Receptionist-Female

About the Organisation

Job Title

Receptionist

Reporting to or/supervised by

Under the direct supervision of the Admin Assistant

Unit

Operations

Section

Administration

Duty Station

Head Office

Purpose

The Receptionist is responsible for managing front desk operations and providing administrative and clerical support to ensure smooth day-to-day functioning of the office.

The role serves as the first point of contact for visitors and stakeholders, ensuring professional communication, organised record keeping, and effective coordination of reception-related activities in line with organisational standards.

Key Responsibilities

Front Desk & Visitor Management

Serve as the first point of contact for visitors, staff, and external stakeholders.

Greet visitors professionally, determine the purpose of visit, and direct or escort them to the appropriate staff or office.

Ensure visitor access is managed in line with organisational procedures and basic security protocols.

Maintain a clean, organised, and professional reception area at all times.

Communication & Telephone Handling

Operate telephone systems to receive, screen, and forward calls.

Provide basic information or take accurate messages where required.

Maintain logbook of incoming and outgoing telephone calls where applicable.

Mail, Dispatch & Record Management

Receive, record, sort, and distribute incoming and outgoing mail, courier, and official correspondence.

Maintain proper registers for dispatch, courier, and document movement.

Ensure accurate documentation and tracking of all incoming and outgoing communications.

Administrative & Clerical Support

Perform basic administrative tasks including filing, photocopying, document handling, and data entry.

Maintain organised filing systems for documents processed through reception.

Assist administrative staff in routine office support tasks as required.

Coordination & Office Support

Provide information about office structure, departments, and staff when required.

Support coordination of meetings by informing staff of visitor arrivals and appointments.

Receive and record internship and job applications and forward them to the relevant unit.

Ensure availability and proper display of organisational materials and branding at the reception area.

Confidentiality, Safety & Conduct

Maintain confidentiality of organisational records, communications, and visitor information.

Observe and report any unusual or suspicious activity to the supervisor.

Ensure respectful, professional, and non-discriminatory interaction with all visitors and staff.

Adhere to organisational policies including Code of Conduct, safeguarding, PSEAH, confidentiality, and Do No Harm principles.

Other Duties

• Perform any other duties related to reception, administrative support, or organisational priorities as assigned by the supervisor.

Qualifications & Experience

• Preferably Bachelor’s degree in Business Administration, Social Sciences, or a related field; relevant experience may be considered in lieu of formal education.
• Minimum 1–3 years of experience in reception, front desk, or administrative support roles. Experience may be from development, corporate, or service environments.
• Strong communication and interpersonal skills.
• Basic computer proficiency including MS Office and email handling.
• Ability to maintain confidentiality and handle sensitive situations professionally.
• Professional conduct and courteous behaviour.
• Ability to work in a structured and fast-paced environment.

Policies & Compliance

• The position is subject to and governed by the organisation’s policies, procedures, codes of conduct and ethical standards.
• All staff are required to comply with all applicable policies at all times as a condition of employment.