Position Title: Receptionist – Front Office x 1

Position Type: Full Time

Location: Lusaka Head Office

Reports to:  Procurement and Administration Manager

Job Purpose:

Reporting to the Procurement and Administration Manager, the Receptionist – Front Office will be required to man the reception area including; handling incoming calls, visitor welcoming, and overseeing the use of office equipment. Additionally, the Receptionist will be required to execute USAID DISCOVER-Health administrative functions including assisting with project logistics, organizing and coordinating administrative arrangements, performing clerical tasks, and maintaining clear and detailed records as needed to assist the USAID DISCOVER-Health project and staff to operate efficiently and effectively.

Main Responsibilities

• Man the reception area and ensure the front office is well maintained
• Welcoming visitors to the project and directing them accordingly
• Handling incoming calls
• Handling of incoming and Outgoing mail including maintaining project copies and channeling them appropriately
• Oversee the use of office equipment especially that at the front office
• Providing Logistics/Administrative support, booking of hotel venues, accommodation for meetings and workshops, and preparing/organizing the meeting and workshop materials.
• Assist in obtaining quotations, compiling and analyzing cost information and data to assist in the selection of vendors including preferred vendors for accommodation, out catering, and workshops.
• Maintain up-to-date records of main conference bookings and coordinate administrative requirements.
• Coordinate local travel for all program staff which includes car hire and local flights
• Maintain database of preferred vendors which includes hotels, lodges, and venues.
  Obtaining feedback from project staff to keep information current and updated. Circulate to the staff periodically.
• Arrange and prepare documents and supervise the photocopying and printing of materials for the project as required.
• Supervise maintenance of records of sanitary service visits and invoices for onward processing
• Supervise maintenance of records and deliveries of mineral water for Lusaka offices
• Maintain and distribute an up-to-date directory of USAID DISCOVER-Health staff and partner contact information.
• Attend to any other administrative tasks as assigned

Required Skills, Experience and Qualifications

• Grade 12
• Minimum qualification required is a diploma in Business Administration or office management.
• Minimum 3 years’ experience in a similar position.
• Demonstrated ability to manage time and perform to strict deadlines.
• Excellent computer skills required: including excellent word processing skills and experience with MS Word. Experience with Excel spreadsheets also preferred.
• Good interpersonal, teamwork, and supervisory skills
• Good writing and organizational skills.
• Exhibit friendly and helpful demeanour at all times given the high level of interaction with partners and clients.
• Ability to multi-task
• Perform any other duties as assigned by the supervisor