Job Vacancy For Administrative Secretary / Receptionist At CARE International



CARE works in 87 countries around the world to support over 900 poverty-fighting development and emergency projects.

Our Mission
To serve individuals and families in the poorest communities in the world

Our Vision
We seek a world of hope, tolerance and social justice, where poverty has been overcome and people live in dignity and security.

CARE International in Ghana is seeking a qualified candidate to fill the position of an Administrative Secretary / Receptionist.

JOB SUMMARY

The Secretary / Receptionist’s basic task is to manage the daily activities of the front desk and provide secretarial / administrative support to the Country Director, Assistant Country Director, Programme Coordinators and the programme support departments. The front desk is the first impression people have about every organization and as a result the following are critical.

•   Timeliness to work and presence at post;
•   Cleanliness / tidiness of the work station area and presence of available material that represents CARE’S work and approach;
•   Customer orientation and professionalism;

Key Responsibilities

•   Manage the front desk and provide reception and secretarial services
•   Receive and screen visitors appropriately;
•   Organize outgoing and incoming mails efficiently and ensure that incoming mails are distributed to individual staff members immediately;
•   Receive documents from various departments and items for dispatch weekly pouches to Atlanta and to the sub-office,
•   Manage the official Notice Board and display official communications and promotional information in an attractive manner;
•   Ensure proper circulation of information within the country  office including posting and maintaining shared information on the LAN and CARE Ghana website;
•   Organize and maintain the central filing system and ensure it is updated on a regular basis according to CARE procedures
•   Prepare, publish and maintain the CO’S calendar for major events such as key meetings, workshops, conferences, international programmes and expected international visitors
•   Receive and filter incoming mails, communications and visitors for the CD and ACD;
•   Assist the CD and ACD in the management of their time and set-up their appointments;
•   Preparation of letters and other communications and documentation for the CD and ACD.
•   Reconcile the utility bills and prepare the necessary cost distribution in a timely manner
•   Reconcile postage bills with coupons and ensure timely submission for payments
•   Receive and ensure dispatching of payments issued by finance department to service providers according to CARE Ghana’s procedures and return the appropriate documentation back to the finance department.
•   Receive goods with storekeeper and make the appropriate entries into the PAMODZI SOFTWARE and forward the relevant documents to the accounts department for payment;
•   Maintain and keep up-to-date the manual inventory register

Qualification Required & Experience

•   A minimum qualification of Diploma in Business Secretarial Discipline
•   First Degree in Secretaryship / Business Administration will be an added advantage
•   Minimum 3 years experience in a secretarial field or similar position.
•   Excellent written and oral communication skills;
•   Ability to multitask and work within deadlines;
•   Proficient in use of Microsoft applications, including Word, Excel, and outlook (or similar software);
•   Basic analytical and statistical skills;
•   Excellent communication in English (both verbal and written fluency required),
•   Strong customer service of focus and ability to work well with people from varied backgrounds and cultures at all levels in the organization.
•   Excellent planning, organizational and time management skills.
•   Strong team player.

Location: Accra

How To Apply For The Job

Interested candidates should submit their applications and detailed CVs to the HR Officer, CARE International in Ghana or electronically to:-

[email protected]

PLEASE INDICATE CLEARLY IN THE SUBJECT LINE THE POSITION YOU ARE APPLYING FOR.

Closing Date: 23 June, 2015

OUR DIVERSITY IS OUR STRENGTH; WE ENCOURAGE PEOPLE FROM ALL BACKGROUNDS AND EXPERIENCES, PARTICULARLY WOMEN, TO APPLY
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