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Job Description

Objective: Welthungerhilfe is looking for a Admin Assistant/Receptionist to manage our front desk on a daily basis and to perform a variety of administrative and clerical tasks.

RESPONSIBILITIES:

-    Greet and welcome guests as soon as they arrive at the office

-    Direct visitors to the appropriate person and office

-    Answer, screen and forward incoming phone calls

-    Make administrative and logistic arrangements of project activities (meetings, workshops etc.)

 

-    Assist Country Office Manager in processing the visa, immigration, NOC for staff

-    Record keeping of all administrative arrangements

-    Circulates memos and emails to all staff of DWHH

-    Monitor availability of supplies (spare parts, stationary etc.) and arrange for    replenishment

-    Regularly update the project/program inventory list

-    Managing DWHH Stationary Material in stock. Responsible for ordering, storing & administering the issue of all stationery as well as office supplies and office equipment

-    Control the use of the Fax- & Copy machine. Responsible for Telecommunication & Fax. Insure at all times that telephone, fax, internet and photocopier are in good working condition and properly monitored.

-    Ensuring the office conforms to recommended health and safety standards and is kept clean and tidy at all times

-    Organize water, electricity, gas, drinking water supply to the office

-    Communication with field personnel & drivers on scheduled activities

-    Ensure the timely travel and stay arrangements for all staff and guests when needed/requested

-    Supervision of support staff at Islamabad Office

-    Train and groom the support staff time to time to improve the efficiency

-    To register equipment with new staff, organize visiting cards, ID Cards, Phones etc if requested by OM, ensure handing back of equipments

-    Maintain the attendance register for staff and record the leave requests under the supervision of Admin/HR

-    Maintain and record health and life insurance claims and do follow-up for reimbursement

-    Contributes to team effort by accomplishing related results as needed

-     In addition to the above the Admin Assistant/Receptionist may be asked to carry out other DWHH-specific duties in line with your general conditions of employment by the immediate line manager or her/his managers.

Requirements

-    Proven work experience as a Receptionist/admin assistant, Front Office Representative or similar role

-    Proficiency in Microsoft Office Suite

-    Experience and knowledge of Visa processing, NOC, immigration would be an added value

-    Hands-on experience with office equipment (e.g. photocopies, fax machines and printers etc.)

-    Professional attitude and appearance

-    Solid written and verbal communication skills

-    Ability to be resourceful and proactive when issues arise

-    Excellent organizational skills

-    Multitasking and time-management skills, with the ability to prioritize tasks

-    Customer service attitude

-    Graduation with additional certification in Office Management is a plus

-    Good command of spoken and written English, Urdu is desirable and knowledge of local languages would be an advantageous

 

Job Details

Functional Area:
Total Positions:
1 Post
Job Shift:
First Shift (Day)
Job Type:
Contract
Job Location:
Gender:
No Preference
Minimum Education:
Bachelors
Degree Title:
A university degree from a reputable Institute in line with the job position/requirments
Career Level:
Experienced Professional
Experience:
1 Year - 4 Years
Apply Before:
Jan 23, 2018
Posting Date:
Jan 09, 2018
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Deutsche Welthungerhilfe

N.G.O./Social Services · 11-50 employees - Islamabad

Today, Welthungerhilfe is one of the largest non-governmental organizations in Germany. Non-profit making, non-denominational and politically independent, it is run by a board of honorary members under the patronage of the Federal Republic of Germany. Its work is funded by private donations and publ ...Read More

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