Receptionist: Finance & Admin Division

Description

• To assist in executing reception and administrative duties and portray a good image of the Commission, to facilitate all incoming calls through the switchboard and provide timeous information on enquiries
• The incumbent is expected inter alia to:

Duties

• Answers all incoming calls in a professional and helpful/friendly manner
• Asks for reason of call and ensures that s/he understands it fully
• Takes a full/comprehensive message if requested staff member is not available
• Deals with any issues of the Switchboard with respective service provider and resolves
• Receives and welcomes visitors in a professional and supportive/friendly manner
• Enquires reason for visit and makes sure that s/he fully understands
• Refers to desired or appropriate Director/ manager/staff member and arranges for the latter to collect visitor at reception
• If visitors has to wait, makes them feel comfortable i.t.o. seating and clear explanation about the delay
• Maintains a complete record of calls and requests and indicates time and urgency/importance
• Posts message to member via mail and follows-up before deadline to ensure message has been dealt with
• Completes all messages that have been dealt with as a reference record
• Deals with all standard enquiries/queries as agreed with Directors/managers/staff member e.g. on basic personnel enquiries, brochures, information, etc
• Listens actively to request/query ensuring full understanding and provides information/explanations
• Where necessary, sends documents mainly by e-mail or if needed by post
• Coordinates internal mail sorting and arranges with messenger to deliver/collect. Receives, opens the mailbag and sort mails for distribution by the messenger
• Deals with specific courier mail deliveries and ensures it arrives on time
• Register registered mail in relevant registers for control purpose and divide the mails between internal and external mail before distribution
• Perform any other relevant admin related functions as directed by the supervisor

Requistes

• Minimum Requirements:
• Diploma in Office Administration at NQF level 6, plus three years experience as receptionist/switchboard operator
• Exposure in Trade and industry environment would be an advantage
• Relevant working experience with Ms Office products (Ms Word, Excel, Ms PowerPoint, Ms outlook) and Internet, are required
• Skills and Abilities:
• Good communication skills
• Strong ethics, honesty, integrity, punctuality, and respect
• Maintain confidentiality and Accountability
• Ability to work on multiple tasks, prioritize responsibilities and meet deadline
• Self-starter, self-motivated and focused on results
• Good interpersonal and problem-solving skills
• People and team oriented

How to Apply

1. Documentation

• Cover Letter
• Detailed Curriculum Vitae, which should include three contactable references
• Certified copies of qualifications
• An academic record

2. Application

• Send your Documentation to ndapewa.lukolo@nacc.com.na with the Subject line “Receptionist: Finance & Admin Division"
• Closing date: 17 May 2024 @17H00