Job Title: Receptionist – (Salary Grade ZSA08/F 1 Position)

A. Job Purpose

To provide efficient front office, reception, and administrative support services by welcoming visitors, handling telephone and email communications, and ensuring the smooth flow of information within the institution. The Receptionist is responsible for providing general administrative support while maintaining a professional image of the Agency.

B. The job holder will perform the following functions

i. Receive and welcome visitors, clients, and stakeholders courteously and professionally.

ii. Ensure Emergency Readiness and Duty of care

iii. Protect and Enhance Brand Reputation

iv. Prevent Unauthorized Access

v. Maintain the visitors’ register and issue visitor passes where applicable.

vi. Provide basic information about the institution’s services and procedures.

vii. Ensure confidentiality of official information and documents.

viii. Perform any other duties assigned by the supervisor.

C. Minimum Qualification and Experience

i. Grade 12 School Certificate or its equivalent with five (5) O levels including English

ii. Diploma in Front office operations, Public Relations, Secretarial Studies, Office Administration, Public Administration, or a related field from a recognized institution.

iii. Relevant work experience will be an added advantage.

D. Desired Knowledge

i. Computer literacy in Microsoft Office applications.

ii. Knowledge of office procedures

E. Desired Competences and Personal Attributes

i. Excellent communication and interpersonal skills.

ii. Honest and trustworthy

iii. Customer service orientation.

iv. Good telephone etiquette.

v. Courteous and respectful.

vi. Reliable and punctual.

vii. Flexible and adaptable.

viii. Organizational and time-management skills.

ix. Record management skills.

x. Computer proficiency.

xi. Ability to multitask and prioritize work.

xii. Professional appearance and conduct.

xiii. Attention to detail.

xiv. Ability to maintain confidentiality.

xv. Problem-solving skills.