Introduction:

Human Appeal is an incorporated UK charity and a global humanitarian and development organisation. We save lives, alleviate poverty, transform and empower local communities whilst championing humanity, impartiality, neutrality, and independence and establishment of self-sustaining development programmes. Our vision is ‘’ to become the global agent of change for a just, caring, and sustainable world’’.

Position Summary

The Receptionist will be responsible to manage the country office reception to greet the visitors and all mails and to operate the telephone switchboard and place calls. Besides that, the receptionist will also manage the assets and inventories management, fleet management, and assist in administration, procurement and logistic support documentation.

 

Key Responsibilities:

This role is responsible and accountable for but not limited to the following:

• Greet and direct visitors and callers, as appropriate. Provide information about programs and services, as requested/required;

• Operate the telephone switchboard/Exchange and place calls, as requested;
• Maintain up-to-date and accurate phone and generator logs;
• Process and document incoming and outgoing correspondence, in compliance with the guidelines and procedures of HAP;
• Prepare mail pouches, including transmittal sheets, for field offices;
• Help to foster and facilitate professional relations between and among staff at all levels, particularly in relation to the provision of administrative support services;
• Facilitate staff for the meetings, gatherings and drafting of the monthly meeting minutes;
• Ensure timely filing of paperwork and supporting documents in administration files;
• Keep administrative files updated and ready for the audits.
• Prepare monthly reports and submit to Admin and Procurement Officer for review;

• Managing office stationery and supplies and its records;
• Ensure the closing and opening of country office;
• Maintain Office security by monitoring visitor access; maintaining visitor’s logbook; and issuing visitor passes.
• Monitor petty cash expenses and monitor logistics facilitation
• Prepare and process the utility bills and ensure timely submission including Telenor, POS, Internet, and drinking water.
• Assist to Snr. Adman & procurement officer manage the fleets and ensure the documentation and recording.
• The management can assign additional responsibilities from time to time.

Key Competencies

• Verbal and written communication skills
• Professional personal presentation
• Customer service orientation
• Information management
• Organizing and planning
• Attention to detail
• Initiative
• Reliability

 

 Receptionist skills

• Strong Technology Skills (MS Office-Words, Excel and PowerPoint, etc)
• Great Soft Skills and Emotional Intelligence
• Fantastic Communication Skills
• Excellent Time Management Skills
• An Independent Approach to Work
• Problem-Solving Abilities
• Visitor Management

 

Attitudes and Attributes:

The incumbent must maintain confidentiality, use sound judgment and perform independently while performing the duties of the reception.

 The incumbent must also demonstrate the following personal attributes:

• Maintain standards of conduct
• Be respectful
• Possess cultural awareness and sensitivity
• Be flexible
• Demonstrate sound work ethics
• Be consistent and fair
• Must have ethical and moral values

 

Qualification & Experience 

 

•  Minimum Graduation; Computer Literate;
• Minimum 2 years as Receptionist or Front Desk Officer; Preference will be given to applicants having a background in INGOs.