Receptionist

About the role

The Receptionist will serve as the first point of contact for visitors and callers, providing professional administrative support to the Purchase Department. This role combines front‑desk duties with secretarial assistance to ensure smooth daily operations and compliance with institutional policies.

Key responsibilities

• Handle incoming calls, inquiries and correspondence in line with assigned authority.
• Maintain the supervisor’s calendar, schedule appointments and coordinate virtual or in‑person meetings.
• Arrange travel itineraries, accommodations and ensure timely expense reimbursements.
• Prepare, consolidate and analyse monthly/quarterly departmental performance reports, including budget variance reviews.
• Oversee attendance, leave records and coordinate resignations with relevant departments.
• Maintain systematic records of assets, inventory and office supplies, ensuring adequate stock levels.
• Manage petty cash and support financial processes such as online payment release requests.
• Provide comprehensive administrative support including documentation, scanning, mailing and reporting.
• Supervise reception area upkeep, cleanliness, post handling, catering and coordinate maintenance activities.
• Monitor departmental KPIs, review budget variance reports and undertake cross‑functional assignments as required.

Required profile

• Bachelor’s degree or equivalent (14 years of education); Master’s degree preferred.
• Relevant diploma or certifications in secretarial or administrative studies.
• Strong understanding of institutional policies, code of ethics and HR‑related regulations.
• Excellent organizational and communication skills.

Required skills