Receptionist Iran Tehran

Generic responsibilities 

These responsibilities shall be the same for all positions with the same title. The responsibilities shall be short and essential. Details belong in the Work- and Professional Development Plan.

• Adhere to NRC policies, tools, handbooks and guidelines. 
• Assist with the implementation of the HR and Administrative portfolio according to a plan of action.
• Prepare and develop status reports as required by management. 
• Ensure proper filing of documents. 
• Promote and share ideas for improvement of the HR and Administrative function. 
• Promote the rights of refugees and displaced in line with the advocacy strategy. 
• Identify and report protection needs and gaps, explore and propose new and safer ways to assist in the attainment of HR goals and objectives. 

Specific responsibilities

These responsibilities shall be adapted to the particularities of the job location and context, phase of operation, strategic focus and type of programme intervention. This section shall be revised whenever a new employee is hired or the context changes significantly.

• Ensure proper office reception, including processing of visitors, delivery/reception of documents, bills and Taxi services
• Serve visitors by greeting, welcoming, and directing them appropriately; Notifies company personnel of visitor arrival and ensure the meeting rooms and ready to use before meeting. 
• Ensure appropriate management of office supplies and stationaries: holding and inventory and regular reporting of office supplies and stationaries and supporting HR Admin in the purchase and controlling process.
• Ensure timely delivery of travel services and travel arrangements in the Country Office based on travel SOP
• Perform other clerical receptionist duties such as filing, photocopying, transcribing and faxing.
• Arrange and ensure proper incoming and outgoing package deliveries, reception of documents, parcels, bills etc.; Keep updated records of office deliveries and courier receipts both in digital and hard copies.
• Keeps a safe and clean reception area by complying with procedures, rules, and regulations.
• Follow up with staff to sign and deliver their timesheets before the deadlines
• Be the focal point for receiving and archiving insurance and medical documents from the staff and provide assistance to HR department in supplementary insurance tasks
• Support the HR unit in drafting official letters and in liaising with local Authorities
• Ensure that all insurance procedures (SSO , Medical insurance , …) are within rules and regulations and in due time.

Critical interfaces

By interfaces, NRC means processes and projects that are interlinked with other departments/units or persons. Relevant interfaces for this position are: 

• HR Coordinator at Country Office, HR and Administration Coordinator at Country Office 
• HR Manager 
• HR Officers at Area/Field Office 
• HR and Administrative Assistant at Country Office 
• Country Office and Area Office Staff 

Professional competencies

These are skills, knowledge and experience that are important for effective performance.

• Experience from working as a Support Function Assistant in a humanitarian/recovery context is a plus
• Previous experience from working in complex and volatile contexts
• Documented results related to the position’s responsibilities
• Good command of English both spoken and written at the working level.

• Bachelor’s degree in administrative management or a relevant field is desirable
• Strong planning and organizing skills
• Experience with archiving
• A Minimum one (1) year of experience in HR/Administration field
• Fluent in Microsoft Office applications (Word, Excel, PowerPoint and Outlook)

Behavioral competencies

These personal qualities influence how successful people are in their job. NRC’s Competency Framework states 12 behavioral competencies and the following are essential for this position:

• Planning and delivering results
• Working with people
• Communicating with impact and respect
• Coping with change

Performance Management

The employee will be accountable for the responsibilities and the competencies, in accordance with the NRC Performance Management Manual. The following documents will be used for performance reviews:

• The Job Description
• The Work and Development Plan
• The Mid-term/End-of-trial Period Performance Review Template
• The End-term Performance Review Template
• The NRC Competency Framework