Vaga Para Assistente Administrativo / Recepcionista (m/f)

Administrative Assistant/ Receptionist

Position Overview

The Administrative Assistant/ Receptionist provides daily administrative and office services in support of the country office’s operations. Serves as the first point of contact for visitors and external stakeholders, receives and directs visitors, manages incoming calls, and supports visitor access procedures. Assists with office, conference room set up, travel arrangements and mail operations. Facilitates routine office maintenance duties, maintains office equipment and supplies Supports the effective operation and maintenance of office facilities. Supports and follows procedures for facilities and equipment operations to meet building and safety codes.

Key Responsibilities

• Manages the reception/front desk and serves as the first point of contact for visitors and external stakeholders;
• Welcomes and directs visitors and notifies the relevant staff member of their arrival;
• Answers, screens, and routes incoming telephone calls;
• Provides general information and guidance to visitors;
• Ensures that the reception area is professional and well organized;
• Coordinates with Administration, Facilities, and Security on visitor access, deliveries, and other front-office matters.
• Performs general and routine administrative tasks.
• Assists with obtaining quotations, completing procurement documentation, and maintaining procurement files in accordance with organizational requirements.
• Tracks office supply inventory and supports routine purchases of low-value goods and services under the guidance of senior administrative staff.
• Provides administrative support for travel and meetings, including assisting with hotel reservations, transportation arrangements by coordinating travel authorization (TA) and follow-up to support the timely completion and submission of staff travel expense reports.
• Assists in conference room scheduling, coordination of food, beverage, and meeting logistics.
• Assists with office set-ups and mail operations.
• Facilitates routine office maintenance duties, maintains office equipment and supplies. Overseeing physical record retention in accordance with FHI 360 and local policies.
• Provides employees with office supplies, performs data entry, proofreads, and compiles special reports
• Receives and distributes incoming mail and coordinates outgoing mail, including courier.
• Perform other duties assigned by Administrative Senior Officer, or other designated supervisor in country.

Applied Knowledge and Skills

• Basic understanding of documentation requirements regarding procurement transactions.
• Demonstrates general understanding of the area of specialization, of program procedures, methods, and practices.
• Use established filing and data systems, functions, and/or procedures that require knowledge of the program.
• Reviews data and information for completeness and accuracy using standard guidelines; performs tasks with attention to detail.
• Understanding of software used to perform day-to-day functions. Uses office software programs, information systems, and office equipment to access, input, and verify standard information.
• Communicates information clearly to staff, clients, and/or public about services, processes, and procedures using prescribed or established guidelines.
• Ability to utilize program specific terminology.

Core Competencies

• Demonstrates basic understanding of the area of specialization, of program procedures, methods, and practices to include knowledge of program and staff responsibilities.
• Ability to establish priorities and meeting deadlines.
• Proven sensitivity and effectiveness in diverse, cross-cultural environments

Problem Solving & Impact

• Identifies and recognizes problems that have established precedents and limited impact.
• Detecting errors easily and quickly within the immediate work unit resulting in minor disruption or expense to correct.

Supervision Given & Received

• No supervisory responsibility.
• Close supervision involving detailed instructions and frequent monitoring of work performance.
• Typically reports to the Senior Administrative Officer.

Education & Experience Required

• High School Diploma or its international equivalent
• 3 years of clerical and administrative support experience.

Qualifications

• Articulate, professional and able to communicate in a clear, positive manner with clients and staff

Typical Physical Demands

• Typical office environment.
• Ability to spend long hours looking at computer screens and doing repetitive work on a keyboard.
• Ability to sit and stand for extended periods of time. Ability to lift/move up to 10 lbs

Technology to be Used

• Personal Computer/Laptop, Microsoft applications (i.e., Office 365, SharePoint, Skype/Zoom/Teams), cell phone/mobile technology, and standard office equipment

Travel Requirements

• Less than 10%

The expected hiring salary range for this role is USD 17,000 – 21,000 for annual basic salary. When determining an offer amount, FHI 360 factors in multiple considerations, including but not limited to: relevant years of experience and education possessed by the applicant, internal equity, market pay, and budget. For internal candidates, salary placement will also follow FHI 360’s current promotional increase guidelines.

End Date: 8 October 2026