Front Desk Officer

Job Description

Title: Front Desk Officer

Company Name: Penny Appeal

Vacancy: Not specific

Job Location: Dhaka

Employment Status: Full-time

Educational Requirements:
∎ Bachelor degree in any discipline.

Experience Requirements:
∎ At least 2 year(s)

Job Context:
∎ We are currently looking for an experienced Front Desk Officer for our country office in Bangladesh.
∎ The Front Desk Officer will be responsible for Penny Appeal Country Office`s various administrative tasks, logistics, record keeping, communication and other tasks.
∎ He/She reports directly to the Country Director and collaborates closely with the Penny Appeal`s regional and global team at the Headquarters in the UK.

Job Responsibilities:
∎
∎ Communicate with people external to Penny Appeal (on the telephone or in person) in a polite, friendly and efficient manner.
∎ Manage outgoing and incoming telephone calls and put through the line of relevant persons with high responsibility of maintaining confidentiality, register phone calls made in and out of the Country.
∎ Provide technical services to staff members in scanning, photocopying, binding, etc., when requested.
∎ Receive and direct guests/visitors to the relevant staff member.
∎ Maintain an accurate and up-to-date database of addresses and contact details of Penny Appeal Bangladesh partners, relevant governmental and non-governmental organizations.
∎ Contact institutions/people and book work-related appointments and meetings on request.
∎ Prepare and issue invitation letters to training/workshop participants.
∎ Book flights, hotels, transport and make reservations for national and international travellers/visitors.
∎ Manage and follow-up the guest house booking status.
∎ Receive incoming mails and distribute to the concerned person.
∎ Receive incoming correspondences and dispatch outgoing correspondence, and properly manage their files.
∎ Follow up on the maintenance of photocopying, duplicating binding, and laminating machines and keep record of the service time.
∎ Represent Penny Appeal in external fora/organizations as requested and appropriate.
∎ Purchase office stationary and maintain stock records and distribution lists.
∎ Maintain all office equipment.
∎ Prepare meeting notes/minutes of office meetings.
∎ Assist the Country Director in maintaining a safe, secure environment for all staff.
∎ Perform other duties as may be assigned by the Country Director-Bangladesh.
∎ General:
∎ Prepare reports for UK headquarters within appropriate timeframe.
∎ Attend internal and external meetings as and when required.
∎ This position requires regular attendance in the office at least 5 days per week.
∎ Must be available to work outside normal office hours or at the weekends as required.
∎ The role is mainly office-based in Dhaka, however the candidate must be able to travel as required.
∎ Whilst performing the duties of this job in the field, the employee may be exposed to precarious settings under high security risks and/or very basic living conditions and outside weather conditions, as well is to infectious diseases.

Additional Requirements:
∎ 2 years working experience as Front Desk Officer/Administrative Assistant in any reputed organizations. Experience in managing office administration, logistics arrangements, record keeping/filing, maintenance of office equipment, information management, writing meeting minutes and supervising office support staff.
∎ Personal Competencies:
∎ Requires team building spirit and problem solving skills; should be able to draw confidence and support from others.
∎ Must be a person who is self-motivated with good interpersonal skills.
∎ Possess personal integrity, flexible attitude, sense of transparency, proactive stance and respect for gender and other diversities.
∎ Competent to make effective decisions, uphold organisational values, promote integrity and advance organisational mission and vision.
∎ Able to plan, prioritise and organise self and others.
∎ Ability to work under pressure and meet deadlines.
∎ Professional and Technical Skills:
∎ Skills to use different technological resources (computer, multimedia projector, internet, email etc.).
∎ Good verbal communication skills.
∎ Good writing skills in a variety of professional documents.
∎ Desirable Criteria:
∎ Experience and trained in safeguarding.
∎ Experience in managing events, booking hotels, transport etc.

Salary: Tk. 30000 (Monthly)

Application Deadline: June 7, 2019

Company Information:
∎ Penny Appeal

Category: Secretary/Receptionist