About the Organisation

Inspire Pakistan is a non-governmental, non-profit organisation implementing community-based and rights-focused programmes in partnership with donors, government counterparts, and other stakeholders. Its work focuses on supporting vulnerable and at-risk communities through accountable, inclusive, and ethical service delivery, with a strong emphasis on human rights interventions, including but not limited to Protection, Education, GBV and MHPSS.

Job Title

Receptionist

Reporting to or/supervised by

Admin/Finance Assistant

Unit

Operations

Section

Administration

Duty Station

Field Office- DAFI

Purpose

The Receptionist is responsible for managing front desk operations and providing administrative and clerical support to ensure smooth day-to-day functioning of the office. The role serves as the first point of contact for visitors and stakeholders, ensuring professional communication, organised record keeping, and effective coordination of reception-related activities in line with organisational standards.

Key Responsibilities

1. Front Desk & Visitor Management

• Serve as the first point of contact for visitors, staff, and external stakeholders.
• Greet visitors professionally, determine the purpose of visit, and direct or escort them to the appropriate staff or office.
• Ensure visitor access is managed in line with organisational procedures and basic security protocols.
• Maintain a clean, organised, and professional reception area at all times.

1. Communication & Telephone Handling

• Operate telephone systems to receive, screen, and forward calls.
• Provide basic information or take accurate messages where required.
• Maintain logbook of incoming and outgoing telephone calls where applicable.
• Ensure timely communication of messages to relevant staff members.

1. Mail, Dispatch & Record Management

• Receive, record, sort, and distribute incoming and outgoing mail, courier, and official correspondence.
• Maintain proper registers for dispatch, courier, and document movement.
• Ensure accurate documentation and tracking of all incoming and outgoing communications.

1. Administrative & Clerical Support

• Perform basic administrative tasks including filing, photocopying, document handling, and data entry.
• Maintain organised filing systems for documents processed through reception.
• Assist administrative staff in routine office support tasks as required. 

1. Coordination & Office Support

• Provide information about office structure, departments, and staff when required.
• Support coordination of meetings by informing staff of visitor arrivals and appointments.
• Receive and record internship and job applications and forward them to the relevant unit.
• Ensure availability and proper display of organisational materials and branding at the reception area.

1. Confidentiality, Safety & Conduct

• Maintain confidentiality of organisational records, communications, and visitor information.
• Observe and report any unusual or suspicious activity to the supervisor.
• Ensure respectful, professional, and non-discriminatory interaction with all visitors and staff.
• Adhere to organisational policies including Code of Conduct, safeguarding, PSEAH, confidentiality, and Do No Harm principles. 

Other Duties

• Perform any other duties related to reception, administrative support, or organisational priorities as assigned by the supervisor.

Qualifications & Experience

• Preferably Bachelor’s degree in Business Administration, Social Sciences, or a related field; relevant experience may be considered in lieu of formal education.
• Minimum 1–3 years of experience in reception, front desk, or administrative support roles. Experience may be from development, corporate, or service environments.
• Strong communication and interpersonal skills.
• Basic computer proficiency including MS Office and email handling.
• Ability to maintain confidentiality and handle sensitive situations professionally.
• Professional conduct and courteous behaviour.
• Ability to work in a structured and fast-paced environment.

Policies & Compliance

• The position is subject to and governed by the organisation’s policies, procedures, codes of conduct and ethical standards.
• All staff are required to comply with all applicable policies at all times as a condition of employment.