) and GRN for items received ensuring that invoices are submitted to finance for timely payment.
• Manage the stores by ensuring items are well arranged and properly stored, update stock cards and issue items based on approved stores requisition.
• Quarterly update the assets register ensuring that all assets are labelled and reconciled with physical inventory
• Support the management of petty cash and tracking of expenses and reporting

 3. Perform other duties that may be assigned.

Required Skills/Abilities

•  Excellent verbal and written communication skills
• Strong interpersonal skills and customer service skills
• Proficient in Microsoft office suite
• Multitasking and time management skills with ability to prioritize tasks
• Problem-solving and critical thinking
• Solid organizational skills
• Professional attitude and appearance

Education and Experience

• Minimum qualification of a Degree in Business Administration, Secretarial Studies, Office Administration or equivalent field
• A minimum of 2 years’ working experience as Receptionist or Front Office Representative preferred
• Basic understanding of administrative and clerical procedures and systems
• Experience handling office security protocol