Receptionist and Admin Assistant

Job Description

Title: Receptionist and Admin Assistant

Company Name: HELVETAS Swiss Intercooperation Bangladesh

Vacancy: 1

Age: At least 26 years

Job Location: Dhaka

Salary: Negotiable

Experience:

Published: 2024-06-09

Application Deadline: 2024-06-13

Education:

• Bachelor’s degree in any related subject from reputed University or College in Bangladesh.

• Diploma in Administration/Office Management /Front Office Management/Logistics or any other relevant diploma preferred

• Age At least 26 years

• Strong communication skills and ability to work independently as part of a team.

• Courses on VAT/TAX, Secretarial services and analytical skill.

• Work experience with an NGO required.

• At least two (2) years’ experience in front office work required.

• Working experience in Admin and Logistics would be added advantage.

• Self-directed, reliable, accountable, professional; fair & objective; effective coordination & delegation.

• Professionalism, Good communication, Responsive, Flexibility and adaptability etc.

• Personal qualities of integrity, credibility, and dedication.

• Welcome visitors, vendors and national staff at the front office in a professional manner. Maintain register for visitor and vendors.

• Answers the phone (PBX, Mobile, Intercom) and helps international staff/visitors when they arrive at office.

• Update the phone directory, picture directory, PNGO/donor agencies/ Embassy address.

• Proactive survey the Country Office building in monthly basis and ensure proper maintenance of the office building and its facilities (AC, photocopier, printer, scanner, electronic goods etc.).

• Weekly basis monitor the office building floors and record the feedback in the register to follow-up the cleaners and support staff.

• Check overtime sheet, vehicle use report, monthly vehicle activity report, invoice (hotel, telephone, electricity, water, other utilities, car rental etc.) and submit to the finance for payment.

• Arrange logistics for meeting/workshop/training/retreat as per the request.

• Ensure airtime recharge to mobile phone of PD staff/shared project staff by the 5th of the month.

• Maintain quality filing system (vehicle activity report, vehicle morning check-up sheet, hotel agreement and legal documents, electricity, telephone, PRF, work order).

• Conduct physical assets verification once a year and update the asset list of PD.

• Ensure the PD`s assets are numbered, updated/entry in the Inventory Management System.

• Report immediately for any loss/theft of office assets to the Administration Manager

• Assist in drafting letters to various Government department in getting appropriate VISA for official visitors to Helvetas Bangladesh.

• Any other task assigned by the line manager.