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Job title

Receptionist/Administrative Assistant

Reports to

Country Representative

Supervision

 

Grade and Level

Grade 1, Non-Research Level 7

Job family

Secretaries

Working relationship

Other relevant departments


Location

 

IWMI, Pakistan

Job category

NRS

JOB PURPOSE

Provide quality reception services and administrative and operational support to the IWMI-Pakistan Office.

GENERAL DUTIES AND RESPONSIBILITIES

  • Handle the reception, receive visitors and arrange on time meetings of visitors with the relevant staff.
  • Deal effectively and politely with the general public in person and on telephone effectively handle .telephone exchange; receive and initiate calls; receive and deliver message to staff; send, receive and distribute daily mail.
  • Provide general administrative support in; handling stationary store; photocopying, printing and scanning tasks; calling IWMI-Service Providers when required; handling courier services; marking of telephone/mobile bills and charging it to respective account codes; mailing cheques; updating attendance records of field office staff in Lahore office; manage office machines such as printers, photocopiers, scanner, shredder, fax and telephone exchange; initiate calls to service providers for trouble shooting and inform Office Manager.
  • Assist in the effective day-to-day management of IWMI’s library/knowledge sharing resources;
  • Assist in the formatting of scientific papers for publication including graphic items; and
  • Assist in any other duties and responsibilities assigned by the supervisor.

Qualifications, Experience, Knowledge, Skills and Abilities:

Qualifications:

ESSENTIAL

  • BA/BSc or equivalent, and have a minimum of 2 years’ relevant experience

Knowledge & Experience:

ESSENTIAL

  • An excellent command of English, both written and spoken
  • Good knowledge of library and internet resources and tools

DESIRABLE

  • Good working knowledge of MS Office.
  • Familiar with Windows Operating System Environment
  • Good command over internet browsers
  • Organize meetings with external stakeholders

Skills & Abilities:

ESSENTIAL

  • Excellent service delivery approach
  • Strong personal organization skills and the ability to prioritize and multi- task
  • Excellent interpersonal skills and teamwork
  • Very good communication skills

The above job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties and responsibilities, and qualifications required by employees assigned to this position. Nothing in this herein restricts the management’s ability to assign or reassign duties and responsibilities to this job at any time.





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