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Job Description

(Reference No. CO-GIZ 2021/006)

A.      Responsibilities

The Front Desk cum Administrative Assistant is responsible for:

  •   Liaising with visitors in a friendly and service-oriented manner
  •   Provides telephone support and reception service
  •   Manages office supplies e.g. stationary, consumables etc.
  •   Provides support to Administration Section

The Front Desk cum Admin. Assistant performs the following tasks:

B.      Tasks

1.       Phone and reception services

The Front Desk cum Administrative Assistant

  •   Answers and accepts phone calls and messages and/or forwards them
  •   Maintains a call back list of all incoming calls which cannot be taken by the relevant staff member
  •   Operates the answering machine appropriately
  •   Registers, documents and organises incoming and outgoing correspondence (fax, emails, packages and personally delivered messages)

2.       Office work and services

The Front Desk cum Administrative Assistant is responsible for:

  •   Maintaining and updating existing list of contacts and addresses (telephone, fax, email)
  •   Accepting, sorting and distributing of internal and external documents, correspondence (email, fax, other official documents), packages and personally delivered messages to/from the country office, the projects, post office, government institutions, embassies etc.
  •   Registration of invoices (incoming/outgoing) and official post
  •   Registration of bids received for on-going tenders and handing them over to the Head of Section Administration
  •   Assisting in bid opening sessions
  •   Maintaining a proper filing system
  •   Updating the hotel database

3.       Other duties/additional tasks

The Front Desk cum Administrative Assistant is responsible for

  •   Issuing and keeping record of office supplies
  •   Maintaining a proper office stationery stock with issuance, receipt and record of stationery items and making sure that the required stationery items are available through regularly stock replenishment
  •  Maintaining a proper kitchen consumables/refreshments stock with issuance, receipt and record of kitchen consumable/refreshment items and making sure that the required items are available through regularly stock replenishment
  •   Ensuring that all duties are carried out efficiently and smoothly and inform the supervisor immediately in case of any problems or issues
  •   Performs other duties and tasks at the request of management

C.      Required qualifications, competences and experience

Qualifications

  •   At least Bachelor’s degree or equivalent

Professional experience

  •   At least 1-3 years’ professional experience in a comparable position

Other knowledge, additional competences

  •   Good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
  •   Very good written and oral knowledge of the English language
  •   Politeness and helpfulness in dealing with visitors
  •   Willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management
  •   Outstanding communication skills

Job Details

Functional Area:
Total Positions:
1 Post
Job Shift:
First Shift (Day)
Job Type:
Job Location:
Gender:
No Preference
Minimum Education:
Bachelors
Career Level:
Experienced Professional
Experience:
1 Year - 3 Years (At least 1-3 years’ professional experience in a comparable position)
Apply Before:
Mar 10, 2021
Posting Date:
Feb 23, 2021
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