Receptionist job at African Initiatives for Relief and Development (AIRD) | Apply Now

Act as the first point of contact for the Office

• Provide a warm and professional welcome to all visitors, ensuring they feel comfortable and direct them to the appropriate person, office or area

• Answer, screen and forward incoming telephone calls professionally and promptly

• Respond to general enquiries about the organization via phone, email or in-person

• Ensure the reception area is tidy, presentable with necessary supplies and open to visitors during official working hours

• Maintain visitors log and security at the front desk by monitoring visitors’ activities

General Clerical and Administrative tasks

• Perform basic administrative tasks such as filing, photocopying, scanning, and organizing documents

• Coordinate meeting room bookings and prepare meeting spaces

• Schedule and confirm appointments

• Receive, sort and distribute incoming mail, packages and deliveries

• Prepare and send outgoing mail and courier packages

• Assist with the onboarding of new employees by providing access cards and front-desk orientation

• Maintain an updated list of staff contacts with correct/current telephone numbers.

• Coordinate repairs and maintenance of office equipment; and follow up on service schedules for office equipment.

• Support the procurement process by preparing documents including comparative analysis, Local Purchase Orders (LPO) and GRN for items received ensuring that invoices are submitted to finance for timely payment.

• Manage the stores by ensuring items are well arranged and properly stored, update stock cards and issue items based on approved stores requisition.

• Quarterly update the assets register ensuring that all assets are labelled and reconciled with physical inventory

• Support the management of petty cash and tracking of expenses and reporting

Perform other duties that may be assigned.