BACKGROUND:
The International Rescue Committee, one of the world’s largest humanitarian international NGOs, provides relief, rehabilitation, and development support to vulnerable people and communities in over 30 countries. We began work in Ethiopia in 2000 in response to severe drought in Ethiopia’s Somali region and are currently providing assistance to Ethiopians and refugees in six regions in Ethiopia, implementing emergency and development programs in health, water and sanitation, economic recovery and development (ERD), women’s protection and empowerment, education, child protection, and multi-sectoral emergency response.
JOB OVERVIEW
Under the supervision of the HR/Admin Officer, the Receptionist will on top of managing the reception area, handling telephone and fax communications, and all reception duties in an efficient and professional manner. Effectively carry out administrative tasks related to filing and other administrative tasks as requested.
MAJOR RESPONSIBILITIES AND TASKS:
To maintain an attractive, pleasant, and neat front desk area.
To receive and assist guests to the office courteously, answering queries and providing information while being as prudent as possible.
To assist visitors to leave messages where the employee desired is not around and ensures that the messages are received.
To organize the noticeboards at the reception area regularly displaying relevant and useful information for the attention of members of staff and visitors.
Always maintain a professional appearance and manner.
Receive & transfer all incoming and outgoing calls.
Receive &send fax messages and forward the documents to concerned staff.
Ensure urgent messages are followed up accordingly by the front desk and the staff member concerned.
Making official phone calls on behalf of staff members, especially senior managers.
Maintaining and regularly updating an internal telephone extension list and instructions for use. Updating staff contact sheet on any changes.
Reporting any faults to the IT Officer and Telecommunication Company immediately.
Securely maintain and use IRC stamp only on the authorized/approved documents.
Making appointments for staff and reminding them of approaching appointments. Schedule interviews for internal and external candidates.
Efficiently issue stationeries for staff upon request, release supplies from the store by filling Store Release Form. Maintain tracking of stationeries issued VS inventory realized from store.
Conduct analysis of supplies purchased and supplies released from store VS Inventory tracking of logistics. Proactively raise PR for quarter procurement request before the supplies gets depleted.
File documents for the Country Director.
Regularly check incoming mailboxes including the post office and Ensure mail pouches to NY and Field sites are dispatched in a timely manner.
Open internal envelopes and distribute them to the intended personnel.
Make copies of personnel letters. Assist in the distribution of signed/approved documents.
Ensure outgoing mail pouches are dispatched on time.
Assist in coordinating farewells and procurement of gifts for staff.
Performs any additional tasks assigned by his/her supervisors.
Booking and Approving meetings for staff as per their request and time.
Manage tracking - Exit clearance, letters, contracts, etc
Facilitate Gate pass ID for Staff and Visitors.
Supervise and follow up Cleaners.
Support drafting letter
Maintaining front desk office supplies and equipment
Anticipate guests’ needs and provide appropriate service, responding to guest issues and concerns.
Monitor and handle guest comments.
Distributing Bid documents on behalf of the supply chain department for external users.
Supervise office Clerk and office Aid.
Share Weekly vehicle arrangements for the HR department.
Job Requirements
EDUCATION: BA Degree in Management, Business Administration, Personnel Management, and related fields.
EXPERIENCE: 0 years of experience for degree holders.
How to Apply
Candidates who meet the above qualifications; please send your CV and application letter only through IRC career site: CLICK HERE
Your application letter/cover letter must include the following information:
Name of the position you have applied for
Date of application
Summary of your qualifications and experience
Motivation/objective of why you have applied for the job
Please include at least 3 references from current and former supervisors.
Female candidates are highly encouraged to apply.
IRC is an equal employment opportunity employer. IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status or disability.
Professional Standards: The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity Anti-Retaliation and Combating Trafficking in Persons
Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols, and other supportive benefits and allowances
Equal Opportunity Employer: IRC is an Equal Opportunity Employer. IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability or any other characteristic protected by applicable law.
