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Relevant Experience:

This is a 5 months fixed term contract and local candidates will be preferred.

Key Internal Relationships

  • Respective Provincial Security Managers
  • Office Manager
  • Head of different departments.
  • Local and provisional staff

Key External Relationships

  • All visitors from outside and daily coming vendors and guests.

Minimum Experience Required

  • Bachelor Degree
  • 3-4 years of experience with well-known organization.

Minimum Qualifications and Knowledge Required

  • Knowledge of MS Office (MS Word & MS Excel in particular).
  • Calls handling Skills
  • Good Listening skills
  • Alert and Vigilant
  • Good communication and IT skills.
  • Responsiveness to direction and willingness to learn.











Job Summary

The Front Desk Executive greets and directs visitors and telephone callers at Provincial and CPMU level. The primary role of the Front Desk Executive is to project a positive and professional image of the programme at provincial and CPMU offices. The Front Desk Executive also provides general clerical support services, as requested or assigned.

Key Result Areas (KRAs)

Main Duties and responsibilities

Provide office support services.

  • Receive, direct and relay telephone messages and fax messages
  • Pick up and deliver the mail
  • Maintain the general filing system and file all correspondence
  • Assist in the planning and preparation of meetings and conferences.
  • Telephone calls
  • Make preparations for meetings
  • Maintain an adequate inventory of office stationary
  • Respond to public inquiries.
  • Filing and processing of visitor information forms

Hotel Reservation and air travels

  • Receive requests from provincial office for hotel reservation of district and provincial staff.
  • Coordinate with BTC (Bill to Company) hotels for timely reservations.
  • Coordinate with the staff about their hotel reservation and facilitate them in case of any issue.
  • Coordinate with local vendor to arrange air tickets for staff members approved from SMT

Performs Front Desk Executive functions

  • Answer all incoming calls and handle callers’ inquiries whenever possible.
  • Re-direct calls as appropriate and take adequate messages when required
  • Greet, assist and/or direct visitors and employees.

Support the SMT and other staff

  • Assist the SMT and other staff as requested
  • Provide administrative services for the Senior and local staff.
  • Perform other related duties as required.

Activity Reporting

 

  • Provide informative, timely and effectively presented written reports/numerical data as required;
  • Is responsible for filing all project related documents; and
  • Provide reports to about any security breaches on IMC premises