Delegation Of The European Union Administrative/Secretarial Jobs in Accra
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Front Desk Duties
- Keeping the reception area organized and tidy at all times.
- Greeting and attending external visitors in a courteous way
- Keeping an accurate logbook of visitors coming to the reception
- Answering, screening and forwarding phone calls.
- Receive and route incoming correspondence on a daily basis
- Follow-up with DHL for the reception and departure of the weekly Diplomatic bag
- Booking meeting rooms upon request
- Manage access badges for all visitors (in & out)
Clerical & Secretarial Support Duties
- Oversight of the use of the small meeting room behind reception area
- Assist in the registration of incoming mail in Ares application
- Prepare files for meetings (make copies, label envelopes), dispatch mail upon request,
- Prepare correspondence for signature with the right layout and format
- Register incoming invoices in ABAC Application
- Manage daily delivery of newspapers and ensure dispatching within the Office.
- Manage the inventory of drinking water and supplies needed for internal meetings; check stock regularly, place and expedite orders, check supplies upon delivery.
- Encode requests for official transportation in the application Drivers and follow-up on approval;
- Keep the rooster of missions for drivers updated
- Book official cars/rent cars for missions upon request
- Provide administrative and logistical support for the organisation of internal meetings, missions and conferences upon request;
- Create/ update contact database of providers for the Administration
- Update the database of contacts for the Section
- Search for appropriate service providers on the Internet in the frame of procurement
- Any other duties assigned or requested by the Head of Administration
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Professional requirements
- Very good organisational and writing skills
- Ability to speak well and convey information.
- Sense of duty and initiative
- Problem-solving skills
- Ability to work with little supervision
- Multi-tasking
- Ability to deliver accurate and quality work on short-term requests
Personal requirements
- Punctual
- Professional attitude and appearance
- Resourceful and pragmatic
- Professional customer service skills
- Very discrete in the handling of information
- Flexible and easily adaptable to a multi-disciplinary and multi-cultural environment
- Eager to learn and develop new skills
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