• To maintain an attractive, pleasant and neat front desk area.

• To receive and assist guests to the office courteously, answering queries and providing information while being as prudent as possible.

•   International travel arrangement for the JSI/QHA FO staff and home office staff, visa request and follow up, communicate HO staff on logistics and travel, prepare visa requests for the JSI/QHA staff, logistics arrangement, hotel arrangement, airport pickup arrangement for HO staff; and Prepare international travel tracking sheet. ((For receptionist position)

• Make Air travel arrangements (national and international travel) for QHA Project staff including preparation of travel tickets, purchase orders for air transport, hotel reservations and in-country transportation. (For receptionist position)

• Follow up field travels, airline reservation using purchase order, communicate staff on their trip; regular phone calls to travel agent on the trip; request payment by checking all the necessary documentation (For receptionist position)

• Facilitate travel and logistical arrangements for FO staff, HO staff, consultants, trainers and trainees, and other traveling on program related business.  Approval of vehicle requests for in-town travels

• Prepare the emergency telephone tree for the central office and Area offices. Maintaining and periodically test the staff telephone tree and update regularly and communicate the list to the Operations Manager.

• Perform routine office functions including collecting and distribution to the appropriate staff of mails.

• To assist visitors to leave messages where the employee desired is not around and ensures that the messages are received.

• To organize the notice boards at the reception area regularly displaying relevant and useful information for the attention of members of staff and visitors.

• Telephone and Fax communication receive & transfer all incoming and outgoing calls.

• Receive &send fax messages and forward the documents to concerned staffs.

• Ensure urgent messages are followed up accordingly by the front desk and the staff member concerned.

• Making official phone calls on behalf of staff members, especially senior managers.

• Maintaining and updating regularly an internal telephone extension list and instructions for use. Updating staff contact sheet on any changes.

• Reporting any faults to the IT  and Telecommunication Company immediately.

• Securely maintain and use JSI stamp only on the authorized/approved documents.

• Making appointments for staff and reminding them of approaching appointments. Schedule interviews for internal and external candidates.

• Efficiently issue stationeries for staff upon request, release supplies from store by filling Store Release Form. Maintain tracking of stationeries issued VS inventory realised from store.

• Regularly check incoming mail box including the post office and Ensure mail pouches to NY and Field sites are dispatched in timely manner.

• Open internal mails like CV’s and distribute them to the intended personnel.

• Make copies of personnel letters. Assist in distribution of signed/approved documents.

• Ensure outgoing mail pouches dispatched on time.

• Assist in coordinating farewells and procurement of gifts for staff.

• Performs any additional tasks assigned by his/her supervisors

Job Requirements

• BA degree/ Diploma in Management, Business Administration, Personnel Management and related fields.

• At least five years of experience in office administration and management Basic computer knowledge (word, excel)

•   Experience in organizing and managing meeting and travel

• Good computer skills (windows, Microsoft Office)

• Strong communication and interpersonal skills

• Must have demonstrable personal integrity and honesty and must have pleasant personality.

• Speaking of more than one local language is a plus

• Previous experience working in a similar position in USAID funded projects is preferred.

How to Apply

Interested applicants who met the minimum requirements should send and apply at this LINK.  please submit your application letter with your CV in English detailing your experience and skills that are relevant to the post.

Please do not attach copies of your transcripts, academic degrees or recommendation letters with the application. You will provide them upon request.

JSI/WEI is a child-safe organization, and the safety and well-being of children is a priority of our organization. We have robust recruitment procedures to ensure that all staff are suited to work with the children served by our programs.

JSI/WEI is an Equal Opportunity, Affirmative Action Employer committed to workplace diversity. We are committed to providing equal employment opportunities for all qualified applicants and employees without regard to age, race, color, national origin, ancestry, creed, religion, gender, disability, marital status, sexual orientation, sexual preference, genetic information, political affiliation, or protected veteran status in any employment decisions. M/F/V/D