December 18, 2023

Post Title:                    Volunteer Secretary/Receptionist

Reported to:               Admin Officer

Duty Station:              Country Office, Addis Ababa

Allowance:                  Per the organization volunteer guideline

Required:                    One

Duration:                    Six months with possible extension based on performance     

Introduction

Islamic Relief is an international relief and development charity founded in 1984 with its headquarters in Birmingham, UK. As well as responding to disasters and emergencies, Islamic Relief promotes sustainable economic and social development by working with local communities - regardless of race, religion or gender. The office officially started operation in Ethiopia in 2004. Islamic Relief Ethiopia (IRE) is operational in the Somali Regional State with a base office in Jigjiga, Hargelle, Elkere, Bare, GG and Dekasuftu, Afar Regional State; Ewa, Awra and Gulina; Oromia regional State, West Harergeye, Chiro and Meayso Woredas and an additional operational office in Addis Ababa. For more information please visit our website: http://www.islamic-relief.org/work-with-us

 Islamic Relief is currently looking for female individuals who are interested to serve IRE as a Volunteer to assist the Administration section in the Country Office, Addis Ababa. Only female candidates who are interested to use the IR workplace as an active learning environment are encouraged to apply for the position.

General Responsibilities:

Under the direct supervision of the Administration Officer, the volunteer will provide general secretarial and receptionist support to the Office. 

Key Responsibilities

• Teamwork:  Facilitates the activities with departments to achieve the overall objective of the organizations.

• Maintaining network relationship:  Handles incoming mail, parcel and postage from general post office, DHL, EMS, etc register and dispatch to appropriate staff member.  Dispatches all outgoing couriers overseas and in the country by post, EMS, DHL, etc.  Handles all incoming/ outgoing pouch from country Office to Field Offices or overseas.  Receives all incoming and outgoing official correspondences, letters, memos, from governmental/non-governmental offices and read, register, classify and direct to concerned department/person. Keeps record of network group addresses and update database regularly.

• Monitor & Follow-up:  Assist the Admin Officer on monthly IR bills settlement of telephone, internet, electricity and water.  

• Reception:  Receives all incoming and outgoing telephone calls with pleasant speaking tone and welcoming gesture, screen/answers and direct the calls accordingly.  Ensures to maintain register for telephone list of contacts, regularly contact Field Offices to receive and send messages (txt) and distribute to concerned department/person timely.  Ensures timely update of staff contact details.  Receives incoming office guests/visitors and provides necessary information and directs them to concerned department/person.

• Secretarial service: Assists the staff in overall clerical/secretarial duties.

• Communication:   Demonstrates the ability to read and comprehend instructions, correspondence and memos.  Able to effectively present information for the overall staff of the organization.  Updates staff with recent information/events via e-mail, notice board etc;

• Planning and Reporting:  Familiarizes with IR missions, values, principles, and procedures and facilitates their implementation.  Plans daily, weekly and monthly activities and follow up on its implementation and report accordingly.

• Documentation:  Assist the Admin officer with filling and archiving of official documents.

• Travel Arrangement: Booking of different flight tickets for IR Staffs upon request.

Job Requirements

Required Qualification and Experience

• Bachelor’s degree in Secretarial Science and Office Management, Management, or related fields from recognized university with 0 years’ experience.  

• Ability to manage a complex and demanding workload with flexible behavior.

• Sympathy with the aims and objectives of IR

• Commitment to humanitarian principles and action

• Competence in MS Office.

Safeguarding and Equal Opportunity

Islamic Relief and Islamic Relief staff considers the welfare and protection of children, young people and people at risk to be paramount to the organization. And must adhere the principle of ‘do no harm and leave no one behind.’ It is critical we do not expose communities or staff we work with to the risk of harm through our interventions.  With a zero tolerance approach Islamic Relief have a number of related policies which also describe standards in behavior expected from the organization, its staff and representatives towards each other and those we serve. Islamic Relief is committed to responding swiftly, appropriately and constructively to any and all information children, young people and people at risk have disclosed.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks. We participate in the Inter Agency Misconduct Disclosure Scheme and will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse and child abuse during employment, or incidents under investigation when the applicant left employment before signing the contract agreement.

Islamic Relief believes everyone has the right to be safe, respected and valued regardless of who they are or their circumstances, and an equal employment opportunity  to all candidates and qualified applicants, we do not discriminate on the base of age, sex, race, color, religion, national or ethnic origin, disability status and diversity. 

How to Apply

Application Procedures

·       Interested candidates are required to submit a complete Job application form with all required supporting documents (copy of credentials and testimonials) through Ethiopia.HR@islamic-relief.org.et.

·       You can access the Job Application Form with this link: CLICK HERE Failure to follow the instructions will invalidate your application.

·       Closing date for the application is January 01, 2024.

·       Due to the high volume of application, we regret that we will be able to contact only the shortlisted candidates

Disclaimers: The Islamic relief does not charge a fee at any stage of the recruitment process thus during application, interviews processes, offer and contract.