Office Clerk

The mission of the NGO, Elizabeth Glaser Pediatric AIDS Foundation (EGPAF), is to create a world where no mother, no child, no family is devastated by HIV and AIDS. Join us in our fight for an AIDS-free generation.

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.

To be successful, you will have:

- Diploma in Administration, Office Management, Management, Accounting and other related areas,

- Good communication skills,

- Good command of French and/or English,

- Be creative and customer service oriented,

- Good organizational & planning skills,

- Flexibility & strong sense of confidentiality,

- Ability to work with minimal supervision

P.S. : The position is subject to the availability of donor funding.

As a global, multinational, and multicultural organization, EGPAF believes that diversity in the workplace enriches our work and enhances our impact and effectiveness. We believe that employees have the right to work in a climate of mutual respect and integrity that promotes dignity and respect for all, and that enables them to reach their full potential. EGPAF is an equal opportunity employer and affords equal opportunity to all employees and applicants for employment regardless of race/ethnicity, color, religion, national origin, age, disability or genetics. In addition to country's law requirements, EGPAF complies with US laws governing nondiscrimination in employment in every location in which the Foundation has facilities.

The Foundation does not charge any fees at any stage of the recruitment process. If you are asked to pay a fee at any stage of recruitment, please contact our hotline by phone (US: dial toll free 888-225-1429; all other countries: call collect 770-776-5674), or online (English: www.reportlineweb.com/pedaids; all other languages: https://iwf.tnwgrc.com/pedaids).

As a global, multinational, and multicultural organization, EGPAF believes that diversity in the workplace enriches our work and enhances our impact and effectiveness. We believe that employees have the right to work in a climate of mutual respect and integrity that promotes dignity and respect for all, and that enables them to reach their full potential. EGPAF is an equal opportunity employer and affords equal opportunity to all employees and applicants for employment regardless of race/ethnicity, color, religion, sex (including pregnancy, gender identity, gender expression, and sexual orientation), national origin, age, disability or genetics. In addition to country law requirements, EGPAF complies with US laws governing nondiscrimination in employment in every location in which the Foundation has facilities.

The Foundation does not charge any fees at any stage of the recruitment process. If you are asked to pay a fee, please contact our hotline by phone (US: dial toll free 888-225-1429; all other countries: collect 770-776-5674), or online (www.reportlineweb.com/pedaids).