We are recruiting: Front Office Assistant

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We are recruiting: Front Office Assistant

JOB DESCRIPTION

Department: Human Resources and Administration

Job title: Front Office Assistant

 

1. Job Background

Job Purpose/Mission of Role

The Front Office Assistant (FOA) is the first point of contact for anyone calling or visiting AFRINIC offices. Responsible for answering the phone, directing calls and greeting guests, the FOA also performs administrative work, such as maintaining files or spreadsheets, and receiving and distributing all emails and correspondences.

The FOA performs administrative and office interdepartmental support activities. Duties may include, word processing, creating spreadsheets and presentations, filing, travel and transport arrangements and follow-up for staff members, routine office support functions, including writing letters and attestations as per provided templates, making copies and running errands.

Reports to

Human Resources and Administration Manager

Number of Direct Reports

N/A

Essential Qualifications and Work Experience
  • Minimum of 2 years’ experience as a Receptionist /Clerk / Front Office Assistant or in a similar position
  • Ability to maintain a high level of confidentiality.
  • Outstanding communication skills; verbal and written English and French skills will be necessary.
  • Ability to multi-task and prioritise.
  • Good computer skills and good knowledge of common computer applications,
  • Ability to interface well with all departments and to represent AFRINIC in a highly professional manner.
  • Ability to work in a multi-culturally diverse environment

 

2. Reporting Structure:

hr

 

3. Key Responsibilities

Title

Description

Weight

Telephone Operator, Welcoming of guests and Contact Queue Monitoring

  • Provide overall telephone operator support and administrative support to the Human Resources and Administration Department.
  • Answering and appropriately routing all incoming call; responding to routine inquiries from members and the public; referring non-routine, sensitive and/or complex requests for information and other inquiries to appropriate staff.
  • Monitors the contact queue of AFRINIC and reply with generic information and/or re-directs to the concerned department for follow-up
  • Be responsible for cataloguing and distributing information, assisting and coordinating from the Human Resources and Administration and other functional departments, Heads of Departments, staff and arranging schedules accordingly.
  • Welcomes guests and re-directs them to respective staff

40%

Clerical duties

  • Performing other office support functions, examples of which include maintaining the meeting calendar by reserving dates and times for committees and staff. 
  • Sorting, registering and distributing incoming and outgoing mail and posting and delivering outgoing mail and correspondences.
  • Distributing copies of materials; maintaining AFRINIC records and files by filing correspondence and other related material.
  • Organise for taxis and transfer of staff members when they are travelling
  • Routes correspondence and draft letters
  • Provide office support services in order to ensure efficiency and effectiveness within the AFRINIC’s Office.
  • Monitors the work of the Cleaning ladies
  • Daily communication and update of Staff leaves on HRMS

30%

Purchasing

  • Monitors all purchases for the Break Out Area and for Office Cleaning
  • Monitors all purchases with regards to stationary requirements for all departments
  • Puts orders and monitors deliveries for office consumables

20%

General Responsibilities

  • Ensure that all processes are clearly documented as per ISO 9001 standards
  • Perform other duties as required and assigned by the HOD and CEO.

10%

 

4. Competencies

Technical

  • Good communication skills, both English and French-speaking and writing
  • Administrative and planning skills
  • Knowledge in Secretarial duties
  • Customer Oriented
  • Excellent interpersonal skills
  • Good knowledge of common computer applications

Behavioural

  • AFRINIC’s Behavioural Competencies as applicable and as revised from time to time.

 

5. AFRINIC Expectations

In carrying out essential duties, an individual should demonstrate the commitment to AFRINIC’s mission and values, working as one team towards delivering excellence in service.

This includes but is not limited to:

  • Demonstrates a shared commitment to fulfilling the team and organisational goals co-operatively
  • Strives for excellence and focuses on continuously improving outcomes
  • Displays professionalism through competence, high standards, self-management and a service ethic
  • Displays integrity through ethical behaviour, constructive contribution, and use of appropriate channels
  • Makes responsible use of member funds through efficient use of time, funds and resources
  • Models respect by being punctual, reliable, prepared, courteous, and responsive 

 

Applications:

If you wish to apply for this position, please send a letter of motivation accompanied by your CV, both in English, by email to This email address is being protected from spambots. You need JavaScript enabled to view it. , putting as email subject title the job reference;

afjob-FOA-20190930

 

APPLICATION DEADLINE: 17th October 2019

Start date: As soon as possible

Interviews will be held at AFRINIC office in Ebène or telephone interviews will be conducted for candidates outside Mauritius.

AFRINIC reserves the right to call only the best-qualified candidates for an interview and not to make any appointment following this advertisement.

 

 

 

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