Overview

VACANCY – SECRETARY/RECEPTIONIST

Position: Secretary/Receptionist

Duty Station: Blantyre

Job Purpose

The Secretary/Receptionist will be responsible for providing efficient secretarial, administrative and front-office support, ensuring effective communication, professional reception services and smooth day-to-day office operations.

Key Responsibilities

• Receive and attend to visitors and clients in a professional and courteous manner.
• Answer, screen and direct telephone calls and respond to enquiries appropriately.
• Manage incoming and outgoing correspondence, emails and other office communications.
• Prepare, type, format and maintain letters, reports, minutes, notices and other official documents.
• Maintain proper filing systems and ensure accurate and secure record keeping.
• Manage appointments, meetings, calendars and other administrative schedules.
• Receive, sort and distribute incoming mail and other correspondence.
• Assist in arranging meetings, preparing meeting materials and taking minutes when required.
• Maintain office stationery and other administrative supplies and report shortages to the relevant supervisor.
• Provide general administrative and secretarial support to management and other departments as required.
• Maintain confidentiality of company and employee information.
• Perform any other duties assigned by management from time to time.

Clerical & Administrative Jobs

Minimum Qualifications and Experience

• Diploma in Business Administration or a related field.
• Secretarial qualification will be an added advantage.
• Five (5) to seven (7) years’ relevant working experience in a secretarial, reception or administrative role.
• Proficient in Microsoft Word and Microsoft Excel.
• Fast and accurate typing skills.
• Excellent written and verbal communication skills.
• Good organizational and time management skills.
• Candidates with a Bachelor of Science (BSc) or Bachelor of Business Administration (BBA) will have an added advantage.

Key Competencies

The ideal candidate should demonstrate:

• Professional and pleasant interpersonal skills.
• Excellent communication and customer service skills.
• High level of confidentiality and integrity.
• Strong organizational and administrative skills.
• Attention to detail and accuracy.
• Ability to multitask and work under pressure.
• Good telephone etiquette and professional appearance.
• Ability to work independently and as part of a team.
• Proficiency in Microsoft Office applications.
• Positive attitude and willingness to learn.

• Receive and attend to visitors and clients in a professional and courteous manner.
• Answer, screen and direct telephone calls and respond to enquiries appropriately.
• Manage incoming and outgoing correspondence, emails and other office communications.
• Prepare, type, format and maintain letters, reports, minutes, notices and other official documents.
• Maintain proper filing systems and ensure accurate and secure record keeping.
• Manage appointments, meetings, calendars and other administrative schedules.
• Receive, sort and distribute incoming mail and other correspondence.
• Assist in arranging meetings, preparing meeting materials and taking minutes when required.
• Maintain office stationery and other administrative supplies and report shortages to the relevant supervisor.
• Provide general administrative and secretarial support to management and other departments as required.
• Maintain confidentiality of company and employee information.
• Perform any other duties assigned by management from time to time.

• Proficient in Microsoft Word and Microsoft Excel.
• Fast and accurate typing skills.
• Excellent written and verbal communication skills.
• Good organizational and time management skills.
• Professional and pleasant interpersonal skills.
• Excellent communication and customer service skills.
• High level of confidentiality and integrity.
• Strong organizational and administrative skills.
• Attention to detail and accuracy.
• Ability to multitask and work under pressure.
• Good telephone etiquette and professional appearance.
• Ability to work independently and as part of a team.
• Proficiency in Microsoft Office applications.
• Positive attitude and willingness to learn.

• Diploma in Business Administration or a related field.
• Secretarial qualification will be an added advantage.
• Candidates with a Bachelor of Science (BSc) or Bachelor of Business Administration (BBA) will have an added advantage.