Office Assistant/Receptionist – Oxfam, Zimbabwe

Office Assistant/Receptionist At Oxfam

Role purpose: To manage the provision of all asset and office management, serve as a receptionist, administrative and travel activities delivering a superior, cost effective level of service at Oxfam.

Deadline: 12 July 2013

Location: Harare

8 month contract

Key responsibilities

Management of the reception/front office area: 45% of role

•   Professionally and effectively manage the telephone switchboard, providing a prompt, pleasant and professional service when receiving and directing calls and taking messages
• Report related faults to Telone and organise repairs promptly with minimum disruptions to operations
• To monitor people who enter and leave premises at all times
• Screening of visitors before they see staff
• Welcome and assist all visitors to the office; ensuring that they are properly looked after whilst on Oxfam premises, which may include providing refreshments as requested
• Receive and distribute incoming mail and collect and prepare outgoing mail. Ensure efficient and effective circulation of documents/messages to staff
• Reconciliation of utility bills and facilitate the payment processes always ensuring timely service provider payments Travel, conference/trainings, accommodation support and logistics/procurement Activities: 45% of role
• Provide efficient travel support services including flight bookings, transport and accommodation services to staff and visitors coming to the country office (including accommodation, travel arrangements, travel visas, welcome pack etc)
• In close liaison with the security leads and Logistics/Administration management, ensure travellers/Visitors are provided with the relevant information (such as security guidelines, welcome pack, accommodation and pick up details) in advance of their travel and ensuring that people travelling are aware of who to contact in an emergency
• Assist and/or manage the arrangement of BST meetings, conferences, project tours, training sessions and other similar functions. Take minutes of BST and other meetings as may be required
• Work with the Human Resources Officer/Assistant and the Logistics Assistant Transport to ensure that newly arrived staff are provided with appropriate support and assistance whilst they establish themselveFacilitate the provision of airtime/cellphone(s), floats and per diems for incoming staff and visitors
• Keep an accurate record of any office support monies provided and returned in line with standard financial policies & procedures
• Facilitate related conference/training support procurement, booking and payment processes in line with the set procedures
• Handle the administration/core budget related procurements processes for goods and services in line with the set Logistics and purchasing systems.

General business support: 10% of role

• Provide a range of office administrative support services to the Office, including filing, typing, creating standard correspondence, responding to general queries, sending/receiving of faxes
• Provide cover for other Logistics, Office and Admin roles as and when required
• Take part and support the related asset management processes in close liaison with line management, logistics and Finance
• Any other duties as may be required

Essential skills and competence

• Significant knowledge and experience of office administration including basic procurement knowledge/skills for related operations/tasks
• Strong understanding and experience in asset, travel and accommodation management
• Strong numeracy skills and experience using a computerised management information system, and good computer skills (Excel, Word, Email)
• A critical focus on providing a superior service level to managers and staff and delivering agreed results within time and budget constraints and to expected standards
• Strong organisational and personal management skills, with ability to work in a team & under pressure, ability to prioritise work to be meet deadlines and adjust to constantly changing situations while maintaining focus on delivery and follow-through
• Good planning skills
• Good analytical and conceptual thinking skills with a proactive approach to identifying and resolving problems and suggesting improvements. Strong attention to detail
• Excellent personal communication skills, in written and verbal English. Good influencing and persuasive skills with ability to build strong, credible relationships with internal and external individuals and organisations
• A high level of self-awareness, initiative, sound judgement, personal energy and flexibility
• Ability and willingness to work extra hours as necessary
• Relevant qualification in administration, logistical or business management is desirable
• Proven experience as a team worker and demonstrably cooperative with members of other teams, responding quickly and accurately to queries and issues
• Experience working with external contractors and suppliers, with good influencing and persuasive skills and ability to build and maintain strong working relationships and represent Oxfam in a professional and competent manner
• Strong people management abilities, able to manage and develop other people’s professional standards and potential
• Commitment to Oxfam’s overall aims and policies and experiences of promoting gender equity and diversity and the interests of marginalise people in all aspects of Oxfam’s work.

To apply
Interested candidates, kindly forward your application letter and CV to: hrzim@oxfam.org.uk

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