Front Desk and Administrative Associate at MEBS Global Funding

MEBS Global provides a variety of in-country support and local assistance as well as cargo transportation and logistics management services with primary focus in emerging markets and conflict, post conflict environments in the Middle East, Asia, and Africa. MEBS Global maintains 12 offices in 11 countries including 2 offices in Nigeria. MEBS Global has been awarded the Fourth Party Logistics (4PL) service provider contract primarily for the Malaria Component of the Global Fund Grant Cycle 7 (GC7) on behalf of the Government of Nigeria (GoN), building on previous efforts to enhance its visibility and involvement in warehousing and distribution operations. MEBS is expected to manage the warehousing and distribution of malaria commodities in the 13 Global Fund supported states, oversee waste retrieval and treatment services for the Global Fund Principal Recipients and provide warehousing and distribution services for COVID-19 commodities as required by the funder.

We are recruiting to fill the position below:

Job Title: Front Desk and Administrative Associate

Location: CBD, Abuja
Employment Type: Full-time

Job Summary

• The Front Desk and Administrative Associate will be the first point of contact for clients, visitors, and employees, providing exceptional customer service and administrative support to the HR & Admin Manager to ensure smooth operations of the office.
• In this pivotal role, you will serve as the face of our organization, providing exceptional customer service to visitors and clients while also offering vital administrative support to ensure the efficient functioning of our office.
• The ideal candidate will be proactive, detail-oriented, and adept at managing multiple responsibilities in a dynamic environment.

Responsibilities
Front Desk Management:

• Warmly welcome and assist visitors, clients, and employees, ensuring their needs are met promptly and professionally.
• Answer and direct incoming calls with accuracy and efficiency, serving as the primary point of contact for telephone inquiries.
• Manage inquiries via email and other communication channels, responding promptly and courteously.
• Maintain a polished and inviting reception area, ensuring it reflects our organization's professional image.
• Oversee the scheduling of conference rooms and manage the booking process to optimize space utilization.

 Administrative Support:

• Provide comprehensive administrative assistance to various departments, including but not limited to document preparation, data entry, and file management.
• Coordinate travel arrangements and accommodations for staff members, optimizing cost-effectiveness and convenience.
• Assist in the organization and execution of company events, meetings, and training sessions, ensuring seamless logistics and attendee satisfaction.
• Manage office supply inventory, proactively replenishing stock and sourcing vendors to obtain competitive pricing.
• Handle incoming and outgoing mail and shipments, ensuring timely distribution and accurate record-keeping.

 Client and Visitor Assistance / Customer Service Excellence:

• Deliver exceptional customer service experiences to all stakeholders, fostering positive relationships and trust.
• Effectively address and resolve customer inquiries, concerns, and complaints in a timely and empathetic manner, escalating issues as needed.
• Continuously seek opportunities to enhance customer satisfaction and loyalty through proactive communication and problem-solving.

 Office Coordination:

• Coordinate with other departments to ensure seamless communication and workflow.
• Assist in organizing meetings, conferences, and events as needed.
• Maintain office supplies inventory and place orders when necessary.

 Record Keeping and Documentation:

• Maintain accurate and up-to-date records of visitor logs, appointments, and other pertinent information, ensuring compliance with privacy regulations.
• Assist in the creation, organization, and maintenance of electronic and physical filing systems, optimizing accessibility and confidentiality.
• Generate reports, presentations, and correspondence as directed by management, adhering to established formatting and content standards.

 Support Services:

• Assist in various administrative tasks as directed and approved by the Human Resources & Admin Manager.
• Collaborate with colleagues to support special projects and initiatives, leveraging your administrative expertise to achieve project objectives.
• Perform general clerical tasks such as photocopying, scanning, and filing, demonstrating attention to detail and efficiency.
• Always uphold company policies and procedures, promoting a culture of integrity, accountability, and professionalism.
• Handle special projects and assignments as required.
• And other duties as assigned and directed by the Human Resources & Admin Manager.

Evaluation Method:

• Annual performance appraisals
• Quarterly documented feedback and mentoring discussions
• Quarterly score card of work plan tasks and achievements

Requirements

• Bachelor's degree / HND in Office Management, or a related field.
• Minimum of 2 - 3 years of relevant experience in a similar role, preferably in a corporate or office environment.
• Proven experience as a Receptionist, Front Desk Representative, or similar role.
• Excellent communication and interpersonal skills, both verbal and written, with a customer-centric approach.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and general office software is required.
• Strong organizational and multitasking abilities the ability to prioritize tasks effectively in a fast-paced environment and prioritize tasks effectively in a fast-paced environment.
• Ability to always maintain confidentiality and professionalism.
• INGO experience is a plus.
• Strong sense of personal integrity, attention to detail and flexibility.
• Excellent ability to function in a detail-oriented environment.
• Demonstrated ability to work effectively both independently and as a team member.
• Excellent organizational and communication skills.
• Strong written and verbal English language skills.
• Strong interpersonal skills, professional demeanor, appearance, and interpersonal skills.
• Attention to detail and accuracy in data entry, record-keeping, and document management.
• Demonstrated ability to maintain confidentiality and handle sensitive information with discretion.

Interpersonal Competencies:

• Ability to work with other team members, flexibility, decisiveness, and personal integrity.
• Professional office environment with regular interaction with clients and visitors.
• Must be willing to adapt to changing priorities and work in a fast-paced environment.

Language:

• Fluency in English (speaking, reading, and writing).

Application Closing Date
6th May, 2024.

How to Apply
Interested and qualified candidates should send their CV and Cover Letter as a single PDF document to: [email protected] using the job title as the subject of the mail.

Note: Only short-listed candidates will be contacted for interview, and we are an equal opportunity organization so women are strongly encouraged to apply for this position.