Receptionist at FHI 360

Job Requisition ID: 2023200977

Basic Function

• The receptionist under the supervision of the Facilities Manager will help to provide both secretarial and receptionist services by monitoring and operating computer work, typing, filing, receiving visitors, answering calls, opening and directing official mail.

Duties and Responsibilities

• Operate switchboard, directing incoming and outgoing calls as required by caller, determine the nature of the call and decide on an appropriate routing.
• Screen all incoming visitors and vendors and direct to appropriate location.
• Ensure all staff and visitors fill in the required office attendance register.
• Provide excellent customer service.
• Responsible for maintaining office security and communicating with the security guards if and as needed.
• Keep detailed and accurate records of visitor requests and of calls received
• Open and close the office daily, observing security and other established office procedures.
• Receive, log and distribute all incoming and outgoing courier packages; office deliveries; and incoming faxes in a timely manner.
• Perform office equipment tasks such as making needed arrangements for services for telephone and e-mail, obtaining quotations for required services, arranging for repairs of office equipment.
• Maintain orderly appearance and functioning of the reception area.
• Assist in typing, word processing, and general administrative support activities for the administrative team and other groups as assigned.
• Update, maintain and distribute appropriate telephone staff directory(s).
• Update and maintain on-line conference room schedules and a variety of intranet documents.
• Liaise with Information Technology for appropriate telephone and computer issues (e.g. capability for visitors with office assignments, etc).
• Receive and process newspaper, AEPB, AEDC and other relevant bill for payment.
• Performs any other duties as assigned.

Qualifications and Requirements

• University Degree or recognized equivalent with 1-3 year experience in a similar role.
• Familiarity with international NGOs a plus
• Experience with large complex organization preferred

Knowledge, skills, and abilities:

• Ability to work independently.
• Knowledge of general office practices and administrative procedures.
• Working knowledge of switchboard/voice mail equipment and mail processes such as postage machine, DHL, etc.
• Maintain a neat personal appearance and polite demeanor as prescribed by professional and local standards.
• Ability to multitask.
• Have the ability to be resourceful and proactive when issues arise.
• Excellent written, oral, interpersonal and organization skills.
• Ability to work well with others and to develop and maintain compatibility among project staff, subcontractors and recipients of assistance.
• Relevant computer skills, including knowledge of Microsoft office products.