Posted Jan 09, 2018 27 views
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
Deutsche Welthungerhilfe
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 public grants.
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