“Receptionist’’

GIZ- Internal/External Vacancy Announcement ‘#141/2020’

‘Sustainable Training and Education Programme’

 Brief Description of the project/ unit

The Ethiopian government has set itself the goal of achieving middle-income country status by 2025. The massive expansion of the education sector should provide the national economy with employable graduates and at the same time give the rapidly growing young population a perspective. The goal of the “Sustainable Training and Education Program” (STEP) project is therefore to increase the employability of TVET graduates, jobseekers and self-employed, especially of females. The project advises relevant ministries, its subordinate authorities and private sector at federal and regional level aiming at improving mechanisms to steer and implement a demand-driven TVET system, increasing capacities of TVET personnel to lead and implement demand-driven TVET, expanding employment-oriented training offers for different target groups and encouraging business sector to play are more active role in TVET and employment promotion. It is a large-scale, complex project in a dynamic and changing environment. One of the success factors is a well-designed cooperation with all actors involved inside and outside the program, GIZ and with the partner organizations.

Duration of contract:   30.11.2024

Required Candidates:  01 

Responsibilities and Duties

A.    Responsibilities

The Receptionist is responsible for

• liaising with customers in a service-oriented manner on behalf of the office by providing a professional phone service, personally welcoming visitors and maintaining a high standard in the reception area

• dealing with phone calls related to GIZ

• ensuring incoming and outgoing calls are efficient and uninterrupted

• performing reception and secretariat services on a daily basis 

Within this context, s/he fulfils the following tasks: 

B.    Tasks

1.      Telephone/Reception Services

• Answers, screens, forwards and/or returns phone calls and messages

• Takes note of calls that could not be immediately taken by staff members and inform them of caller identity, time, and subject of call

• Manages incoming and outgoing correspondence, including faxes, e-mails, parcels and hand delivered messages on a routine basis

• Assigns a deputy whenever s/he leaves the desk

• Ensures guests’ comfort by offering them newspapers, refreshments etc.

2.      Secretarial Work and Services

• Establishes and/or updates the index of, and data on, contact addresses, phone/fax numbers, and e-mail-addresses regularly

• Logs in/records incoming and outgoing letters, faxes, e-mails daily

• Sorts and distributes incoming mail, faxes and other official documents for mailing and collecting

• Organises and takes responsibility for the delivery and collection of documents from and to post office, government bodies, embassies, etc

• Assist in documents scanning and coping

• Make sure that printers, tonners, faxes and telephones, ADSL services are functioning, reports any malfunction or service interruption to administrative officer for a timely maintenance

• Deputizes the receptionist and other posts whenever requested by the line manager

3.    Other Duties/Additional Tasks

• Assists in and/or carries out other office activities and other tasks at the request of the line manager

• Assigns drivers for office activities on a daily basis within Addis Ababa perimeters with GIZ vehicles/outsourced vehicles

Job Requirements

Qualifications

• Secondary school

• Diploma from secretarial school or similar

Professional experience

• At least 1-3 years’ professional experience in a comparable position

Other knowledge, additional competencies

• good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g., MS Office)

• very good written and oral knowledge of the English language

• politeness and helpfulness in dealing with visitors

• willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management

How to Apply

Application procedure:  

Interested and qualified candidates shall submit their motivation letter along with their recent CV through THISLINK or to: hreth@giz.de.

Please make sure you mention the vacancy number and position title ‘Receptionist #141/2022’ in the subject line of your email application. Applications without vacancy numbers in subject lines might be disqualified. 

Only short-listed candidates will be contacted. 

We encourage persons with disabilities to apply for the position. In case of equal qualification, persons with disabilities will be given preference.

Applications from qualified women are encouraged. 

Please refer to our brochure to learn more about GIZ’s attractive benefit package.