Front Desk Officer

The Asia Foundation (the Foundation) is a non-profit, non-governmental organization committed to the development of a peaceful, prosperous, just, and open Asia-Pacific region. Through a continuous presence in Pakistan since 1954, the Foundation has developed strong ties and valuable expertise on local, regional, and international issues. With an extensive network of local and regional partners in both government and civil society, our projects extend throughout the country, and range from large, nationwide programs to small, local initiatives. The  Foundation is seeking the services of a Front Desk Officer. The position is located at the Foundation Country Office in Islamabad. The Front Desk Officer will be supervised directly by the Senior Manager Operations & HR.

 Equal Employment Opportunity:

The Foundation is an equal opportunity employer. It is the policy of the Foundation to be an affirmative action employer and not discriminate against any applicant for employment on account of sex, race, color, age, religion, origin, marital or veteran status, health status, or disability. This policy applies to all terms and conditions of employment including hiring, training, promotion, performance evaluation, compensation levels, and termination.

Under the supervision of the Senior Manager Operations & HR, the Front Desk Officer is largely responsible for the following tasks:

Responsibilities:

• Answering all incoming phone calls and directing all outgoing calls and taking messages as needed
• Establish an inclusive and inviting atmosphere at The Asia Foundation Pakistan office, fostering a warm and respectful environment for employees, peers, and guests. Maintain punctuality during office opening hours and ensure the reception area remains clean and organized
• Assist the management in upholding an inclusive and highly professional atmosphere at The Asia Foundation Pakistan office, promoting a harmonious work environment. Additionally, prioritize punctuality during office hours and guarantee that the office adheres to the utmost professional and organizational standards
• Process all outgoing mails, faxes, and pouch materials and make phone calls as requested
• Manage all in-coming and outgoing correspondence with government and other partner agencies
• Providing general information about The Asia Foundation Pakistan office when required
• Informing the relevant staff about the visitors and guiding them in the right direction
• Open official mail and forward it to the relevant staff by maintaining records for incoming/outgoing mail and faxing and handing the attendance register
• Dealing with courier company regarding dispatching mail and receiving bills
• Responsible to maintain mail register, attendance register/ biometric, and visitors log book
• Will provide the senior advisor executive assistant support
• Daily circulating the newspaper and scanning documents when required
• Coordinate and update the program’s calendar of events
• Managing the schedule of the senior management, and providing background material on important meeting requests
• Maintain a database of all partners and stakeholders for the Foundation in Pakistan including for each of its programs, and keep it updated in collaboration with program teams and other resources
• Organize and maintain all Foundation briefing material and keep it updated with input from relevant teams
• Monitor news from various sources for developments, relevant to the Foundation work and circulate a weekly summary to staff
• Minute senior-level meetings and workshops if required
• Responding to the general queries to the TAF Pakistan office

Requirements (Education, Experience, Skills, Languages, etc.)

• Minimum of three (3) years experience in the same role
• Experience with office management software like MS Office (MS Excel and MS Word, must be familiar with using Zoom, Microsoft Team
• Experience in planning and organizing meetings, with strong attention to detail.
• Strong written and oral communication skills, fluent in English
• Understands the need for confidentiality when dealing with sensitive information and correspondence

Education: 

Master’s Degree in business administration, public administration, or a relevant field 

Others: 

• Excellent coordination with all office staff 
• Self-motivated with the ability to work autonomously.
• Highly developed organizational skills
• Exceptional time management, verbal, and written communication skills 

Additional:

• Strong multitasking skills with the ability to prioritize tasks
• Experience with office equipment (e.g., printers, fax machines, etc.)
• Maintaining and updating organization databases
• Adhere to policies and regulations
• Good planning skills
• Strong collaboration skills

Declaration:

By applying for this position with TAF Pakistan

I confirm that the above information in the CV/Application is complete and correct, and that any untrue or misleading information will give my employer the right to terminate any employment contract offered.