Office Support Agent at Delegation of the European Union

Job Overview

Company: Delegation of the European Union

Location: Accra, Ghana

Job Type: Full-Time

Category: International Jobs in Ghana

Front Desk Duties

• Keep the reception area organized and tidy at all times
• Greet and attend to external visitors in a courteous manner
• Maintain an accurate logbook of all visitors at reception
• Answer, screen, and forward phone calls appropriately
• Receive and route incoming correspondence on a daily basis
• Follow up with DHL for reception and dispatch of the weekly Diplomatic bag
• Book meeting rooms upon request
• Manage access badges for all visitors (check-in and check-out)

Clerical & Secretarial Support Duties

• Oversee use of the small meeting room behind the reception area
• Assist in registration of incoming mail in the Ares application
• Prepare meeting files (make copies, label envelopes) and dispatch mail upon request
• Prepare correspondence for signature with proper layout and format
• Register incoming invoices in the ABAC application
• Manage daily delivery of newspapers and ensure proper distribution within the office
• Manage inventory of drinking water and supplies for internal meetings; check stock regularly, place and expedite orders, and verify supplies upon delivery
• Encode requests for official transportation in the Drivers application and follow up on approvals
• Keep the roster of driver missions updated
• Book official cars or rent cars for missions upon request
• Provide administrative and logistical support for organizing internal meetings, missions, and conferences as needed
• Create and update contact databases for service providers in Administration
• Update contact databases for the Section
• Search for appropriate service providers online as part of procurement procedures
• Perform any other duties assigned or requested by the Head of Administration