Senegal: Secretary-Receptionist

This is a key post in the Office, as the post holder will usually be the first point of contact with the public, either via the telephone or face to face with visitors coming to the office. The post holder must therefore be an excellent communicator both in French and English and able to deal with visitors and staff with tact and courtesy and provide administrative support.
PRIMARY RESPONSIBILITIES:

1. Answer all telephone calls in a pleasant and professional manner: answer general questions, redirect calls, take messages, and transfer them to the appropriate staff members.
2. Receive visitors to the Office be the first point of contact, provide pertinent information or direct them or arrange an appointment with the relevant staff member.
3. To be responsible for receiving, registering, acknowledging and distributing contents of mail packets and faxes
4. To ensure mail boxes are updated with current staff names
5. Maintain and update staff telephone directory
6. Make a strict follow-up of the guest house
7. Provide significant support in office management
8. Provide support for the development of Partner supports and their archiving
9. Write routine administrative correspondences and provides general administrative and secretarial support to the country team as needed
10. Provide office support for workshop preparation and activities
11. Provide office support for purchase of small office furniture, supplies and stationery
12. Provide office support for staff missions
13. Handle petty cash and related manual book of expenses
14. Perform other reasonably related duties assigned by the Administrative Officer and/or Finance and Admin Manager  EXPECTATIONS FOR THE POSITION:
    S/he will work effectively and collaboratively in support of building a team-based culture of work, will perform all duties appropriately for a multi-cultural environment, treating all persons with dignity and respect, and will be familiar with and committed to Oxfam America mission and goals.
    Technical Skills, Experience & Knowledge
     Baccalaureate and a degree in secretariat, business administration, anthropology, or social sciences studies,
     At least 2 years relevant employment experience with an exposure to various audience or public
     Proficient with Microsoft Office
     Financial and numeracy skills
     Fluency in written and spoken French and English is essential.
     Excellent organizational ability and attention to detail
     Good communication and interpersonal skills, including being able to deal with multiple demands while keeping a good sense of humor
     Excellent interpersonal and written communication skills; able to represent Oxfam’s work to others.
     The ability to use appropriate styles and methods of communication to ensure a professional yet personal customer service
     Ability to handle sensitive and confidential information in a discreet and professional manner
     Ability to build effective working relationships with others - at all levels of the organization
     Ability to organize multiple tasks, prioritizing and/or finding alternative solutions when appropriate
     Proven ability to manage own emotions, remain calm, focused and organized and to deliver results on time when under pressure and with rapidly changing circumstances
     Pleasant and helpful manner, on the phone as well as face to face.
     A commitment to the aims of Oxfam, equal opportunities and gender equity.
     A team player, who works well in a multi-cultural environment, communicate readily and shares learning with colleagues and partners
     Ability to work under pressure and preparedness to work long hours when needed Ability to handle sensitive and/or confidential information appropriately
     Ability to work as a member of a team, while at the same time demonstrating the ability to work independently

HOW TO APPLY:
This opportunity is for a dedicated and highly motivated professional with strong commitment to Oxfam's values and beliefs. If you believe you are qualified for this post and you are the candidate that we are looking for, please submit your cover letter and CV to:
https://app.jobvite.com/CompanyJobs/Job.aspx?j=oXYd7fwZ

THE CLOSING DATE FOR APPLICATIONS IS 11 April 2018

Given the urgent need for this position, suitable candidates can be shortlisted and interviewed before the closing date.
ONLY SHORLISTED CANDIDATES WILL BE CONTACTED