Back Receptionist

FHI/NIGERIA

POSITION DESCRIPTION

Position Title: Receptionist

Location: Country Office Abuja

Supervisor: Facilities Manager

Basic function:

The receptionist under the supervision of the Facilities Manager will help to provide both secretarial and receptionist services by monitoring and operating computer work, typing, filing, receiving visitors, answering calls, opening and directing official mail.

Duties and responsibilities:

• Operate switchboard, directing incoming and outgoing calls as required by caller, determine the nature of the call and decide on an appropriate routing.

• Screen all incoming visitors and vendors and direct to appropriate location.

• Ensure all staff and visitors fill in the required office attendance register.

• Provide excellent customer service.

• Responsible for maintaining office security and communicating with the security guards if and as needed.

• Keep detailed and accurate records of visitor requests and of calls received

• Open and close the office daily, observing security and other established office procedures.

• Receive, log and distribute all incoming and outgoing courier packages; office deliveries; and incoming faxes in a timely manner.

• Perform office equipment tasks such as making needed arrangements for services for telephone and e-mail, obtaining quotations for required services, arranging for repairs of office equipment.

• Maintain orderly appearance and functioning of the reception area.

• Assist in typing, word processing, and general administrative support activities for the administrative team and other groups as assigned.

• Update, maintain and distribute appropriate telephone staff directory(s).

• Update and maintain on-line conference room schedules and a variety of intranet documents.

• Liaise with Information Technology for appropriate telephone and computer issues (e.g. capability for visitors with office assignments, etc).

• Receive and process newspaper, AEPB, AEDC and other relevant bill for payment.

• Performs any other duties as assigned.

• Knowledge, skills and abilities:

  • Ability to work independently.

  • Knowledge of general office practices and administrative procedures.

  • Working knowledge of switchboard/voice mail equipment and mail processes such as postage machine, DHL, etc.

  • Maintain a neat personal appearance and polite demeanor as prescribed by professional and local standards.

  • Ability to multitask.

  • Have the ability to be resourceful and proactive when issues arise.

  • Excellent written, oral, interpersonal and organization skills.

  • Ability to work well with others and to develop and maintain compatibility among project staff, subcontractors and recipients of assistance.

  • Relevant computer skills, including knowledge of Microsoft office products.

    Qualifications and requirements:

    University degree or recognized equivalent with 1-3 year experience in a similar role.

    Familiarity with international NGOs a plus

    Experience with large complex organization preferred

    Safeguarding:

    FHI 360 is committed to provide a safe environment for all employees, beneficiaries and anyone contracted by FHI 360. This Includes taking measures to protecting vulnerable people from Sexual Exploitation and Abuse (SEA) by either FHI 360 employees or associated personnel. FHI 360 abides by child safeguarding principles. FHI 360’s Safeguarding Policies apply and flow out to all FHI 360 staff, board members, volunteers, and partner staff (subcontractors, consultants, vendors, and sub-recipients), regardless of the funding mechanism or amount of contract, agreement, or purchase order.

    This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

    FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

    Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.

    📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

    ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

    FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.
    
    FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.

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