Job Description

TEAM/PROGRAMME: Administration

GRADE: 6

LOCATION:  Addis Ababa

Post Type: National

Child Safeguarding:

Level 3 - the responsibilities of the post may require the post holder to have regular contact with or access to children or young people

ROLE PURPOSE:

Under the Guidance and Supervision of Head of Administration, 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, handle the communication package and the national ticket

request.

SCOPE OF ROLE:

Reports to:-  Head of Administration.

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 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 numbers 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 SC

• 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 Programme 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 and WFP/UNHAS 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.

Mobile and internet package

• Handle internet and mobile package requests as per the organization policy

•   Cancel the communication package based on the information shred by relevant department

• Communicate the service provider to get new service based on the organization request

• Prepare payment for ISP based on the shared budget and the service provider request

• Perform other related tasks as required

SKILLS AND BEHAVIOURS (our Values in Practice)

Accountability:

•   Holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values

• Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved

Ambition:

• Sets ambitious and challenging goals for themselves (and their team), takes responsibility for their own personal development and encourages others to do the same

• Widely shares their personal vision for Save the Children, engages and motivates others

•   Future orientated, thinks strategically

Collaboration:

•   Builds and maintains effective relationships, with their team, colleagues, members and external partners and supporters

• Values diversity, sees it as a source of competitive strength

• Approachable, good listener, easy to talk to

Creativity:

• Develops and encourages new and innovative solutions

• Willing to take disciplined risks

Integrity:

·  Honest, encourages openness and transparency

Job Requirements

Qualifications

• 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 knowledge of customer service principles and practices

• 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,

• 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.

How to Apply

Register using the following LINK