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Receptionist

Job Category:
Secretarial
Career Level:
Job Type:
Full Time
Positions:
1
Agency / Project:
Sustainable Land Management Project (SLMP)
City/Location:
Islamabad
Country:
Pakistan
Posted On:
02 November, 2009
Last Date to apply:
12 November, 2009
Experience in years
2 to 4
Experience:

The position requires at least 3 years experience in secretarial and reception services. Experience in handling phone calls and complete command on software packages (MS Word, MS Excel and PowerPoint) as well as in handling web based management systems. Proficiency in written and spoken English will be the prerequisite.

Description:
 

Background
 
Ministry of Environment is implementing first phase of a UNDP-GEF & GoP funded project on “Sustainable Land Management to combat Desertification in Pakistan”. The overall goal of the project is to combat land degradation and desertification in Pakistan in order to protect and restore ecosystems and essential ecosystem services that are key to reducing poverty.
 
Scope of  Work
 
The Receptionist will be responsible in managing telephone exchange and provide administrative support to the National Coordination Unit (NCU), SLMP in running day to day operations. The receptionist will directly report to the Admin and Finance Officer with additional reporting line to the National Project Coordinator. He/she will work in close collaboration of other team members.
 
The terms of reference for the position include the following:
-        As receptionist, monitor all incoming visitors to the office, facilitate them to the information on the Project, and direct them to the staff concerned.
-        Operate and manage telephone exchange in accordance with appropriate protocol, including receiving incoming calls and directing to relevant person. 
-        Making appointments and travel arrangement for project staff.
-        Carrying out typing works including reports, memo, general correspondence etc when assigned.
-        Manage incoming and outgoing correspondence, including letters, faxes, newspaper, magazine, etc.
-        Register all incoming and outgoing mail by proper stamp, receiving date, subject/project file number and the responsible person.
-        Maintain updated list of all telephone contact details of project partners/stakeholders.
-        Making logistical arrangements for the project staff in the absence of office/logistic assistant.
-        Provide secretarial assistance as and when required.
-        Maintain record of telephone, fax and photo copier usage.
-        Collect and update MoE, UNDP-Country Office, EAD and other key partners’ staff information on monthly basis to ensue all information are correct and up to date.
-        Maintaining attendance register of the NCU Team.

-        Any other duties as assigned by the Admin & Finance Officer/NPC.

Education:

Bachelors Degree (2-3 Years)