Receptionist

SICPA Malawi Limited

SICPA is an international company with its world headquarters in Prilly/Lausanne, and a global presence over 5 continents. As global leader in security inks for banknotes, Tax Stamps, as well as secured identification, traceability and authentication solutions, value documents and brand name goods, SICPA has developed a strong international position as creator of innovative security solutions. We provide a challenging environment and ongoing professional development for all our employees.

To strengthen our local Malawi team, SICPA Malawi Limited is seeking a highly motived individual to join its team in the position of:

Receptionist (Blantyre)

Job Purpose

Providing essential support in managing the front desk operations and contributing to the smooth running of the SICPA Malawi office. This role involves providing administrative assistance, such as writing and drafting memos, and preparing communications on the executive’s behalf. The role also involves welcoming visitors, handling incoming calls and inquiries, and providing general administrative related tasks to ensure an efficient and welcoming environment for both staff and visitors.

Duties and Responsibilities

  • Serving as the first point of contact for the company, welcoming visitors and identifying the purpose of their visit before directing them to the appropriate department
  • Organizing meetings, including scheduling, sending reminders, and organizing catering when necessary.
  • Managing the executive’s calendars, including making appointments and prioritizing the most sensitive and important matters including facilitating the efficient use of resources, and preventing scheduling conflicts.
  • Managing incoming calls, including screening, forwarding, and taking messages with a high level of professionalism.
  • Monitoring and managing access to the office, including issuing visitor badges and maintaining a visitor log, ensuring a secure working environment.
  • Coordinating meeting room bookings and assist in the preparation of meeting and conference rooms.
  • Handling mail and deliveries, including sorting and distributing incoming mail and preparing outgoing mail, photocopying, filing, and data entry as needed.
  • Maintaining a tidy and welcoming reception area, ensuring it is always presentable.
  • Assisting in coordinating office maintenance issues and liaising with facility management.
  • Supporting the organization of office events and meetings as required and perform additional duties and responsibilities as assigned by the Specialist, Administration.
  • Overseeing the inventory of office supplies, ordering and restocking as necessary, ensuring all departments are adequately equipped for their daily operations including managing first aid box:
  • purchase drugs and medical aid supplies.
  • Supporting process of work permits and visas for expatriate staff and visiting consultants.
  • Facilitating business travel for Executives (e.g. air tickets, accommodation, vehicles, and travel allowances).

Educational Qualifications:

  • Diploma in secretarial studies, human resources or business administration.
  • Computer skills, especially in MS Excel, word and Powerpoint.
  • Good Interpersonal skills and ability to maintain good working relationships with stakeholders.
  • Ability to remain calm under pressure.

Essential Knowledge and Experience

  • At least 3 years of experience in a receptionist, executive assistant or administrative role, preferably in an international or multicultural environment.
  • Excellent communication skills, both verbal and written, with the ability to interact professionally with a diverse group of clients and staff.
  • Strong organizational skills and the ability to multitask and prioritize effectively.
  • Commitment to providing high levels of customer service and maintaining a professional demeanor.

Suitable candidates are required to send their Applications together with their updated resume to recruitmentmw@sicpa.com by 8th November 2024; addressed to The Country Human Resources Manager, SICPA Malawi Limited, P.O. Box 31598, Chichiri, Blantyre 3, Ginnery Corner, Sharma Junction Office Complex