Executive Secretary & Receptionist

The intern is expected to provide assistance to the Finance and Admin Officer in all duties related to the day to day management of the office, along with secrecetrial and reception related tasks to ensure a smooth running of the Common space initiative project (UNDP project). below are the main duties and tasks: Facilitate and arrange appointments and meetings, and make travel, accommodation, and transport arrangements for project staff and partners, including visa arrangements. Receive and co-ordinate arrangements for any important visitors and officials Act as Personal Assistant to the Chief Technical Advisor and Head of Research when needed. Establish and regularly update a contacts list for the project, which includes client organization, collaborating partners, and government counterparts Co-design and maintain record keeping systems Coordinate the organization of all project events (catering, facilities, equipment, materials and stationery). Organize outside meetings by booking appropriate venues, and ensure that necessary conference equipment’s such as LCD, flip charts, TVs, videos are in place Administer the various office supplies e.g. stationery by tracking inventory levels and coordinating timely reordering Assist management and staff with office communications, faxing, scanning, photocopying, and shipping. Ensure office equipment such as telephone, fax, printers, and computers are in good working conditions Coordinate the Housekeeping and Cleaning service Perform additional tasks, within scope of work and as required by Management. P.S: TO KNOW MORE ABOUT THE PROJECT YOU CAN VISIT OUR WEBSITE ON www.commonspaceinitiative.org