Administrative Assistant at LVCT Health

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Administrative Assistant

Ref: AA/LVCT/11/2022

JOB PURPOSE

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To manage the main reception are and support in administration services.

KEY TASKS AND RESPONSIBILITIES

  • Serve as the face of the organization at the front office.
  • Manage all incoming and outgoing mails, both physical and electronic and directing them to the appropriate persons in a timely fashion in a timely manner.
  • Deal with enquiries and correspondence; routing to the relevant/appropriate member of staff
  • Takes lead in identifying any required additional office/program space
  • Ensure hospitality is accorded to visitors and partners visiting the office.
  • Coordinate all travel arrangements and logistics for the organization – bookings, transportation, etc.
  • Ensure that the office space, fixtures and furniture are in good condition and report any anomalies to the head of management or designated supervisor.
  • Maintain office machines i.e. the telephone system and the photocopier.
  • Provides leadership on provision of administrative support to activities being undertaken in the office including overseeing provision of refreshment, booking and allocation of meeting rooms and work stations for visitors.
  • Manage and monitor quality of services by administration contracted vendors ensuring satisfactory and efficient services to the users within the terms of the Service contracts and rates.
  • Ensure that the Project has acquired all necessary statutory licenses and that they are valid at all times.
  • Manages the Service contracts that supports the office operations functions.
  • Ensures the operations are compliant with the laid down standing operating procedures and other underlying policies.
  • Maintain adequate and optimal office supplies (kitchen & stationery), ensuring prompt and timely replenishment on a monthly or quarterly basis to avoid any stock outs including maintenance of the issuance and receipts records in the prescribed monitoring records thereof.
  • Ensures the office is properly opened and locked up at commencement and close of business of each day respectively.
  • Record keeping and filing documents.
  • Oversee maintenance of general cleanliness

REQUIREMENTS

  • Diploma or Degree in Business Administration, Secretarial studies or a related Course.
  • Minimum 2 years’ experience in similar role
  • Good Public relations and communication skills.
  • Able to listen, be flexible and multi-task.

Method of Application

Interested and qualified candidates are invited to submit their applications and CV along with a cover letter expressing interest and indicating Salary history and expectations to recruitment@lvcthealth.org. The position applied for and reference number should be clearly indicated on the subject line and cover letter. The closing date is  2nd December, 2022

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