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ADMIN ASSISTANT-RECEPTION
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Posted: 13 Jun 2017 06:33
Deadline: 20 Jun 2017
Category: Administrative
Location: Africa , South Sudan
Employment: Full-Time
Education: Certificate
Salary: Negotiable
About Company: We work with the world's poorest people to transform their lives. Together with our amazing supporters, we are working for a world free from hunger and poverty. Find out more about us, the countries where we work and how you can help.
Email: concern@gmail.com
Phone: +353 1 417 7700
Contact name: MD
File: Download
Requirements
Certificate in Administration or related discipline
• Experienced in Microsoft Word and Excel
• Up to 3 years previous experience in a similar role
• Courteous in dealing with people
Ability to maintain confidentiality and discretion
Conditions
N/A
Responsibilities
• Greets all visitors to reception and ensures to notify the person that they are visiting of their
arrival
• Follows up if visitors are waiting a long time at reception, to ensure that the person they are
visiting knows that there is a visitor still waiting
• Answer all phone calls received through the switch professionally
• Forward calls from the switch to the relevant staff member
• Take messages from visitors or callers, if the staff member is not available and ensure that the
message is delivered
UN HAS flight bookings:
• Process all approved travel requests for UNHAS flight bookings, in accordance with UNHAS
procedures for flights, excess luggage and cargo
• Advise requestors when late bookings are received, that the booking is late and that while a
late request will be submitted, we cannot guarantee that the booking will be accepted
• Cancel flights within the allowed timeframe, as required
• Issue tickets on receipt to the traveler for Juba based staff; and to the relevant key contacts in
the programme locations for programme staff
• Issue the manifest to the programme location contact persons and to the Juba Logistics Officer
to ensure that airport pick-up and drop-off is arranged
• Ensure finance codes are included on all flight bookings and that these are correct
• Reconcile UNHAS bookings while there is still a balance of at least $10,000 in the UNHAS
account, to ensure that there is always credit in our account
• Issue weekly Flight Summary report to programme location contact persons, the Admin Officer
and the Systems Director
• Attend monthly UN HAS User Group meeting
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