The Administration/Receptionist Graduate Intern will undergo a one-year structured internship program under the supervision of the Program Officer. The intern will be exposed to manning of the ZHI front office desk, support administrative and routine clerical tasks, organizing and managing files, assisting with of scheduling meetings, and appointments, and supporting other staff with organizational tasks.
Duties and Responsibilities
-Day-to-day management of the ZHI front office desk/reception operations whilst acting as the first point of contact for guests, vendors, and employees. -Operation of switchboard including answering incoming phone calls and directing callers to the appropriate party. -Processing, sorting, and route incoming and outgoing mails/parcels in a timely manner; Coordinating and scheduling appointments, meetings and/or conferences. -Performing other administrative support tasks, including updating and sorting files, drafting and proofreading correspondence, and supporting program staff to do photocopying of documents. -Ensuring the office is kept clean, and organized throughout kitchen, conference rooms, storage rooms/closets, and communal areas. -Minute taking during weekly meetings, all staff meetings and adhoc meetings and tracking of action points. -Preparation of meetings and managing board room bookings. -Supporting travel arrangements and organizing events; Standing in for the Program Officer when unavailable working with the Executive Director and SMT. -Supporting running various routine errands, as required, for the organization/programs.
Qualifications and Experience
At least a diploma in front office management, customer relations, secretarial studies, or a related field; At least one year of work-related learning experience; Must be fluent in English (both written and spoken).
How to Apply
Step 1: click the provided link to complete the job application form. Step 2: Submit your CV and application letter via email to [email protected] clearly indicating the position you are applying for on the subject of the email.
