Front Desk Attendant - CARE International

CARE began operations in Ghana in 1994 by working to educate mining areas about sexual health and the prevention of AIDS and other sexually transmitted diseases. CARE Ghana now works with more than 40 partner organizations to implement a portfolio of projects worth about US$9 million annually in 150 districts across the country, from our main office in Accra and sub-offices in Kumasi, Sunyani and Tamale.

For 30 years, CARE has been working in Ghana to improve livelihoods and achieve social justice through interventions that address the underlying causes of poverty. Our programming focuses on food and nutrition security and social and economic empowerment, with women and youth as our impact group.

Job Description

CARE Ghana is excited to invite your applications for new job openings in our programs and operations. Not only do we offer exceptional opportunities for career growth for Ghanaians especially women and young people, but we are also proud to welcome talented people such as yourself into the global CARE community where our core values of Transformation, Integrity, Diversity, Equality and Excellence are the benchmarks against which we measure ourselves as leaders and employees

If you share these values and our passion for saving lives, defeating poverty, and achieving social justice, then CARE Ghana is the place for you. We hire and nurture great people from diverse backgrounds, abilities, and identities, striving every day and at all levels to build and sustain an inclusive workplace and a sense of belonging for our teams. Your wellbeing and satisfaction with your job in CARE Ghana matter as much to us as your performance.  Our compensation and benefits package are generous, and we offer flexible working conditions to enable you to enjoy life outside of work, and as part of our commitment to equity.

At CARE, we recognize that skills and expertise can come from a range of experiences from work and life, in addition to education or past job titles. As such, we welcome applications from dynamic, curious, and creative Ghanaians with a passion for learning and problem-solving.

Interested? If yes, please see details of the job opening below:

Job Title: Front Desk Attendant

Duty Station: Sunyani, Bono Region 

The Front Desk Attendant serves as the first point of contact for visitors, staff, and external stakeholders at the Sunyani Project Office. This role involves managing the reception area, handling incoming calls, directing inquiries, and providing general administrative support to ensure smooth office operations. The Front Desk Attendant will report directly to the Project Logistics Officer for the Sunyani Project Office.

KEY RESPONSIBILITIES OF THE ROLE

Manage the front desk and provide secretarial service 

• Receive and screen visitors and conduct them to the appropriate persons.
• Receive documents from various departments and items for dispatch weekly to the head office and other sub-offices.
• Manage the telephone and intercom systems appropriately and notify any failure to the supervisor, and communicate to others as appropriate
• Receive and dispatch incoming telecommunications, assist on outgoing telecommunications according to CARE Ghana’s procedures
• Organize and maintain the central filing system and ensure it is updated on a regular basis according to CARE procedures.
• Manage the official Notice Board and display official communications and promotional information in an attractive manner.
• Take down minutes of staff meetings.
• Provide typing and secretarial support during staff meetings.

Assist in other administrative tasks:

• Supervise the use of photocopy and scanner machines and ensure that only authorized people do use them.
• Monitor the utility bills and notify immediately any delay in the receipt or the payment of the bills.
• Reconcile the utility bills and prepare the necessary cost distribution to projects in a timely manner.
• Reconcile utility bills and ensure timely submission for payments.

Participate in the management of stock 

• Maintain a minimum and maximum stock control system for all office supplies
• Notify the Project Logistics Officer when the minimum level of stock is attained for stock replenishment to be made.
• Take delivery of procured goods.
• Support in the management of the sub-office storeroom with appropriate store registers.
• Maintain an updated backup file at all times of the stock records.
• Serve as a backup to the logistic officer in the management of the stock of office supplies and ensure delivery to staff.
• Manage the small stock of office supplies kept in the kitchen area.

Provide logistics support for special events at the office

• Manage the conference room to ensure meetings do not clash and also ensure it is kept tidy at all times and tea / coffee is always provided
• Provide support to the Administrative/Logistics Officer for the organization of special events such as workshops, meetings, social activities, etc
• Support hotel accommodation arrangements for CARE staff and visitors

Required Skills or Experience

Knowledge

• Proficient in the use of Microsoft applications, including Word, Excel, and Outlook (or similar software) 
• Fluency in English

Experience

• 2 years of experience in the secretarial field or a similar position 
• Preferably previous experience working with an INGO or a Development organization.

Education

• A minimum qualification of a Diploma in Business Secretarial discipline or a combination of education and work experience. 

Skills

• Basic analytical and statistical skills. 
• Have excellent written and oral communication skills. 
• Ability to multitask and work within deadlines.