Catholic Relief Services, an international NGO with offices in Accra and Tamale requires the services of a Administrative Assistant (Reception). The successful candidate will report to the Country Representative and will be stationed in the Accra Office.

Minimum Qualifications And Experience Requirements:

. HND in secretaryship and Management with one (1) year working experience in a similar position or DBS (secretary and management) with two (2) years working experience.

. Computer literacy in MS Word and Excel

Key Responsibilities

A. Switchboard Operations

Receive, transfer and place official phone calls promptly, politely and professionally to the appropriate officers, report any fault or malfunctioning of telephone equipment and or telephone tracking system to the Administrative officer and the installation technician and follow up to ensure repairs are carried out promptly.

B. Front Desk Management

Maintain a properly organized reception area, receive visitors courteously and respond to enquiries politely, directly them to the appropriate officers after seeking the consent of the officers concerned.

C. Meetings

Preparing designated spaces in the office for meetings, follow up with invitations and correspondence on meetings and other activities / events. Coordinate appointments for meetings and other engagement of the country representative

D. Correspondence

Maintain a regularly updated database of CRS distribution list by sector, format and print final correspondence for distribution / Mailing, Ensure prompt circulation of mails received to the country representative or designate.

E. Mail / Pouch / Subscriptions Administration

Responsible for tracking and recording all outgoing and incoming mails, magazines and newspaper subscriptions, responsible for the efficient and timely delivery / receipt and processing of all mails (electronic, post and courier)

F. Stores Management

Responsible for maintaining the stationery and provisions store, liaise with supervisor and finance department for stocktaking and quarterly reports on items in the store as well as replenishing stocks.

G. Telephone Billing

Review, analyze and process mobile phone bills, generate phone call reports using the phone tracking system and process these reports for as appropriate.

H. Vehicle Management System

Use the Vehicle Management System (VMS) to enter data from the log sheets of all Accra-based vehicles, produce monthly reports on usage of these vehicles, track and update vehicle inventory by liaising with the fleet manager.

How To Apply For The Job:

Applications should be sent by email to:- gh_jobs@global.crs.org

Closing Date: 11th June, 2012