Administration Intern -Harare

at GOAL Zimbabwe (View all jobs)

Harare

Overview of the role

This position is an excellent fit for individuals looking to develop their administrative skills in non-profit program management. The Administration Intern will provide support to all aspects of GOAL Zimbabwe’s administration functions. The intern will gain a broad exposure to the inner workings of a high-functioning non-profit organization assisting the Human Resources and Administration department, and Directors in Harare Country Office administration, front office management, receptionist, secretarial and clerical functions, adhering to all the related GOAL policies and procedures.

Main responsibilities

• Greet and welcome guests, directing visitors to the appropriate person, office, or contacts

• Answer, screen, and forward incoming phone calls, keeping detailed and accurate records of calls received or made from the switch board

• Support senior management team (Directors) with day-to-day administrative support requested.

• Providing support on management meeting training workshops, strategy sessions and meetings as assigned

• Attending meetings with Goal Management and recording minutes of proceedings ensuring an accurate filling system.

• Provide support on identified compound and front office management ensuring all administration payments are made keeping record of all such payments

• Ordering office supplies and equipment to ensure smooth running of the office

• Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures)

• Provide basic and accurate information in-person/ virtually or in writing

• Receive, sort, and distribute daily mail/deliveries

• Maintain office security by following safety procedures and controlling access via the reception desk (monitor visitors’ logbook,)

• Maintaining employee and department directories sharing them with all staff as required

• Operate standard office equipment on a regular basis, including a switch board, scanner, printer, photocopying machine, and a computer

• Support the office cleaner to take inventory of supplies and restock as needed

• Maintain the general office filing system

• Order front office supplies and keep inventory of stock

• Update calendars, schedule meetings and maintain a booking schedule for all meeting rooms at the Harare Country Office

• Assist in printing and scanning documents when required

• Proofread SMT and HR Department paperwork as assigned.

• Any other duties as assigned by line manager

Requirements (Person Specification)

• Diploma in administration/secretarial, receptionist or equivalent

• A minimum of 1 years’ experience in NGOs

• Ability to take direction and work independently

• Excellent interpersonal skills

• Proficiency in using Microsoft Computer Package

• Interest and motivations in working for an international organisation

• Bachelors’ Degree or post graduate qualification in the respective subject matter