TITLE: RECEPTIONIST

CHILD SAFEGUARDING: Level 3 – the responsibilities of the post may require the post holder to have regular contact with or access to children or young people

ROLE PURPOSE:

• Overall responsibility for providing administrative support for daily activities related to the National Office and other projects which are carried out efficiently and effectively.
• Provide support for the creation of administrative and logistics services in support of office activities and other facilities and assist other functional staff and work under the guidance and direction of the Supply Chain Coordinator.
• Serves as the branding task for Save the Children Indonesia in the front office.

In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.

KEY AREAS OF ACCOUNTABILITY:

• Greet and receive phone calls from external parties and relay them to the relevant department/person.Provide assistance for any inquiries from external parties received via phone.
• Receive and verify information from visitors, listen to their complaints, manage administrative records related to visitors entering or leaving, and receive and forward incoming mail to the intended recipient.
• Perform daily receptionist duties, including handling internal and external mail communications.
• Manage the usage of meeting rooms and equipment, and ensure the maintenance of meeting spaces, including meeting equipment, air conditioning, and other facilities.
• Ensure office cleanliness and coordinate the office cleaning schedule with the office helper.
• Ensure the cleanliness of the office environment through cleaning performed by third parties appointed by the property manager.
• Control daily office consumption needs and ensure the availability of cleaning supplies for office operations by coordinating with the Supply Chain Assistant for further procurement.
• Manage the use of office vehicles, handle vehicle booking requests from staff and inform the drivers, and manage the driver’s activity logbook for reporting to the Supply Chain Coordinator.
• Assist the Supply Chain team with procurement related to accommodation, vehicle rental, and catering.
• Handle requests and complaints related to general office facilities and services, such as the child-friendly room, staff well-being room, restrooms, garden area, smoking area, etc.
• Assist with shipping processes through JNE for documents or goods according to requests and needs.
• Provide administrative support to staff and management, such as for meetings held outside the office or at the Jakarta office (meeting venue, refreshments, accommodation, etc.).
• Assist with the administrative process of booking payments related to staff/non-staff travel, such as airfare, train tickets, and hotels.
• Ensure that every request and communication is recorded in the logbook or other platform, ensuring the requestor’s validation.
• Handle administrative documentation related to purchases through Petty Cash Operational Supply Chain.
• Regularly report expenditures and purchases to the Supply Chain Coordinator.
• Perform clerical tasks, data input into the Supply Chain unit’s platform as per the assigned duties and roles.

General : Other duties and responsibilities as assigned by the supervisor, and adherence to all policies of Save the Children Indonesia, including but not limited to child protection policies, code of conduct, health and safety, equality, and other relevant policies.

QUALIFICATIONS

• Minimum high school diploma; a degree in Office Administration, Management, or related field is a plus.
• 1-2 years of experience as a receptionist or in a similar administrative role.
• Proficiency in Microsoft Office and familiarity with office equipment.
• Professional appearance and a friendly, customer-oriented attitude.
• Ability to multitask and manage time effectively.
• Strong organizational skills and the ability to work independently or as part of a team.
• English proficiency is an advantage.
• Understanding and adherence to company policies, including child protection, code of conduct, health and safety, and equality.
• Calm under pressure and capable of handling stressful situations professionally.
• Flexible and adaptable to changes in the work environment and tasks.