GRADE: 6

Duty Station: Addis Ababa, Ethiopia

ROLE PURPOSE: the responsibilities of the post may require the post holder to have regular contact with or access to children or young people

SCOPE OF ROLE: Under the Guidance and Supervision of the Travel and ticket officer, the Receptionist is

• accountable for performing quality, efficient and hands-on services through operating a telephone
• Switchboard as well as a fax machine to take and relay messages and handle the national ticket request

  Reports to:- Admin officer -Travel and Ticket.

Dimensions: Save the Children works in - regions in Ethiopia with a current staff complement of approximately -- staff and current expenditure of approximately $90+ million each year.

Staff directly reporting to this post: None

Key Stakeholders: Awards Director, Managers, Coordinators, Analysts. Budgeting team, Finance, Program Development Unit. Program Operations team (Addis and field). Program Development & Quality technical teams. East Africa Regional Office Awards team.

KEY AREAS OF ACCOUNTABILITY:

Processes, Systems and Compliance 

A.KEY AREAS OF ACCOUNTABILITY

Receiving/transferring a call

•  Activate alerts switchboard during the organization business hours receiving and transferring telephone calls.
•  Ensure all voice messages to main office number are taken and directed to staff members.
• Report telephone equipment and line faults to the maintenance team/service provider
• Handles general communication of incoming and outgoing phones for SCI
•  Review and update on a regular basis the staff contact and telephone extension lists.
•   Provide sim cards for the staff based on the organization procedure
• Collect and update staff list, field offices and contact detail regularly.
•  Supports staff in making international calls, registers the number called and purpose (official/personal)
•   Verifies telephone bills and passes to the budget holder for payment approval;
• Maintains and operates quality and efficient communication services through Operating a telephone switchboard and fax machine.
•  Follows-up settlement of personal call charges by individual staff members;
• Ensure short term visitors have returned mobile and sim cards before their departure
• Ensure the service lines cancels as soon as post-paid sim-cards returned from staff.

Reception:

•  Greet and welcome visitors to the Office during the office hours, informing the relevant member of staff of their arrival.
• Monitor and ensure that the reception area is kept tidy
•  Assists staff that comes from Impact Area/Project Sites in locating offices/staff
•  Ensures that the reception area is quiet and neat professional working atmosphere;
• Receives guests and directs to the appropriate office after checking that they have appointment;

Mail/Posta

•  Process and deliver internal and external mail daily. Check that costs are charged to the appropriate Program and ensure the payment is processed timely.
•  Sends and receives mails, parcels official business and personal effects to International and sub-area, regional offices, through EAL, DHL, Post Office or hand carried by SCI staff, or visitors. And checks the airway bill documents and effect the payment with finance.
• Maintains confidentiality in all aspects of visitor, staff and Organization information
• Receives and registers all incoming correspondences, sort out and distributes to the appropriate department unit
• Works closely with the Admin. Assistants, office Driver, and Refreshment Staff for efficient services
• Digitize all the incoming and outgoing letter and encode to the system
•  Prepare letter in business language and local language

Ticket issuance

•  Closely work with Ethiopian Airlines for the issuance of the ticket
•  Prepare payment for the used tickets
• Ensure that non-used tickets are reimbursed from travel agents or service providers
•   Prepare and circulate monthly travel track report including UNHAS and air ticket payments on monthly basis
• Follow-up and keep up to date record on flight schedule national flights.
•  Prepare monthly report regarding all activities of reception, telephone bill, domestic flight and UNHAS.
•   Report the overall activities of national ticker issuance, payment related to telephone, ticket and other related activities on a monthly basis.
• Perform other related tasks as required

BEHAVIOURS (Values in Practice)

Accountability:

•  Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
• Holds suppliers accountable to deliver on their responsibilities

Ambition:

•  Sets ambitious and challenging goals for themselves and takes responsibility for their own personal development
•  Widely shares their personal vision for Save the Children, engages and motivates others
•  Future orientated, thinks strategically and on a global scale

Collaboration:

•  Approachable, good listener, easy to talk to; builds and maintains effective relationships with colleagues, Members and external partners and supporters
•  Values diversity and different people’s perspectives, able to work cross-culturally.

Creativity:

•  Develops and encourages new and innovative solutions
•  Cuts away bureaucracy and encourages an entrepreneurial approach

Integrity:

•  Honest, encourages openness and transparency, builds trust and confidence
•  Displays consistent excellent judgement

Job Requirements

• Minimum Degree in Management, accounting ,Office management or equivalent
• At least 2 years of relevant work experience in office management, program support and documentation activities
• Preferable work experience as a Receptionist in Non-Government organizations
• Excellent interpersonal communication skills
• Must show good manners with staff and guests
• Applicants should have very good computer skills, especially in Word, Excel, Power Point
• Excellent knowledge of customer service principles and practices
• Microsoft Outlook and Internet; training in operating a telephone switchboard
• Knowledge of Amharic software is desirable
• Self-starter, energetic, able to work under stressful conditions and willing to work out of working hours.
• Minimum of two years of experience.
• Commitment to SCI’s aims, values and principles
• Excellent communication skills. 

Generic Competencies

•  Child Rights: Promotes an enabling environment for participation, and accountability to children
• Be the Innovator: Promotes innovation to find new and better approaches to driving progress for children  Deliver Results at Scale: Promotes a clear focus on impact in a project and programme design, management, and oversight
• Being the Voice of Children: Promotes evidence-based policy and public engagement that includes the voices of children and their communities
• Advancing Equality & Inclusion: Displays a commitment to ensuring everything we do considers the most deprived and marginalized children and adolescent
• Building & Strengthening Partnerships: Promotes working with diverse partners as critical to delivery
• Child Rights: Promotes the rights of children in own work and in work with colleagues and peers,

Additional job responsibilities

• The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience

Equal Opportunities

• The role holder is required to carry out the duties in accordance with SCI’s global Diversity, Equity and Inclusion and Gender Equality Policies, supported by relevant procedures.

Child Safeguarding:

• We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

Safeguarding our Staff:

• The post holder is required to carry out the duties in accordance with the SCI anti-harassment policy.

Health and Safety

• The role holder is required to carry out the duties in accordance with SC Health and Safety policies and procedures.
• We offer a competitive package in the context of the sector. The duty station of the position holder will be in Addis Ababa This role is offered on the basis of national terms and conditions only.

The Organization

• We employ approximately 25,000 people across the globe and work on the ground in over 100 countries to help children affected by crises, or those that need better healthcare, education and child protection. We also campaign and advocate at the highest levels to realize the right of children and to ensure their voices are heard.
• We are working towards three breakthroughs in how the world treats children by 2030:
• No child dies from preventable causes before their 5th birthday
• All children learn from a quality basic education and that,
• Violence against children is no longer tolerated
• We know that great people make a great organization, and that our employees play a crucial role in helping us achieve our ambitions for children. We value our people and offer a meaningful and rewarding career, along with a collaborative and inclusive environment where ambition, creativity, and integrity are highly valued.

How to Apply

Application Information:

Please attach a copy of your CV and cover letter with your application, and include details of your current remuneration and salary expectations. A copy of the full role profile can be found at HERE

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

All employees are expected to carry out their duties in accordance with our global anti-harassment policy.

HOW TO APPLY

Interested applicants who meet the MINIMUM requirements should apply using the below link:

CLICK HERE