Receptionist

Job SummaryThe incumbent is responsible for providing general assistance on reception function and cleaning of the Country Office under the supervision of Administration Manager. Responsibilities: Serve as a receptionist; answer and routes phone calls to the appropriate person, takes messages and is aware of the travel itineraries of staff in order to appropriately direct return calls and inquiries.

Screening all incoming visitors and vendors, observing securityDispatches daily mail through facsimile, Post office and Courier services as well as via DHL on weekly basisRegisters and distributes all in-coming mailCompiles supporting document for supplier’s invoices to Finance DepartmentPrepares telephone usage report to Finance DepartmentHandles reservation and arrangement of office conference/meeting roomsMaintains the cleaning of the Country Office reception and Conference to make conferences and meetings, all bins are empties and clean and the office is free from dust and cobwebsPrepares and tracks STC (Short Term Consultants) job logs and invoices for paymentAssist with procurement for office supplies (kitchen, janitorial, stationeries and water) and track inventory ensuring that stock is kept up to date.

Be able to raise purchase requestMaintain petty cashTrack and collect invoices and statement of accounts from vendors for paymentEnsuring that vendors for office supplies are paid on time without delayPerforms other relevant duties as assignedRequired experience and skills: Good command of written and spoken EnglishGood organizational, administrative and planning skillsKnowledge of use of computer software programs Excel and WordAbility to work well with people regardless of HIV statusGeneral knowledge of telephone and voice mail function/systems. Minimum recruitment standards: Grade 10 or higher1-3 years of proven experience in a similar position.

Prior experience working with NGOs, private or government organizations would be useful. Location: Port Moresby, Papua New GuineaInterested?Please apply! Application must include resume/CV with at least 3 referees and supporting documents. ATTENTION: Human Resource ManagerFHI360 is an equal opportunity employer, Women, People Living with HIV and/or with different sexual orientation and people with disabilities are encouraged to apply. Applications close on Friday 8th August 2025Only short-listed candidates will be notified for an interview. Note: Only Online applications will be accepted. This job posting summarizes the main duties of the job.

It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law. Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment.

FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response.

In line with the MDS, we will request information from job applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks. FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.

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