Front Desk Officer – Support Services at DKT International
DKT International
Ghana, Accra
8h ago
source : Jobweb Ghana

Job Identification

Job title : Front Desk Officer Support Services

Department : Support Services Department

Organization Relationship

Directly reports to : Assistant Senior Manager Support Services

Job Summary

  • Provide general administrative support such that the offices of DKT function smoothly and provide a professional atmosphere in which employees can succeed.
  • Assist on managing office and staff logistics.
  • Assist on secretarial and receptionist duties.
  • Assist on administering personnel functions.
  • Assist Support Services Manager.
  • Specific Duties & Responsibilities

  • Assist with providing general administrative support such that the offices of DKT function smoothly and provide a professional atmosphere in which employees can succeed.
  • Assist in the development and maintenance of administrative systems that allow for the most optimal and professional atmosphere.
  • Develop and maintain filing systems, paper and electronic, to audit-level standard.
  • Maintain office facilities, furniture, and equipment up-to-date and in good working order. Ensure offices are clean and functional, including pantry area.
  • Control office stationeries, supplies and replenishments. Maintain an up-to-date inventory at all times and maintenance log for equipment such as photocopier and facsimile machine.
  • Provide administrative recommendations that lead to enhanced performance and outputs.
  • Assist on managing office and staff logistics

  • Organize meetings and events inside and outside the DKT office. Arrange for venue, refreshments, audio-visual use / rental, invitations, and other components of the event.
  • Assist on secretarial and receptionist duties.

  • Perform secretarial duties including travel arrangements & meeting schedules
  • Serve as one of the key voices’ representing DKT during primary contact, maintaining positive, professional relationships.
  • Monitor reception of visitors.
  • Make arrangements for business cards for staff and printing of project materials as requested.
  • Assist in the placement of advertisements and notices in local papers.
  • Provide regular and ad hoc support to technical staff; such as document duplication, document compilation, light editing and formatting.
  • Assist other team members when workloads and circumstances require it.
  • Assist in activities and events related to representation of DKT International.
  • Assist with Vehicle Maintenance & Management

  • Evaluate and process all incoming servicing and maintenance needs for the entire fleet of company vehicles.
  • Liaise and maintain relationship with TOTAL Ghana and all major servicing garages for fuel and vehicle maintenance purposes.
  • Prepare monthly fuel and vehicle maintenance report.
  • Monitor and supervise legal documentation covering vehicle road worthiness and licensing.
  • Assist on administering personnel functions

  • Assist SSDManagerin maintaining up-to-date employee files.
  • Assist in the implementation of Personnel Policies and Procedures Manual.
  • Assist in monitoring and managing staff leave and sick days.
  • Assist in recruitment process for approved vacancies, staff training, placement, promotion, transfer and termination.
  • Assist in administering staff benefits including health insurance and accident insurances.
  • Assist in administering work permit and other permits, customs requests, visas, and licenses for l expatriate personnel and their eligible dependents, in compliance with the prevailing regulations.
  • Other Duties :

  • Perform other duties as assigned by your immediate supervisor.
  • Assure confidentiality in handling business related issues.
  • Work Guides and References

  • Accounting Procedures and Policies
  • Marketing Plan
  • Employee Handbook
  • Position Objectives

  • Provide quality administrative support for the office, including the CD.
  • Help to make office environment in which employees are happy to come to work.
  • Contribute to overall program goals.
  • Key Performance Indicators

  • DKT sales targets
  • Quality of office administration and services provided.
  • Positive reviews of DKT Ghana by customers and partners
  • Positive reviews of DKT Ghana by employees
  • Effectiveness of personnel management systems
  • Qualification Required & Experience

    Minimum Education

  • Bachelor’s degree or equivalent
  • Formal Training

  • Office management training
  • Secretarial courses
  • Personnel management training
  • Work Experience

  • At least 3 years’ experience in similar occupation
  • Experience in international company
  • Skills and abilities

  • Strong interpersonal skills
  • Strong organizational skills
  • Computer literacy
  • Enthusiasm and initiative
  • Writing & communication skills
  • Flexibility
  • Integrity and honesty
  • Ability to work during weekends upon request and beyond official working hours will be a plus
  • Must be willing to work in this role for at least 2 years
  • Location : Accra

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