Office Attendant/Receptionist
 
Democracy International (DI) is seeking an Office Attendant/Receptionist for the multi-year USAID Positive Pathways Activity in Jamaica, based in Kingston. The purpose of this USAID/Jamaica activity is to support communities, parents, and families to prevent youth violence and develop pathway programs for youth at risk of violence. This will be a full-time position based in Kingston, Jamaica.
 
The overall objectives of this activity are:
  1. Support parents and families to prevent youth violence by strengthening the ability and authority of targeted families to maintain discipline and reinforce prosocial conduct among their children.
  2. Develop pathway programs for youth at risk of violence by encouraging desistance programs that will keep youth out of violent and criminal lifestyles.
 
Job Summary:
 
The Office Attendant will also undertake receptionist duties for Positive Pathways Activity. The successful candidate is expected to clean and sanitize the office space occupied by Positive Pathways Activity and provides administrative support on a full-time basis. The ideal candidate should have relevant professional experience and perform duties in compliance with the Occupational Safety and Health Administration (OSHA) requirements which includes but are not limited to mopping, sweeping, dusting, and other custodial duties. Other tasks include answering telephones, receiving visitors, filing, scanning as well as to set-up for meetings, workshops and other events with the relevant requirements, including refreshments where required. We are looking for a hardworking individual to implement/maintain a high standard of sanitation and provide professional administrative support.
 
 
Essential Job Duties:
 
Under the direct supervision of the Operations Officer, the Office Attendant/Receptionist will work with the Democracy International (DI) team to perform the duties outlined below for Positive Pathways in Jamaica:
 
Office Attendant Duties:
  • Manage pantry supplies and instruments used to serve during meetings and workshops.
  • Maintains a safe and clean office environment (workspaces and common areas) by complying with the relevant procedures, rules, and regulations.
  • Inform Operations Officer of replenishment need for office supplies (stationery, cleaning & beverage items)
  • Responsible for floor care, performing various surface tasks including mopping, sweeping and spot-cleaning of all office areas as needed.
  • Responsible for maintenance of office furniture and supplies which includes but not limited to dusting, spraying and cleaning when required.
  • Stock and maintain cleaning equipment and supplies.
  • Ensure sanitation of kitchenette and immediate environs.
  • Sanitize, dust and polish work equipment, phones, table surfaces, refrigerator, and all other applicable surfaces.
  • Regularly empty trash bins
  • Responsible for reporting the need for repairs/replacements encountered when executing daily tasks.
  • Other relevant duties which may arise
 
Receptionist Duties:
  • Channeling of telephone calls to the appropriate staff member and/or department
  • Handling telephone inquiries and provide basic company information when necessary.
  • Perform clerical duties, file documents, assist with scanning and uploading of documents at intervals
  • Receiving and dispatching deliveries/packages
  • Diary management and management of meeting room to include but not limited to set-up, break-down and maintenance for trainings, workshops, and other events.
  • Monitor front desk and comply with all security procedures for receiving and welcoming visitors, beneficiaries, partners & stakeholders
  • Other relevant duties which may arise
 
Qualifications:
  • High school diploma or equivalent; 3-5 years relevant experience/knowledge in the relevant area
  • Familiarity with internal telecommunication systems (include but not limited to landline & internet)
  • Have basic knowledge of cleaning products and methods used in office cleaning
  • Possess physical dexterity.
  • Possess excellent interpersonal skills and be able to use initiative
  • Possess basic knowledge of Microsoft Office Suite (word and excel is an advantage)
  • Must be reliable and punctual with dedicated professionalism to execute job functions
  • Possess avid attention to details
  • Ability to prioritize when given multiple tasks execute
  • Possess a high standard for sanitation maintenance
  • Proven honesty and ability to follow instructions (verbal & written) are inherent to this position
  • Possess good communication and time-management skills
  • Demonstrate willingness to learn and adapt to changes
 
Application Process:
 
Interested applicants should submit a cover letter and CV. Applications will be reviewed on a rolling basis and the position will be filled as soon as a qualified candidate is identified. DI will only contact candidates of interest