HELVETAS Swiss Intercooperation Nepal

HELVETAS Swiss Intercooperation Nepal

Job Description

Job Title: Receptionist

Project: Nepal Agricultural Services Development Programme (NASDP)

Location: Food Security and Nutrition Programme Office, Lalitpur

Reporting to: Administration and HR Management Specialist

Job purpose: The Receptionist is responsible for front desk management, documentation and recording, and for the basic administrative supports. She/he serves as the first point of contact for incoming telephone calls, visitors, and deliveries.

Roles and Responsibilities

1. Policies and Guidelines

l  Adhere to relevant policies, procedures, regulations and guidelines of HELVETAS Swiss Intercooperation Nepal (Personnel, Financial, Administrative policy manual; Security Response Guide; Gender Equality and Social Inclusion Guide; Sexual Harassment and Mobbing Policy; Code of Conduct Against Corruption, etc.) and other specific policies applicable for the NASDP, Government of Nepal and Swiss Agency for Development and Cooperation rules and regulations.

2. Front desk management

·  Welcome visitors and guide/support them with the required information

·  Take the visitors to the respective officers with the previous appointments

·  Handle incoming and outgoing telephone calls, and respond the general queries efficiently and appropriately for immediate actions

·  Be proactive to communicate messages, inform about the received letters and documents and other relevant information

·  Operate the scanner, photocopier and other equipment efficiently

·  Manage the daily newspapers and information

·  Arrange meetings and appointments by maintaining the log book

·  Support drivers in managing their travel schedule properly and efficiently

3. Documentation and recording

·  Keep proper records of incoming and outgoing letters, faxes, couriers, documents in registers accordingly

·  Update the telephone and email addresses of staffs, partners and stakeholders

·  Support to Administration and HR Management Specialist in maintaining the office inventory

·  Maintain record of office stationeries and consumables as per need

·  Assist in the proper filing system (electronic filing and well as hard copy filing) of the project and keep them up to date

·  Type general letters and documents in English and Nepali as per need

·  Forward necessary documents and other goods to district offices

4. Basic administrative support

·  Support to manage office stationery and training materials; stock book management; training and workshop management

·  Maintain the petty cash fund of NASDP

·  Arrange the air tickets for NASDP staffs maintaining the booking and cancellation logs

·  Circulate agendas for staff meeting and take meeting minutes during the staff meeting

·  Prepare the ‘vehicle movement plan’ and forward it to the concerned

·  Manage the Office Canteen with daily expenses in food items, keep a record of consumption, and collect the amount from the staffs after calculation at the end of the month.

·  Assist to Administration and HR Management Specialist on logistics part in meetings, workshops, training and/or other activities as required

·  Maintain the log of staff official movements and leaves on a white board

·  Perform any urgent and necessary tasks given by the Team Leader and other officers as per priority

5. Personnel Management

·  Mobilize support/auxiliary staffs (Driver, Guards and Office Helpers)

·  Conduct the performance appraisal of subordinate staffs

·  Motivate, guide, coach to support/ auxiliary staffs (Driver, Guards and Office Helpers)

6. Others

·  Support for any other tasks as requested by NASDP team members as per need and requirement

Required Education, Experience and Competencies

Education:

Intermediate level education; having secretarial courses is preferred

Experience and competencies:

·  5 years of working experience in managing the front desk and logistics

·  Excellent communication skills – written and spoken in Nepali and English is essential

·  Adequate skills in MS Word, Excel, Power-point, and good Nepali typing skills

·  Result oriented personality/ maintaining deadlines

·  Excellent interpersonal, inter-cultural competencies and team player

Modification

Job description can be reviewed and modified by mutual consent and are to be confirmed in writing.

Approved by ______Date: ______

Incumbent's Signature ______Date: ______

Supervisor's Signature ______Date: ______