Job Purpose:

To ensure smooth internal and external telephone communication; welcome/receive guests and visitors and direct them to the relevant person/department; support the arrangement of internal and external meetings & bookings; maintain documentation professionally

Duties and Responsibilities : 

§  Communicate with people external to Concern (on the telephone or in person) in a polite, friendly and efficient manner;

§  Manage outgoing and incoming telephone calls and put through the line of relevant person with high responsibility of maintaining confidentiality, register phone calls and faxes made out of the Country;

§  Receive and direct guests/visitors to the relevant person/department;

§  Maintaining an accurate and up-to-date database of addresses of Concern Ethiopia partners, relevant governmental and non-governmental organizations;

§  Contacting institutions/people and fix work related appointments and meetings on request;

§  Prepare and issue invitation letters to international visitors when requested by relevant departments or personnel;

§  Booking flights, hotels and make reservations for national and international travelers/visitors;

§  Support Information Technology/IT troubleshooting Receive incoming mails, do translation work when it is necessary and distribute to the concerned person/department ;

§  Receive incoming correspondences and dispatch outgoing correspondences & properly manage their files;

§  Maintain updated list of resources in the documentation/resource center, keep records of borrowed resources and inform staff new arrivals;

§  Request stationary for SMT from warehouse and record its release.

§  Perform other duties as assigned.

Gender Equity:

·       Demonstrate understanding of Concern Ethiopia’s Gender Equality Strategy

·       Contribute to ensuring that Concern Ethiopia is a place where men and women are treated equally and with  dignity and respect

·       Demonstrate gender equality awareness and gender sensitivity and an ability to integrate a gender equality perspective into tasks and activities.

Other:

·       Be aware of, understand and comply with all of Concern’s policies and procedures (P4 and associated policies, finance, logistics, HR, security management etc).

·       Contribute to ongoing security management and planning as necessary.

·       Actively participate in any emergency response if called upon to do so (within the existing programme area or in a new one).

Undertake other related duties as may reasonably be assigned to you by the supervisor or line manager.

Emergency response: 

Concern is committed to responding to emergencies efficiently and effectively in order to help affected people meet their basic needs, alleviate suffering and maintain their dignity. To this end, when emergencies strike and the Ethiopian Programme is to respond, all staff are required to actively participate in the response, regardless of location and contribute to the efforts aimed at achieving the humanitarian objective of the organization.

Concern Code of Conduct and its Associated Policies

Concern's Code of Conduct (CCoC) and its associated policies; the Programme Participant Protection Policy, the Child Safeguarding Policy and the Anti-Trafficking in Persons Policy have been developed to ensure the maximum protection of programme participants from exploitation and to clarify the responsibilities of Concern staff, consultants, contractors, visitors to the programme and partner organizations, and the standards of behavior expected of them.  In this context staff have a responsibility to the organization to strive for and maintain the highest standards in the day-to-day conduct in their workplace in accordance with Concern's core values and mission. Concern's Code of Conduct and its associated policies have been appended to your Contract for your signature. By signing the Concern Code of Conduct you demonstrate that you have understood their content and agree to conduct yourself in accordance with the provisions of these two documents. A breach of this policy will result in disciplinary action up to, and including, dismissal.

Person Specification 

Diploma in Secretarial Science and Office Management, Public Administration, Business Management, Information Systems or relevant fields with minimum of 2  years’ experience. 

Competencies: 

Desirable Skill

§  Computer Literate

§  Have an integration to confidentiality

§  Able to communicate in spoken & written English

§  Able to work under pressure and manage time effectively

§  Highly organized,

§  Good communication and administrative skills

 What we Offer:

·       A competitive salary and benefit package

·       Excellent medical benefits (100% cover including dependents)

·       20 days annual leave

26 weeks (paid) maternity leave, 18 weeks(unpaid) parental leave