Job Description:
As directed by the supervisor for this position, or by the Chief of Party or his/her designee, the individual holding this position shall perform the following specific tasks:
- Welcomes visitors by greeting them, in person or on the telephone; answering or referring inquiries.
- Answer incoming telephone calls; operate Telephone Exchange and multi-line telephone system.
- Monitor visitor access and issues passes Order, receive, and maintain office supplies and assemble listing packages
- Help with document scanning and maintained confidential files and records
- Maintain meeting scheduling and diary (manually or electronically), and appointment set up
- Took verbal and written messages and transmitted them to exact person/destination.
- Received and sorted email and electronic deliveries.
- Accepted letters and packages delivered to the front desk and distributed to appropriate staff.
- Handled general requests for information and data.
- Coordinated maintenance of the front desk reception area equipment, furniture, lighting, applications and brochures.
- Directs visitors by maintaining employee and department directories; giving instructions.
- Maintains security by following procedures; monitoring logbook; issuing visitor badges.
- Maintains safe, pleasant and clean reception area by complying with procedures, rules, and regulations.
- Maintains continuity among work teams by documenting and communicating actions, irregularities, and continuing needs.
- Perform as a security check person for female visitors.
- Must understand the methods how to search male and female visitors, as well as how to detain potentially hostile persons.
- Experience in handling and using fire alarm system.
- Must be experienced in responding to possible emergency situations.
- Contributes to team effort by accomplishing related results as needed.
- Must be able to maintain log books kept at the reception including staff and guest entry record.
- As needs dictate, the COP or his/her designee may assign ad hoc special tasks and duties
- to the Receptionist as required to ensure the overall efficient implementation of the PEEP activities;
- Qualifications and Educational Requirements. The individual holding this position shall possess the following:
- Ability to evaluate tasks and suggest improvements.
- Professional & approachable telephone manner, can deal with visitors at all levels.
- Creating formats for documents.
- Excellent attention to detail and high accuracy levels both numerical and literate.
- Logical and methodical approach to working.
- Clear understanding of all relevant legal obligations and data protection rules
- Demonstrated successful interpersonal skills;
- Fluency in both English and Punjabi required; other Pakistani languages preferred;
- Ability to effectively use computer software; and
- Ability to work independently with minimal supervision, to prioritize work assignments,
- to meet deadlines, and to exercise good, professional judgment that reflects positively on the image of PEEP and Chemonics.
Educational Requirements
Bachelor’s degree in a relevant field required.
Experience:
Three years of work experience in a position similar to this one.