Receptionist – Front Office

  • Full Time
  • Lusaka, Zambia
  • Applications have closed.

USAID DISCOVER - Health Project

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

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