Job Summary

Responsible for the daily operation of the front desk, administrative support, inquiry handling, guest relations and performing clerical functions of the front desk and effectively implementing administrative policies of LifeNet.

  • Minimum Qualification: Bachelor
  • Experience Level: Mid level
  • Experience Length: 3 years

Job Description/Requirements

Duties and Responsibilities


Receive and respond to all LN visitors’ inquiries, phone calls, and correspondence.

  • Keeps the front desk attended to at all times.
  • Receives incoming calls and transfer to individual offices in line with user requests and office procedures.
  • Liaises with Human Resource and Administration Officer for updated information about LN in line with requests from relevant stakeholders (staff and/ or visitors).
  • Attends graciously to visitors in line with their requests by directing them to the respective officers and answering their queries.
  • Ensures speedy response to telephone and message services.
  • Reports faults on telephones/fax machine to be repaired.
  • Receives external correspondences, distributes and accounts for all incoming and outgoing correspondences as applicable 
  • Carries out the filing of documents in the Unit for safety and easy accessibility in line with best practices.
  • Supports the placement of adverts in the media for various services and makes the follow-up to ensure that the LPO’s are signed for the adverts and the adverts appear on a preferred day.


Provide information on LN’s services to Visitors and inquirers either by telephone or electronically 

  • Maintains a steady supply of LN’s information pack for all Program areas for distribution to LN visitors as and when required. 
  • Responds to requests for information in consultation with appropriate persons in the directorates.
  • Orders for front desk materials and ensure a continuous supply of resources
  • Provides prompt, polite, and helpful responses to telephone and walk-in inquirers


Support in provision of logistical support to staff and AAU’s visitor's line with approved travel plans, LN Policies, and Procedures.

  • Supports in making accommodation reservations for international visitors.
  • Supports in making reservations for local and international travels for staff
  • Prepares visa applications for staff traveling to various destinations.
  • Drafts contracts for residential workshops with the hotel owner and ensure they are signed by the HR/Administration Officer


Provide Customer service and support the Administration Coordinator with communication roles.

  • Receives and attends to LN’s visitor queries in a courteous manner.
  • Draft memos, letters, written agreements, and other documents according to instructions from the HR/Administration Officer
  • Follows up on letters and documents to and from the HR/Administration Officer’s office that requires feedback and action
  • Prepares a yearly calendar of major activities, periodically update and follow up activity dates


Respond to staff administration needs

  • Makes telephone contacts with suppliers as may be instructed by the HR and Administration Officer
  • Makes contacts with job applicants to supply the required information or give necessary instructions
  • Helps departments and units to requisition for and deliver to their stationery and other like supplies from the store
  • Processes and arranges the delivery of tender documents to suppliers


Educational qualification and experience

  • gree in Business Administration, Management, Office Management, Human Resource Management


Essential experience

  • At least three years of relevant work experience in a reputable organization.


Skills, Abilities, and Competencies:

  • Analytical and problem-solving skills.
  • Communication skills. 
  • Skills in administration and procurement
  • Customer care skills.
  • Ability to establish critical working relationships
  • Ability to promote and safeguard AAU policies
  • Transformative feminist leadership skills
  • Ability to conduct a power analysis
  • Personal commitment to the Christian ethos and mission of Lifenet International, including a willingness to affirm the Apostles' Creed.

 

Submitting Applications:


Your application must consist of a cover letter, a resume, at least three references. Please submit all applications via email to ugrecruitment@lninternational.org 



Instructions:


1. Subject Heading - Job Application - Administrative Assistant


2. Label All Attachments: Name - Administrative Assistant

- Resume/Cover Letter/etc.


3. Include a short paragraph in the email text introducing yourself and your relevant experience.



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