Receptionist – Front Office

Lusaka, Zambia, Full Time Competitive ZMW / Month

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

Application Process
Your application should consist of a cover letter and CV as one document, including full address and contact telephone number/s.  Please indicate the position you are applying for in your cover letter and also give names, addresses and contact telephone numbers of three referees. Please send e-mail applications, with the position you are applying for in the subject line, to: [email protected]
Only shortlisted candidates will be contacted
Closing date: Monday, July 18th 2022