MOSEPELE FOUNDATION DEVELOPMENT FORUM (MFDF)
Founded in Lesotho in 2015, MFDF is a local youth-led organization with a presence in health facilities and communities across Lesotho and a membership of over 5,000 youth. Mosepele’s voice resonates in communities and on national platforms, representing Basotho youth in critical discussions and initiatives. MFDF engages young people as critical decision-makers and participants in the design, delivery, and monitoring of health and socio-economic services.
Guided by the Lesotho National Youth Policy, MFDF represent Basotho youth nationally, including at Lesotho Country Coordinating Mechanisms (LCCM) and PEPFAR COP meetings.
MFDF has a proven track record in executing impactful projects, including PEPFAR Community Lead Monitoring, The Global Fund’s Her Voice Fund, Global Fund for Children’s Mental Health etc.
MFDF is looking for suitable candidates for the following positions:
Job Title: Receptionist and PA for Executive Director x1
Project: Bokamoso Project
Organization: Mosepele Foundation Development Forum (MFDF)
Location: MFDF Office
Job Type: Full-Time
Reports To: HR and Admin Manager
Position Overview
The Receptionist and Personal Assistant to the Executive Director will be responsible for managing the front desk operations and providing high-level administrative support to the Executive Director. This dual role requires excellent organizational skills, a professional demeanor, and the ability to handle multiple tasks efficiently. The role involves greeting visitors, handling phone calls, managing schedules, and supporting the Executive Director with various administrative tasks.
Key Responsibilities
1. Receptionist Duties
Front Desk Management: Greet and assist visitors, clients, and staff in a courteous and professional manner. Direct them to the appropriate person or department.
Phone and Email Management: Answer and manage incoming phone calls and emails, providing information or forwarding inquiries to the relevant departments as necessary.
Appointment Scheduling: Schedule and coordinate meetings, appointments, and conferences for visitors and staff.
Mail Handling: Receive, sort, and distribute incoming mail and packages. Prepare and send outgoing mail and packages.
Office Supplies: Monitor and manage office supplies inventory, ordering new supplies as needed to ensure the office runs smoothly.
Reception Area Maintenance: Ensure the reception area is tidy, organized, and welcoming. Maintain a professional appearance of the front office.
2. Personal Assistant Duties
Executive Support: Provide administrative support to the Executive Director, including managing their calendar, scheduling meetings, and coordinating travel arrangements.
Document Preparation: Prepare and proofread correspondence, reports, presentations, and other documents for the Executive Director.
Meeting Coordination: Organize and coordinate meetings, including preparing agendas, taking minutes, and following up on action items.
Communication: Serve as a point of contact between the Executive Director and other staff, stakeholders, and external parties. Manage and prioritize communication on behalf of the Executive Director.
Event Coordination: Assist in organizing and coordinating events, conferences, and special functions hosted by the Executive Director or the organization.
Research and Reporting: Conduct research and prepare reports or summaries as requested by the Executive Director.
3. Administrative Support
Data Entry and Filing: Maintain accurate records and files, including electronic and paper documents. Perform data entry tasks as needed.
Confidentiality: Handle sensitive and confidential information with discretion and professionalism.
Office Coordination: Assist with general office administrative tasks and support other team members as required.
Qualifications
Education and Experience
Education: Associate’s degree or higher in Business Administration or related field preferred.
Experience: At least 2-3 years of experience in a receptionist or administrative support role, with experience supporting senior executives preferred.
Skills and Competencies
Organizational Skills: Strong organizational and time-management skills, with the ability to manage multiple tasks and prioritize effectively.
Communication: Excellent verbal and written communication skills, with the ability to interact professionally with all levels of staff and external stakeholders.
Technical Proficiency: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office management systems. Familiarity with scheduling and office communication tools.
Interpersonal Skills: Strong interpersonal skills with a friendly and approachable demeanor. Ability to maintain a high level of professionalism and confidentiality.
Problem-Solving: Effective problem-solving skills, with the ability to handle unexpected issues or changes in a calm and efficient manner.
Personal Attributes
Attention to Detail: High attention to detail and accuracy in handling administrative tasks and managing schedules.
Adaptability: Flexibility and adaptability in responding to changing priorities and working conditions.
Proactivity: Ability to anticipate the needs of the Executive Director and take initiative in providing support.
Interested candidates that meet the above criteria should submit their CV and a cover letter explaining how you match the requirements. Send email to: [email protected] making the email subject the position you are applying for.
Deadline for applications is on the 20th September 2024 at 5PM.
Note 1: This position will be active based on the approval of the grant.
Note 2: MFDF will never request money, goods or services during the application, recruitment or employment process. If you have questions or concerns regarding the post, kindly contact MFDF Office: +26627000675.