Job Summary
The 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 security
Dispatches daily mail through facsimile, Post office and Courier services as well as via DHL on weekly basis
Registers and distributes all in-coming mail
Compiles supporting document for supplierโs invoices to Finance Department
Prepares telephone usage report to Finance Department
Handles reservation and arrangement of office conference/meeting rooms
Maintains 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 cobwebs
Prepares and tracks STC (Short Term Consultants) job logs and invoices for payment
Assist 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 request
Maintain petty cash
Track and collect invoices and statement of accounts from vendors for payment
Ensuring that vendors for office supplies are paid on time without delay
Performs other relevant duties as assigned
Required experience and skills:
Good command of written and spoken English
Good organizational, administrative and planning skills
Knowledge of use of computer software programs Excel and Word
Ability to work well with people regardless of HIV status
General knowledge of telephone and voice mail function/systems.
Minimum recruitment standards:
Grade 10 or higher
1-3 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 Guinea
Interested?
Please apply! Application must include resume/CV with at least 3 referees and supporting documents.
ATTENTION: Human Resource Manager
FHI360 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 2025
Only 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 applicantsโ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicantโs 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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