QUALIFICATIONS / EXPERIENCE / KNOWLEDGE

• Diploma in Secretarial Studies, Business Administration, Office Management, or related field.
• Certificate in Computer Applications from a recognized institution.
• Minimum of two (2) years' relevant experience in a similar role is an added advantage.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent communication and interpersonal skills.
• Strong organizational skills, time management, and multitasking abilities.
• High attention to detail and ability to work under minimal supervision.
• Professional appearance with strong customer service orientation.
• High level of integrity, confidentiality, and reliability.

ROLES AND RESPONSIBILITIES

• Serve as the first point of contact for members, customers, visitors, and other stakeholders, ensuring a professional and welcoming reception.
• Manage the Society's front office operations and maintain a clean, organized, and professional reception area.
• Receive, screen, and direct telephone calls, emails, and other communications to the appropriate offices.
• Handle inquiries from members, customers, and visitors, providing accurate information or directing them to the relevant departments.
• Receive, register, sort, and distribute incoming correspondence and prepare outgoing mail on timely manner.
• Maintain accurate filing and records management systems, both physical and electronic, ensuring easy retrieval of information.
• Record and prepare minutes of meetings and follow up on implementation of agreed action points where required.
• Coordinate office communication and facilitate the smooth flow of information within the Society.
• Maintain confidentiality and security of organizational records, documents, and information.
• Assist in organizing meetings, trainings, workshops, and other organizational events.
• Receive and guide visitors, ensuring adherence to the Society's visitor management procedures.
• Support various administrative and clerical functions to enhance operational efficiency.
• Maintain professional relationships with members, customers, suppliers, and other stakeholders.
• Perform any other secretarial, reception, or administrative duties as may be assigned by management from time to time.

• Serve as the first point of contact for members, customers, visitors, and other stakeholders, ensuring a professional and welcoming reception.
• Manage the Society's front office operations and maintain a clean, organized, and professional reception area.
• Receive, screen, and direct telephone calls, emails, and other communications to the appropriate offices.
• Handle inquiries from members, customers, and visitors, providing accurate information or directing them to the relevant departments.
• Receive, register, sort, and distribute incoming correspondence and prepare outgoing mail on timely manner.
• Maintain accurate filing and records management systems, both physical and electronic, ensuring easy retrieval of information.
• Record and prepare minutes of meetings and follow up on implementation of agreed action points where required.
• Coordinate office communication and facilitate the smooth flow of information within the Society.
• Maintain confidentiality and security of organizational records, documents, and information.
• Assist in organizing meetings, trainings, workshops, and other organizational events.
• Receive and guide visitors, ensuring adherence to the Society's visitor management procedures.
• Support various administrative and clerical functions to enhance operational efficiency.
• Maintain professional relationships with members, customers, suppliers, and other stakeholders.
• Perform any other secretarial, reception, or administrative duties as may be assigned by management from time to time.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent communication and interpersonal skills.
• Strong organizational skills, time management, and multitasking abilities.
• High attention to detail and ability to work under minimal supervision.
• Professional appearance with strong customer service orientation.
• High level of integrity, confidentiality, and reliability.

• Diploma in Secretarial Studies, Business Administration, Office Management, or related field.
• Certificate in Computer Applications from a recognized institution.
• Minimum of two (2) years' relevant experience in a similar role is an added advantage.