JSI is a US-based public health nonprofit organization dedicated to providing high-quality technical and managerial assistance programs throughout the world. In Ethiopia, JSI has been working to improve health outcomes for more than 25 years, implementing more than 60 projects and working in every region. JSI has historically managed a large portfolio of projects focusing on the quality, and equity in access of, RMNCAH services, primary health care (PHC) including community health program, digital health, health information systems (HIS), supply chain management, public health emergency responses, and social and behavior change.
Activity Overview
USAID Quality Healthcare Activity (QHA) aims at improving health outcomes through improved readiness of health facilities to deliver quality reproductive, maternal, newborn, child, and adolescent health (RMNCAH) services, increased management and accountability for quality service delivery, and restoration of services in health facilities in conflict-affected areas. QHA's strategies and implementation approaches will help the government of Ethiopia build public and private health care systems that are responsive, resilient, and sustainable. QHA will cover urban and peri-urban primary health care units (PHCU) and referral health facilities in select regions and woredas. The Activity, through funding support from USAID, will be implemented by JSI in collaboration with Institute for Healthcare Improvement (IHI), MSI Reproductive Choices (MSI), Project HOPE, and Network of Ethiopian Women's Associations (NEWA) for five years (May 01, 2023 - April 30, 2028.
Position Summary
Under the supervision of the operations Manager, the Front Desk officer will on top of managing the reception area, handle telephone and fax communications, all reception duties in an efficient and professional manner. Effectively carry out administrative tasks related to filling and other administrative tasks as requested. Manage staff travel including hotel and flight booking.
Major Responsibility
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.
International travel arrangement for the JSI/QHA FO staff and home office staff, visa request and follow up, communicate HO staff on logistics and travel, prepare visa requests for the JSI/QHA staff, logistics arrangement, hotel arrangement, airport pickup arrangement for HO staff; and Prepare international travel tracking sheet. ((For receptionist position)
Make Air travel arrangements (national and international travel) for QHA Project staff including preparation of travel tickets, purchase orders for air transport, hotel reservations and in-country transportation. (For receptionist position)
Follow up field travels, airline reservation using purchase order, communicate staff on their trip; regular phone calls to travel agent on the trip; request payment by checking all the necessary documentation (For receptionist position)
Facilitate travel and logistical arrangements for FO staff, HO staff, consultants, trainers and trainees, and other traveling on program related business. Approval of vehicle requests for in-town travels
Prepare the emergency telephone tree for the central office and Area offices. Maintaining and periodically test the staff telephone tree and update regularly and communicate the list to the Operations Manager.
Perform routine office functions including collecting and distribution to the appropriate staff of mails.
To assist visitors to leave messages where the employee desired is not around and ensures that the messages are received.
To organize the notice boards at the reception area regularly displaying relevant and useful information for the attention of members of staff and visitors.
Telephone and Fax communication receive & transfer all incoming and outgoing calls.
Receive &send fax messages and forward the documents to concerned staffs.
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 updating regularly an internal telephone extension list and instructions for use. Updating staff contact sheet on any changes.
Reporting any faults to the IT and Telecommunication Company immediately.
Securely maintain and use JSI 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 store by filling Store Release Form. Maintain tracking of stationeries issued VS inventory realised from store.
Regularly check incoming mail box including the post office and Ensure mail pouches to NY and Field sites are dispatched in timely manner.
Open internal mails like CV’s and distribute them to the intended personnel.
Make copies of personnel letters. Assist in distribution of signed/approved documents.
Ensure outgoing mail pouches dispatched on time.
Assist in coordinating farewells and procurement of gifts for staff.
Performs any additional tasks assigned by his/her supervisors
Please do not attach copies of your transcripts, academic degrees or recommendation letters with the application. You will provide them upon request.
