BACKGROUND:

The Front Office and Administration Assistant will ensure there is smooth, efficient and effective front office
management as well as serve every single individual in the organization (i.e. receiving & passing calls/messages, distribution of mails). This position also provides administrative and logistical support to all departments and personnel in the organization. The position will coordinate and maintain a smooth flow of information within the Secretariat as follows:

MAJOR RESPONSIBILITIES:

SPECIFIC DUTIES:

Front Office Management;
Switchboard management - handling and screening of all incoming calls and routing them to their proper recipients. Callers should be treated with courtesy and should not be kept on the line unnecessarily.
As the 1st IUCN contact person both on phone and reception, receive IUCN visitors and politely advise them accordingly.
Mail management- handling and distribution of incoming and outgoing mail (from/to the post office, hand deliveries to the office and with assigned couriers provide services to and from office for all staff in respect of local and international mail services.
Front office equipment & stationery – ensure that the front office equipment (printers, photocopiers and scanners) are always in good working condition and loaded with paper.
Front Office tidiness – maintain the reception area in a neat and organized manner, and ensure display of current IUCN publications at the front office desk.

General Office Administration Support;
General management support to Administration, HR and Finance Department.
Typing and formatting of miscellaneous jobs e.g. various accounts forms, duty/tax free forms and other documents whenever requested.
Documents management - filling documents at the central filing, retrieving and archiving of correspondences.
Receiving incoming invoices – ensure that all incoming invoices, delivery notes are received, recorded and forwarded to finance department for final payment.
Processing VAT exemption forms - ensure that all invoices attracting VAT amounts are duly processed in a timely manner and the same disseminated to Suppliers in good time.
Rapporteur staff meetings- take record of fortnightly staff meetings and circulate minutes within the 1st week of the meeting.
Specific Administrative Support – In liaison with the line manager, assist administration and programme staff by providing specific administrative support e.g. making calls, scanning documents, photocopying, organizing meetings and events, making appointments, arranging travel, visa, airport transfers and distributions of documents.
Support daily management of the Wasaa Campus on security and general maintenance

Protocol Management Assistance;
Support in processing of new and existing expatriate employee work permits. Support in Installation, relocation and expatriation of expatriate staff.
Support in preparing, submitting and follow up on work permit application forms for expatriate staff and their dependents for issuance of re-entry passes.
Support in preparing, submitting and follow up notifications of arrival/departure forms for all expatriate staff and dependants (18-21 years) for issuance of government identification passes.
Prepares, submits and follows up PRO 1B forms for duty free purchases.
Prepares, submits and follows up vehicle registration and de-registration forms for issuance of relevant plates.
Obtains PIN certificates for all newly hired expat staff.
Prepares, submits and follows up application for VAT exemptions for both IUCN and exempt staff on a monthly basis.

Any Other Duties;
Any other duties reasonably assigned by the supervisor.