Front Desk cum Administrative Assistant  
GIZ Pakistan   More jobs from this company

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Job Title:   Front Desk cum Administrative Assistant
Total Positions:   1
Job Location:   Islamabad
Gender:   No Preference
Minimum Education:   Bachelors
Career Level:   Experienced Professional
Minimum Experience:   1 Year3 Years
Apply By:   Mar 9, 2021
     
     
 
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

Company Information
 
Company Name:  GIZ Pakistan
Company Description:

As a federal enterprise, the Deutsche Gesellschaft fur Internationale Zusammenarbeit (GIZ) GmbH supports the German Government in achieving its objectives in the field of international cooperation for sustainable development. Germany and Pakistan have been partners in sustainable development since 1957. The Deutsche Gesellschaft Internationale Zusammenarbeit (GIZ) GmbH has been working in Pakistan since 1963 and has maintained a Country Office in Islamabad, since 1990. Currently more than 300 national employees are working in Pakistan for GIZ. GIZ is an equal opportunities employer, which promotes individuality and works to enhance each employee prospects regardless of aspects such as gender, nationality or religion. GIZ strongly encourages interested female applicants to apply.


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