POSITION PURPOSE: At the Johannesburg Regional Office, this Intern will work under the direction of the Finance and Office Manager to provide quality administration support including reception services to all AI staff, volunteers and visitors.
Front desk management
Manage the switchboard operation ensuring that calls are directed appropriately in a timely manner.
Provide first point of contact and a professional welcome for visitors and callers ensuring that queries are routed to the appropriate destinations and that security protocols are adhered to.
Ensure that all communications received by front desk such as fax and emails are processed appropriately.
Collect and update basic information on a regular basis to ensure that the phone list, Country list and the IS voicemail system are up to date for use by others. Ensure that it is provided in an accurate, timely manner, ensuring confidentiality of information where necessary and ensuring adherence to IS security guidelines.
Provide administrative support to finance and administration office.
Provide staff with sufficient logistical support & stationery material, and maintain clear administrative and communication systems.
Support the maintenance of office infrastructure including facility management, power management, equipment maintenance and asset management.
Contribute to the office being run efficiently and effectively and supporting staff working in a safe and secure environment.
Receive and distribute incoming mail and deliveries
Organise regular courier services to other offices and ad hoc as requested
Provide front line security monitoring for the IS premises to ensure that policies and procedures relating to security are observed at all times when the IS Reception is open.
Applicant needs to be a recent administration graduate or similar qualification.
Competent in the use of standard Office software e.g. Word, Excel, PowerPoint, email etc.
Ability to communicate clearly in English – verbally and in writing, both face to face and over the telephone.
Ability to communicate in one local language.
Ability and willingness to work in a small team without direct supervision if required.
Commitment to and awareness of AI human rights work.
Ability to manage a varied and sometimes demanding workload.
Ability and willingness to adhere to basic procedures and systems governing area of work.
To apply, submit a CV with contact details of two referees and motivation letter, quoting the position you are applying for to: firstname.lastname@example.org.
PERIOD: 6 Months
DEPARTMENT: Finance and Administration Department
Opportunity closing date: Sunday, 22 November, 2015
NB: Only shortlisted candidates will be contacted. We reserve the right not to appoint if no suitable candidates are identified. If you do not hear from us in two weeks, please consider your application unsuccessful.