Receptionist

1 month ago

New Delhi, India ChildFund Full time
Job Description Job Title: Receptionist Location: Delhi, Office ChildFund office: ChildFund, India Manager/Supervisor title: Officer, Administration Position type: Full-time regular Work environment: On-site About ChildFund ChildFund is a child-focused international development organization that works in 23 countries to connect children with the people, resources and institutions they need to grow up healthy, educated, skilled and safe, no matter where they are.

ChildFund’s Values
ChildFund values a diverse, equitable, inclusive, and accessible environment where everyone is welcomed and celebrated equally. In our culture of connection, you will have ample opportunity to grow, learn, and lead while contributing your talents and innovations to our inspiring mission.

ChildFund’s Commitment
ChildFund International has a zero-tolerance policy regarding sexual exploitation, abuse and harassment (SEAH) and all other forms of harm by its staff, partners, and other representatives in the delivery of its mission and services for children. ChildFund is committed to creating a safe environment in the workplace as well as in the communities where it delivers programs and services. ChildFund expects every staff member, partner, and representative to adhere to this commitment and to ensure all organizational policies and standards are followed. This position is subject to a range of vetting checks, including criminal records check and/or disclosure to ensure program participants are safeguarded. About This Role The Receptionist will be responsible for the overall management of the front desk in Delhi and provide administrative executive support to Board Members. Required Experience and Education
  • Any graduate with a minimum 3-4 years of relevant experience.
  • Strong communication skills.
  • Strong knowledge of MS Office.
  • Interpersonal skills and ability to engage with multiple tasks.
  • Work experience in a non-governmental organization.
Primary Responsibilities Front Desk and Administration Support – 40%
  • Ensure the Office opens and closes on time as per the planned schedule by the support staff.
  • Ensure the Front Office area is always presentable.
  • Attend to ChildFund India guests/visitors and provide a hospitable environment to the visitors.
  • Ensure that the Safety & Security protocol is adhered to.
  • Ensure to register all the visitors and issue visitor’s pass/ID card.
  • Familiarity with the EPABX System.
  • Ensure first-level administrative checks.
  • Maintain telephone logs and registers and make the same available for future analysis.
  • Ensure ChildFund brand materials are available at the visitor’s lounge.
  • Effective working with support staff.
  • Biometric registration for all staff.
  • Ensure the office (extra) key is deposited daily at the Front desk.
  • Support in preparing Invitation Letters for International guests.
  • Send a Travel Advisory and route map, airport transfer details.
  • Managing Central (DELHI) procurement ID - Provide support in terms of sending and receiving RFP/Q’s. Sharing received quotes with concerned Admin staff.

Travel & Events 20%
  • Make travel arrangements as per the policy.
  • Air ticketing for pan India requests after approval of Tour Itinerary with central processing team at Bangalore.
  • Maintain all the TI, tickets and submit the statement of travel accounts to Finance and ensure that sufficient balance is available with the travel agents for all the accounts.
  • Provide logistic support - (lodging and boarding, travel, branding, supplies, and aid) to local events/workshops/meetings organized by ChildFund as directed by Admin Officer.

Executive Support to Board Member – 30%
  • Manage Board Member’s calendars, schedules, meetings, and Travel.
  • Handle Internal and External communications of Board Members.
  • Manage Board Member’s financial accounts.
  • Prioritizing Board Member’s tasks and effectively communicating changing priorities daily.
  • Assist Board Members with reports, presentations, and follow-ups with/for major donors and sponsors.
  • Uphold a strict level of confidentiality.
  • Coordinate with SMT and Staff as per instruction.
  • Any other work as assigned by the Board Member.

Petty Cash management 10% (PROVISIONED IF WE START PETTY CASH)
  • Petty cash management: issue of advances, checking bills, preparation of vouchers, petty cash book preparation, tallying the cash and submission of statement of accounts to the Finance Dept.
Required Competencies ChildFund’s Core Competencies
  • Teamwork: the ability to work effectively and collaborate with others; values and respects individual differences.
  • Communication: demonstrates empathy and tact when communicating with others
  • Results orientation gets things done; and takes proactive steps to achieve organizational goals and quality standards.
  • Decision-making uses good judgment, critical thinking, and non-traditional ways to evaluate problems and opportunities; reflect and innovate to improve decisions and outcomes.
  • Resilience: thrives and grows in rapidly changing, demanding, and complex environments.
  • Digital literacy: adopts and champions new technology to relevant contexts, stays aware of technological trends, and embraces technological solutions to business challenges.

Other Required Competencies
  • The ability to speak, read, and write fluently in English.
  • Strong verbal communication skills
  • Proficiency with MS Office.

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