Receptionist

Position: Receptionist

Contract Type: One Year Renewable

Number of Vacancies: 1

Duty station: Stockholm, Sweden

The Embassy of the Republic of Namibia in the Kingdom of Sweden invites suitably qualified and experienced candidates to apply for the vacant position of a Receptionist at the Chancery. Eligible Namibians in the Diaspora in Sweden are encouraged to apply.

Minimum Requirements:

• Minimum of three (3) years relevant experience as Receptionist (or Front Desk Officer), preferably in a Diplomatic environment .
• Must possess a valid Work Permit for Sweden or be a Citizen/Permanent Resident of an EU Member State.
• Must have a recent Police Clearance Certificate.
• English and Swedish languages(written and spoken) proficiency is a must.
• Must be polite, reliable, trustworthy, and able to work independently with minimal supervision.
• Qualifications

1. Qualification in Office Administration is a requirement

2. Excellent typing speed and accuracy

3. Strong verbal and written communication skills

4. Good organizational and time-management abilities

5. Professional appearance and customer-service orientation

6. Proficiency in Microsoft Office (Word, Excel, Outlook) and office equipment

7. Previous experience as a Receptionist, Administrative Assistant, or similar role preferred

• Skills and Competencies

1. Attention to detail and accuracy

2. Ability to multitask and prioritize work

3. Strong interpersonal and customer-service skills

4. Confidentiality and professionalism

5. Basic record-keeping and data-entry skills

Key Responsibilities:

• Reception Duties

1. Receive and assist visitors in a professional and courteous manner

2. Answer, screen, and direct incoming telephone calls to staff members.

3. Manage incoming and outgoing mail, courier services, and deliveries

4. Schedule appointments and maintain calendars for Embassy staff

5. Maintain visitor logs and ensure compliance with office procedures

6. Respond to general enquiries from clients and visitors where necessary

• Typing and Administrative Duties

1. Ensure that confidentiality and security of sensitive information.

2. Maintain electronic and manual filing systems at all times

3. Prepare, edit, proofread, and format documents as may be required by the staff

4. Assist with photocopying, scanning, printing, and internal document distribution.

• General Office Support

1. Support administrative projects and Embassy activities

2. Maintain a clean and organized reception area at all times

3. Monitor office supplies and coordinate replenishment when needed

4. Perform other clerical and Administrative duties assigned by Ambassador and Staff

5. Assist with preparation and serving of refreshments for meetings and guests

6. Prepare documents and parcels for dispatch through DHL

7. Receive incoming DHL documents and parcels.

• Working Conditions

1. This position is an office-based environment

2. Standard working hours, 09H00 – 16H30

3. Occasional overtime as required or other duties on weekends and Public holidays

4. Frequent interaction with visitors, clients, and staff

• Confidentiality and Professional Conduct

1. Maintain strict confidentiality regarding Embassy operations and visitor information.

2. Follow up all Embassy security and safety procedures.

3. Do not disclose any Embassy information to unauthorized persons.

4. Treat all visitors, staff, and stakeholders with respect and professionalism.

Remuneration:

The Embassy offers a market related remuneration package, inclusive of Social Security, Sick leave, and Annual Vacation Leave.

Application Details

Interested candidates should submit a written application in person, describing suitability accompanied by:

• A detailed Curriculum Vitae (CV)/Resume
• A Copy of an Identity Document
• Names and contact information of three professional references
• Previous employment certificate(s) / referral letter(s)
• A copy of work permit or EU residence permit, and
• A recent police clearance certificate.

Applications should be send to:

vacancy@embassyofnamibia.se