Job Description

Position Title: Receptionist
Reporting To: Admin and Finance Officer
Duty Station: Regional Office - Peshawar
Unit: Operations
Section: Admin/Finance

Summary of Key Functions

The Receptionist will be responsible for managing the front desk of the Regional Office in Peshawar, offering administrative and customer service support. The role involves greeting visitors, handling incoming calls, and directing them to the appropriate staff or department. The Receptionist will also assist the Admin and Finance Officer with administrative and operational tasks to ensure the smooth running of the office. The incumbent will be expected to maintain a professional and welcoming atmosphere, while also contributing to the efficiency of office operations.

Roles and Responsibilities

• Front Desk Management
• Greet and welcome visitors, clients, and staff in a courteous and professional manner.
• Direct visitors to the appropriate staff or department, ensuring that all visitors are properly registered and logged.
• Handle incoming phone calls, take messages, and direct calls to the appropriate personnel.
• Respond to inquiries in person or via phone and email, providing accurate information or redirecting to relevant departments.
• Ensure the reception area is neat, organised, and welcoming at all times.
• Administrative Support
• Assist the Admin and Finance Officer in managing administrative tasks such as organising meetings, filing documents, and maintaining office records.
• Help with the coordination and preparation of meeting rooms, including ensuring necessary equipment is available.
• Support the Admin and Finance Officer with the processing of office documents, including incoming and outgoing mail.
• Maintain an organised filing system for office documents and correspondence.
• Assist in maintaining inventory records of office supplies and ensure that necessary supplies are replenished.
• Logistical Support
• Assist with travel arrangements for staff, including booking transportation and accommodation.
• Maintain records of office supplies and ensure that office inventory is well-managed.
• Help organise and manage office events, meetings, and workshops, including arranging logistics and ensuring smooth operations.
• Finance and Operations Support
• Assist the Admin and Finance Officer with basic finance-related tasks, such as managing petty cash, preparing reports, and assisting with the processing of invoices.
• Ensure proper documentation and filing of financial records.
• Help in the preparation of travel authorisations and ensure that related documents are processed promptly.
• General Office Assistance
• Provide additional administrative and clerical support as required by the Admin and Finance Officer.
• Assist in ensuring the office equipment is in good working condition, and report any maintenance issues to the Admin and Finance Officer.
• Maintain confidentiality in all aspects of office operations.
• Perform any other duties assigned by the Admin and Finance Officer.

Key Qualifications and Skills

• High school diploma or equivalent (a diploma in business administration or a related field is a plus).
• At least 1-2 years of experience in a reception or administrative role, preferably in a development or humanitarian organisation.
• Strong communication skills in both written and spoken English and the local language.
• Professional appearance and excellent interpersonal skills.
• Proficiency in Microsoft Office, especially Word and Excel.
• Ability to handle multiple tasks and work effectively under pressure.
• Attention to detail, with the ability to manage office supplies and maintain accurate records.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• A positive, proactive attitude and the ability to work as part of a team.