Office Clerk

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.