Intern Position - Receptionist job at African Initiatives for Relief and Development (AIRD) | Apply Now

Greet and Welcome Visitors

• Provide a warm and professional welcome to all visitors ensuring they feel comfortable

• and are directed to the appropriate person or area

Maintain a clean and organized reception area:

• Ensure that the reception area is tidy, presentable, and stocked with necessary supplies

Manage Phone Calls

• Answer, screen and direct incoming calls efficiently and professionally, taking clear and detailed messages when necessary

Assist with General Clerical/Administrative tasks

• Open the office early every morning to ensure that the cleaner tidies up the place before official working hours

• Perform basic administrative tasks such as filing, photocopying, scanning, and organizing documents

• Prepare for meetings (setting Boardroom, and any other items that are required for this day)

• Ensure that all windows and doors are closed by the end of the day. Electrical appliances like Acs, Printers, photocopiers etc should be switched off at the end of day.

• Maintain security at the front desk by monitoring visitors’ activity.

• Open the office early every morning to ensure that the cleaner tidies up the place before official working hours

• Coordinate repairs and maintenance of office equipment; and follow up on service schedules for office equipment.

Assist with Office Logistics

• Prepare comparative tables for procurements, Local Purchase Orders (LPO) and issue GRN for items received ensuring that invoices are submitted for payment in time.

• Receive requests for stores items and issue after authorization by FAO.

• Update the stock cards and issue items based on approved stores requisition.

• Ensure that items are always restocked both in the store and kitchen.

• Keep all the relevant forms/requisitions etc at the reception for easy access by staff.

• Maintain an updated list of staff contacts with correct/current telephone numbers.

• Quarterly update of asset register ensuring that all assets are labelled/engraved and are insured.

• Ensure all receipts of payments are attached to the respective vouchers timely and follow up on collection of receipts from vendors

• Ensure that the office is always clean and orderly.

Support with Basic Finance

• Write petty cash requests and petty cash vouchers.

• Record petty cash vouchers in the excel sheet.

• Prepare monthly cash count certificate for authorization.

• Undertake any other duties that may be requested from time to time.