Jobs
Front Desk Assistant at Malaria Consortium
Malaria Consortium is one of the world’s leading non-profit organisations specialising in the comprehensive prevention, control and treatment of malaria and other communicable diseases among vulnerable and under privileged populations. We increasingly find our work on malaria can be effectively integrated with other similar public health interventions for greater impact and therefore expanded our remit to include child health and neglected tropical disease interventions.
We are recruiting to fill the position below:
Job Title: Front Desk Assistant
Location: Abuja
Grade: 3
Role type: National
Department: Operations
Length of Contract: 1 year
Travel involved: No
Reports to: Senior Administration Officer
Country and Project Background
- Malaria Consortium office in Abuja, Nigeria is the centre for the programmes in Nigeria and oversees state offices. MC commenced work in Nigeria in 2008 and currently runs five programmes and PPA.
Job Purpose:
- The job holder will manage the front desk and the petty store of the Malaria Consortium Country Office.
Scope of Work:
- Manage the country office store according to MC store and warehouse policy including maintenance of good record of the items in the country office store, updating of stock cards when items are issued out and submission of monthly stock report to the country operations officer
- Ensure that the front desk section of the country office is arranged properly, visitors attended to in a professional manner and with courtesy
- Receives and sends all correspondence to and from the country office and maintains mail circulations and correspondence registers
- Receives visitors in the office and receives official telephone calls in a professional manner that meets international office standards and maintaining a visitor and call registers respectively
- Any other office administrative duties as agreed with the Admin officer
Key Working Relationships:
- The Front Desk Assistant serves as the first point of call to all visitors and He / she is expected to have a good working relationship with both the visitors and the entire staff.
- The Front Desk assistant receives close supervisory role from the country operations officer in terms of the front desk management and the country office store.
Key Accountabilities
Front desk management (90%):
- Receive and make telephone calls and keeps records
- Support the dispatching of letters to the MOH, NMEP, State and other partners. All letters for courier’s services must be recorded by the front desk assistant
- Provide photocopying and document binding services as requested
- Ensure all visitors are well received and attended to and the front desk is kept clean and devoid of unnecessary loitering
- Manage the visitor’s register, ensuring all visitors sign in and out
- Receive and transmit all surface mails and correspondences
Office store management (10%):
- Support the admin office with regular update and stock count of the country office store and manages the stock cards for all the store items
Person Specification
Qualifications and Experience
Essential:
- OND Holder / Industrial attachment with a degree in Secretariat services or any Social Science Course
- Computer Literacy preferably at intermediate level-use of Microsoft Excel and Word
- At least one year experience in similar positions / assignment
Desirable:
- Excellent numeracy, written, verbal, internet and email communication skills
- Ability to work independently in an organised manner but with within an integrated team
Work-based skills and competencies:
Essential:
- Fluent in both written and spoken English
- Ability to manage difficult people and situations
- Exceptional attention to details and accuracy
- Ability to work independently in an organised manner but within an integrated team
Desirable:
- Pleasant personality, professional and courteous
- At least one year experience in similar positions/ assignment
Core Competencies
Delivering results:
LEVEL A - Focuses on delivering contribution to Malaria Consortium and achieving own objectives:
- Strong self-management of time and effort
- Checks own work to ensure quality
- Puts in effort required to ensure the delivery of own work and objectives to meet (and exceed) expectations
Analysis and use of information:
LEVEL A - Gathers information and identifies problems effectively:
- Recognises problems within their remit
- Uses appropriate methods for gathering and summarising data
- Interprets basic written information
- Attentive to detail
- Follows guidelines to identify issues
Interpersonal and communications:
LEVEL B - Fosters two-way communication:
- Maintains constructive, open and consistent communication with others
- Resolves minor misunderstandings and conflicts effectively
- Recalls others’ main points and takes them into account in own communication
- Checks own understanding of others’ communication by asking questions
Collaboration and partnering:
LEVEL A - Is a good and effective team player:
- Actively collaborates across teams to achieve objectives and develop own thinking
- Proactive in providing and seeking support from team members
- Knows who their customers are and their requirements
- Respects and listens to different views/ opinions
Leading and motivating people:
LEVEL A - Open to learning and responds positively to feedback:
- Responds positively to feedback from others
- Identifies mistakes and takes positive steps to improve
- Willingness to manage own development and performance
- Builds capacity of colleagues by sharing knowledge (induction) and acting as induction ‘buddy’ when asked
- Open to learning new things
Flexibility / adaptability:
LEVEL A - Recognises own stress levels and adapts:
- Recognises limitations and takes steps to manage any resulting pressure or stress
- Remains focussed on objectives and goal in a rapidly changing environment
- Takes responsibility for own work and for the impact of own actions
Living the values:
LEVEL A - Demonstrates Malaria Consortium values:
- Demonstrates integrity, honesty and fairness in dealing with colleagues and stakeholders
- Maintains ethical and professional behaviour in line with Malaria Consortium’s values
- Treats all people with respect
Strategic planning and thinking and sector awareness:
- Is familiar with Malaria Consortium’s mission and current strategic plan
- Understands own contribution to Malaria Consortium’s objectives
- LEVEL A - Manages own workload effectively:
- Plans and manages own workload effectively
Salary
Competitive.
Benefits:
National
