Receptionist: Administrative Assistant - IWMI

The International Water Management Institute (IWMI), a CGIAR Research Center is seeking a multi skilled candidate to join its office in Accra, Ghana, as a Receptionist - Administrative Assistant.

The Receptionist - Administrative Assistant serves as the initial point of contact for visitors and callers, playing a crucial role in delivering a positive first impression. This role involves managing the front desk, handling incoming calls, and performing various administrative tasks. The successful candidate will play a key role in ensuring the smooth operation of the institute's front office, delivering a positive first impression, and supporting the administrative team.

This role requires exceptional communication and organizational skills, and the ability to manage multiple responsibilities in a dynamic environment. The ideal candidate will be professional, approachable, and capable of handling diverse administrative duties effectively.

DUTIES & RESPONSIBILITIES:

Front Office Management

• Serve as the primary point of contact for all visitors and callers ensuring that all visitors and callers receive a warm and professional greeting, creating a positive first impression of the organization
• Handle public inquiries, providing basic information about the institute's activities, research programs, and events
• Maintain office security by managing visitor check-in and check-out processes (including the issuance of visitor passes), ensuring all guests are properly documented and directed to the appropriate locations
• Address and resolve visitor concerns or complaints promptly and professionally
• Oversee the organization and cleanliness of the reception area, ensuring it is presentable and conducive to a professional environment

Office Administration & Coordination,

• Responsible for the handling of mail (all incoming and outgoing mail including international and domestic courier) and ensure the smooth and timely internal and external delivery of mail and other documents including courier packages in the office
• Provide administrative support, contributing to the smooth operation of the office and supporting team members as needed. This includes handling photocopying, printing, and scanning tasks, coordinating with service providers, overseeing courier services, processing telephone and mobile bills, charging call charges to respective account codes, mailing cheques, invitations, and documents, updating asset records of the Ghana office, maintaining office machines, and troubleshooting issues by contacting service providers and informing the Office Manager
• Assist in coordinating office activities and events, including seminars, workshops, and meetings
• Maintain and update contact lists, directories, and calendars, including tracking staff travel and leave schedules
• Oversee the inventory of office supplies and resources, ensuring necessary items are stocked and readily available
• Assist with sustainability data collection
• Assist with flight bookings, particularly local flights
• Undertake any other related tasks that may be assigned as required
  
  

Requirements

EDUCATIONAL QUALIFICATIONS & EXPERIENCE:

Essential:

• Bachelor's degree in Business Management, Administration, or a related discipline.
• Minimum of 02 years of relevant experience.

Desirable:

• Similar work experience in international organizations or embassies is highly preferred.

KNOWLEDGE, SKILLS & ABILITIES:

Essential:

• Excellent oral and written language skills in English, including effective listening and strong verbal and written communication abilities
• Sound Knowledge of proper telephone & email etiquette
• Ability to deal with sensitive and confidential information in a professional manner
• Flexibility to adapt to changing priorities and work under pressure in a fast-paced environment
• Professional appearance and attitude, with excellent interpersonal and customer service skills
• Ability to operate a computer running on Microsoft Windows Operating System with familiarity in internet browsing
• Proficiency in MS Office package
• Strong personal organization skills and the ability to prioritize and multi-task
• Strong ability to establish and maintain effective working relationships with individuals in a multicultural and multidisciplinary environment, demonstrating sensitivity and respect for diversity

Desirable:

• Good oral and written language skills in French desired
  
  

Benefits

This is a nationally recruited position and only Ghanaian nationals will be considered. IWMI offers a competitive salary and benefits package, inclusive of health insurance, life insurance, accidental death and dismemberment (AD&D) insurance, and long-term disability coverage. The duration of the contract will initially be for a period of three years with the possibility of extension.