RECEPTION / ADMINISTRATION OFFICER

Description

About the Organisation

The Vanuatu Chamber of Commerce and Industry (VCCI) plays a key role in supporting businesses and entrepreneurs across Vanuatu. We promote private sector development, advocate for business-friendly policies, and deliver a range of services, training, and support programs for our members.

Position Overview

As the Reception / Administration Officer, you’ll be the face and voice of the Chamber—welcoming visitors, answering queries, and offering first-class administrative support to the team. You’ll also work closely with the General Manager on key projects and activities, ensuring the smooth day-to-day operation of the office.

Key Responsibilities

Greet visitors and manage calls, emails, and general enquiries

Handle mail, maintain a correspondence register, and manage office keys

Maintain equipment (e.g., coordinate printer servicing, office supplies)

Coordinate bookings for conference rooms and external venues

Organise travel and accommodation for staff

Manage catering and contractors for events/workshops

Support the General Manager with administrative and project-related tasks

Keep the Asset Register updated and manage office equipment issued to staff

Supervise cleaning and gardening staff when necessary

Open and close the office securely

Take and distribute meeting minutes

Collect and deliver mail, cheques, and make payments as needed

Selection Criteria

The ideal candidate will have: A warm, professional, and approachable manner

Strong communication skills and a confident phone presence

Previous experience in a reception or customer-facing role

Proven ability to work independently and handle tasks with initiative

Good administrative and organizational skills

Strong Microsoft Office (Word, Outlook) skills

Attention to detail and ability to multitask effectively

Flexibility to support various departments and tasks

Neat, professional appearance and conduct

Commitment to the mission and values of the Chamber

Location: Port Vila, Efate, Shefa Province (with occasional travel to outer islands)

Contract Type: Full-time, 2-Year Fixed Term 

Start Date: As soon as possible 

End Date: 2 years from start date