Receptionist

Responsibilities

• Reception Duties
• Receive and assist visitors in a professional and courteous manner
• Answer, screen, and direct incoming telephone calls to staff members.
• Manage incoming and outgoing mail, courier services, and deliveries
• Schedule appointments and maintain calendars for Embassy staff
• Maintain visitor logs and ensure compliance with office procedures
• Respond to general enquiries from clients and visitors where necessary
• Typing and Administrative Duties
• Ensure that confidentiality and security of sensitive information.
• Maintain electronic and manual filing systems at all times
• Prepare, edit, proofread, and format documents as may be required by the staff
• Assist with photocopying, scanning, printing, and internal document distribution.
• General Office Support
• Support administrative projects and Embassy activities
• Maintain a clean and organized reception area at all times
• Monitor office supplies and coordinate replenishment when needed
• Perform other clerical and Administrative duties assigned by Ambassador and Staff
• Assist with preparation and serving of refreshments for meetings and guests
• Prepare documents and parcels for dispatch through DHL
• Receive incoming DHL documents and parcels.
• Working Conditions
• This position is an office-based environment
• Standard working hours, 09H00 - 16H30
• Occasional overtime as required or other duties on weekends and Public holidays
• Frequent interaction with visitors, clients, and staff
• Confidentiality and Professional Conduct
• Maintain strict confidentiality regarding Embassy operations and visitor information.
• Follow up all Embassy security and safety procedures.
• Do not disclose any Embassy information to unauthorized persons.
• 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
• Only shortlisted candidates will be contacted for the interviews.
• APPLICATION DEADLINE IS : 12 JULY 2026

Additional Information

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

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