Receptionist/Administrative Assistant, Bulawayo, Lupane, or Hwange, Zimbabwe

Organization: Cultivating New Frontiers in Agriculture (CNFA)

Country: Zimbabwe

Field location: Bulawayo, Zimbabwe

Office: CNFA in Bulawayo

About CNFA and Amalima Loko

CNFA is a US-based non-profit nongovernmental organization (NGO) that works to stimulate economic growth and improve rural livelihoods in the developing world through five core capabilities: (1) Productivity, Food Security and Nutrition; (2) Input Supply and Farm Services; (3) Economic Resilience and Rapid Recovery; (4) Value Chain Development; and (5) Volunteer Technical Assistance. Amalima Loko is a new USAID-funded 5-year program implemented by CNFA and 5 partner organizations which applies community-driven approaches to improve food security, nutrition, and natural resource management in over 80 communal wards in Matabeland North.

Position Summary

The Receptionist/Administrative Assistant is responsible for providing administrative and clerical services. Providing these services in an effective and efficient manner. This position reports to the Operations/Safety & Security Manager.

Location - Bulawayo, Lupane, or Hwange

Responsibilities

Receptionist functions; answer all incoming calls and handle caller's inquiries whenever possible; re-direct calls as appropriate and take adequate messages when required; greet, assist and/or direct visitors.

Prepare telephone bills and ensure their proper use as well as payment for same if used for personal purpose as per CNFA policy.

Process and follow up on all utility bills i.e. power, water etc.

Issuing of stationery and office supplies

Handling of petty cash

Coordinating between programs and operations in resolving day-to-day administrative and operational problems

Organizing travel arrangements, coordinating staff accommodation, reconciliation of invoices & processing of payments

Sending out and receiving mail and packages

Preparing business correspondence (often using word processing, spreadsheet, and presentation computer software)

Preparing meeting minutes, meeting notes and internal support materials.

Sending and receiving forms to CNFA staff

Supervise office cleaner

Tags communication systems computer software economic growth food security natural resource management receptionist reconciliation rural livelihoods value chain word processing

Keep all sensitive information pertaining to CNFA confidential

Update the security registers

Complete other duties as necessary as assigned by the Operations/Safety & Security Manager

Qualifications

A diploma in administration/secretarial studies. A degree in business administration or equivalent will be an added advantage.

At least 5 years NGO and USAID experience in administration

Further training in administration will be a plus

Clean class 4 drivers' license

Knowledge, Skills and Abilities Requirement

Knowledge of telephone/ communication systems, Microsoft Office applications.

Relevant training as a Receptionist/Telephone Operator

Reliable & ethical

Strong interpersonal and communication skills.

Good organizational skills and attention to detail

Accuracy, ability to multitask and manage pressure

Ability to independently screen and route communications to the proper source/office.

Ability to maintain confidentiality and treat people fairly and equitably.

Languages

Fluency in spoken and written English is essential. Basic proficiency in spoken IsiNdebele required. Proficiency in other languages spoken in Matabeleland North a plus.