• 1. Greet and Welcome Visitors • Provide a warm and professional welcome to all visitors, ensuring they feel comfortable and are directed appropriately. • 2. Maintain a Clean and Organized Reception Area • Ensure the reception area is tidy, presentable, and stocked with necessary supplies. • 3. Manage Phone Calls • Answer, screen, and direct incoming calls efficiently and professionally. • Take clear and detailed messages when necessary. • 4. Assist with General Clerical/Administrative Tasks • Open the office early every morning to ensure the cleaner tidies up before official working hours. • Perform basic administrative tasks such as filing, photocopying, scanning, and organizing documents. • Prepare boardrooms and other items needed for meetings. • Ensure all windows and doors are closed, and electrical appliances (ACs, printers, photocopiers, etc.) are switched off at the end of the day. • Maintain security at the front desk by monitoring visitor activity. • Coordinate repairs and maintenance of office equipment and follow up on service schedules. • 5. Assist with Office Logistics • Prepare comparative tables for procurements, Local Purchase Orders (LPOs), and issue GRNs for received items, ensuring invoices are submitted for payment in time. • Receive and issue store items after authorization by the FAO. • Update stock cards and issue items based on approved requisitions. • Ensure restocking of store and kitchen supplies. • Maintain an updated staff contact list with current telephone numbers. • Quarterly update the asset register, ensuring all assets are labeled/engraved and insured. • Attach payment receipts to respective vouchers and follow up on collection from vendors. • Ensure the office is always clean and orderly. • 6. Support with Basic Finance • Write petty cash requests and vouchers. • Record petty cash transactions in an Excel sheet. • Prepare a monthly cash count certificate for authorization. • Undertake any other duties as assigned.

• Excellent verbal communication and interpersonal skills. • Basic understanding of administrative and clerical procedures and systems. • Proficiency in Microsoft Office Suite. • Education & Experience • Diploma in Secretarial Studies or equivalent.