Major Responsibilities
- Front Desk & Visitor Services
- Office Administration & Supplies Management
- Communication & Correspondence Handling
- Document, Records & Asset Management
- Logistics, Health & Safety Support
- Administrative Support
Specific Responsibilities
Front Desk & Visitor Services
- Attend the front desk and receive visitors professionally.
- Ensure visitors sign the visitors’ book and issue visitor passes as required.
- Direct visitors to relevant staff and coordinate meeting room bookings, ensuring rooms are prepared.
- Prepare coffee/tea for visitors as appropriate.
- Maintain logs of visitor statistics and front desk activity.
Office Administration & Supplies Management
- Ensure office cleanliness, arrangement, and upkeep.
- Track office supplies and consumables, liaise with suppliers, and place orders proactively.
- Oversee office opening/closing arrangements and confirm basic security measures are observed.
Communication & Correspondence Handling
- Receive and direct incoming calls professionally; take and deliver messages promptly.
- Monitor and respond to general office email accounts.
- Manage incoming and outgoing mail/courier services.
- Support the documentation and minuting of various meetings held by the Secretariat and UVIWADA leadership.
Document, Records & Asset Management
- Support filing, scanning, electronic archiving, and proper storage of operational documents.
- Organize and maintain physical files in office cabinets for easy retrieval.
- Maintain and update the office asset register (including serial numbers).
- Support safe custody and proper use of office assets.
Logistics, Health & Safety Support
- Support participant registration during meetings/workshops.
- Coordinate related logistics such as bookings and confirmations.
- Support upkeep of first aid kits, emergency contact lists, and fire safety equipment.
- Assist with fire drill coordination or visitor safety briefings.
Administrative Support
- Provide administrative support to the emergent national association along the lines of the above major responsibilities, insofar as the Secretariat is hosted in the offices
- Administrative support, including receiving guests, managing general communications, supporting filing, and supporting various logistics associated with meetings.
