Main Purpose

• Receive and transfer, according to standard protocols, incoming calls and visitors, to provide them with accurate information or alternative ways to obtain it.

Accountabilities

• Receive and welcome visitors. 

• Operate the telephone switchboard and deal with all incoming, outgoing and transferring calls. 

• Provide general information and refer to all non-routine information to the supervisor. 

• Update the telephone directory, record changes, and distribute updates as necessary. 

• Distribute and handle all incoming and outgoing correspondence. 

• Keep the reception premises neat and tidy.

MSF Section/Context Specific Accountabilities

• First line contact for all visitors, welcoming them, and directing them to the appropriate person or department.  

• Managing incoming phone calls, answer basic inquiries, and forward calls to the correct individuals or teams. 

• Schedule meetings, appointments, and manage calendars for various staff members as required. 

• Handles incoming and outgoing mail, and emails, ensuring efficient communication and documentation.

• Provide basic and accurate information in-person and via phone/email.

• Keeping the reception area clean, organized, and presentable.  

• Data entry, drafting letters, filing, photocopying, and other clerical duties to support the office. 

• Answer general questions about the MSF-Belgium, its services, or policies as required;

• Ordering and maintaining office supplies as required; 

• Handle visitor badges, manage access control, or maintain visitor log books.   

• Coordinate with mission Admin Transit and HRCO Assistant all incoming staff IMS/LHS/ HQ visitors/Referents room assignment. 

• Support the guest house room /apartment allocation for IMS/LHS/ HQ visitors/Referents offering appropriate specific coordination briefing.

• Follow up on Hotel accommodations payments for IMS/LHS/ HQ visitors/Referents guests and ensure all payments are done timely;

• Supervise the Refreshment Area, including Coffee, Tea, and Stock Refreshments, ensuring availability and cleanliness.

• Support on the Management of Stationery Stock, including inventory control, requesting supplies, and distributing materials as needed.

• Support additional administrative tasks as required to ensure smooth operation assigned by the line manager.

Job Requirements

 Education

• Essential Diploma in Secretarial Science and Office management/Diploma in Management or related fields

Experience

• Essential proven 4 years' Experience in INGO’s or Corporate Offices.

Skills 

• Essential English and Ahmaric fluency - written and spoken. Desirable any additional local and international languages would be an asset

• Essential Knowledge of Microsoft 365 ( Word, Excel, Powerpoint, Teams and Outlook)

Competencies   

• Strong organizational and multitasking skills.

• Excellent verbal and written communication abilities.

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

• Ability to work with discretion and maintain confidentiality.

• Attention to detail and accuracy in handling documents and data.

• Professional demeanor and interpersonal skills

How To Apply

• Type of contract: Full Time

• Location: Addis Ababa

• Terms of employment: Fixed term up to 1 Year contract.

• Number of Position: One

• Starting Monthly Basic Salary/month: 332.00 USD

• Other Benefits: As per the Organization Policy

If you are interested,

Please send your: Cover Letter (not more than one page), CV (not more than 3 pages), and National ID, in one PDF or Word file, with “Receptionist position” written in the subject line directly through THIS LINK

Deadline: July 28, 2025

• Incomplete applications will not be accepted.

• Only short-listed candidates will be contacted.

MSF values diversity and is committed to creating an inclusive working environment. We welcome applications from all qualified candidates regardless of disability, gender, marital status, race, color, or ethnic and national origins, religion, or belief.

The protection of your personal data is important to MSF. By submitting your application, you consent to MSF using your personal data.

Female applicants are highly encouraged to apply!