Receive and answer telephone calls and greet all visitors using a professional and courteous manner and direct them to the appropriate person.

Monitoring all entrances and activating doors for entrance and directing delivery personnel, guests, etc., to the appropriate destination.

Distribute office mail and send out mail/packages to the appropriate persons and couriers.

Maintaining an organized filing system and filing all documents daily. Ensure that copies of all outgoing/incoming letters is maintained;

Ensure that the reception area/office is neat and clean

Maintain an up-to-date address book for all JSI’s correspondences (telephone, fax, e-mail). 

Maintain an up-to-date list of internal lines/extensions; maintain an up-to-date telephone tree (landline and mobile number of staff)

Properly handle all incoming and outgoing letters and memos; register date and time and route to the concerned manager

Maintaining an organized filing system and filing all documents daily. Ensure that copies of all outgoing letters are maintained;

Handle visitors and telephone calls on straightforward matters; ensure priority for cases to be presented to the PD, Directors & others. Inform staff to be contacted before sending visitors in.

Ensure the communication systems like e-mail, telephone, and fax lines work properly. Report timely to the Administration Manager in case of failure

Responsible for all secretarial activities

Preparing monthly Telephone bills with PR

Any other duties assigned by the immediate supervisor.

Create and manage the project's welcome packages for visitors.

Prepare and manage welcome materials for new staff including staff ID cards, business cards, office keys, office telephone directory, and vehicle parking permits.

Provide support to ensure smooth daily operations in the areas of, administration, procurement, asset management, logistics, travel, tickets, and hotel reservations.

Organize and schedule meetings, appointments interviews, project training activities, and workshops, and act as secretary during key project meetings.

Work with the Admin Manager to assist in the preparation of key agreement documentation and reports and maintain office files for the program, ensuring the confidentiality of all documents.

Assist the project team in scheduling and planning meetings, training, workshops, and teleconferences, compiling and organizing relevant background materials for meetings.

Maintain the Project Director and teams’ calendar and schedule and maintain a diary of appointments for senior staff as designated by the PD. 

Typing of correspondence, reports, proposals, etc as required.

Arrange for refreshment items in cases of meetings, training, and workshops held in JSI premises/meeting room and when required out of JSI premises.

Keeping the office diary up-to-date with staff information on leaves, field trips, training, workshops, meetings, special events, etc.

Perform any secretarial duties, like typing, filing, keeping a diary of appointments, and meetings, handling telephone communications, etc