No two days are alike at EGPAF, but what can you expect in this role?
Key Responsibilities and Accountabilities
- Responsible for daily office and property cleanliness and for maintaining a tidy working environment. (floor, windows, doors, ceiling, equipment, furniture and kitchen utensils are cleaned and wiped)
- Ensure all equipment, furniture, windowsills, external surfaces and cupboards, ledges, radiators, shelves and fitments are damp wiped, washed and polish,
- Ensure that Foundation properties/equipment are kept clean and safe all the time,
- Ensure that all foundation materials and stock are stored at the appropriate place/magazine always,
- Ensure all toilets, urinals, hand basins, sinks, baths, and drinking fountains are clean,
- Replenish consumable items (soap, toilet rolls, paper towels) as required,
- Maintain records and report on every kitchen supply including carrying out periodic stock takes and replenishment (office/kitchen supplies),
- Ensure the external office premises are kept clean and weed free,
- Support staff in work/office related errands e.g. mail posting and delivery of letters and payment of office bills,
- Ensure that all files are kept properly, and office supplies are issued and recorded in the store ledger as instructed by the supervisor,
- Prepare staff tea/coffee (if need be) and other office requirement as scheduled by office timetable,
- Assist in the organization of coffee breaks during meetings and workshops,
- Assist in the organization of end of year get together and other staff celebrations,
- Be present to assist technicians (indoor office security) for maintenance work during weekend,
- Assist in supervision of general cleaning in the office,
- Carry out any other routine office errand and duties as assigned by the supervisor.
Reception
- Receive visitors and orient them to the concerned persons using good public relations skills,
- Keep the reception area and the whole office tidy and welcoming during office hours,
- Assist in photocopying, binding, distribution/transmission of documents from office to office,
- Maintain reception information/literature,
- Ensure Office Access procedures are always followed,
- Ensure a good relationship between the Foundation and the public in person, over the phone, and through e-mails when interacting with or visiting the office.
Mail Administration
- Receive and distribute mail; accordingly, acknowledge receipt of all incoming mails, register the same and channel to responsible official for action while ensuring strict respect of confidentiality,
- Administer outgoing documents and parcel courier as instructed/Assigned.
Finance – Petty Cash Management
- Liaise regularly with Finance to make sure petty cash is replenished,
- When petty cash requests are approved, can make payments via cash to requestors,
- Review of payments through petty cash and ensure they comply with the foundation’s policies.