Receptionist /Admin Assistant

JOB SUMMARY

The Receptionist/Admin Assistant shall be a master multi-tasker with excellent communication skills, an upbeat attitude, able to provide administrative and clerical service in an effective and efficient manner. The Receptionist/Admin Assitant will assist all visitors to the organization by providing polite and professional assistance in-person, via phone, mail and e-mail. The person is expected to be professional, polite, attentive, willing to meet each challenge directly. He/She will be expected to perform all of these responsibilities with a generous and serving spirit, always maintaining Samaritan Purse’s values to the communities.

KEY RESPONSIBILITIES

• Answer phone call and direct calls to appropriate parties or take messages
• Greet visitors and determine whether they should be allowed access to specific individuals
• Arrange & facilitate meetings, trainings, and workshops organized in the office
• Prepare outgoing letters and perform photocopying, scanning, data entry, and other administrative duties
• Assist in accommodation arrangement on the guest residence and make hotel reservations for staff, visitors and/or guests
• Making airline travel arrangements for staff, visitors and guests (local and international)
• Provide Local SIM cards for IFS
• File and retrieve corporate documents, records and reports
• Open, sort and distribute incoming correspondences including emails
• Read and analyze incoming memos, submissions and reports to determine their significance and plan their distributions
• Monitor office visitor’s log
• Support IFS staff in facilitating gust room access for cleaning and maintenance personnel
• Assist IFS staff with accessing with health facility as needed
• Prepare necessary payment documentation for hotel, Plane ticket and apartment bills
• Receive Cash Advance and CDF for the purchase of materials for event
• Monitor and manage calendar for staff care and engagement, which should include celebrating staff birthdays, SP milestones, work anniversaries, and coordinating staff parties (e.g. Christmas party, farewell)
• Initiate and/or coordinate IFS staff care events (farewell, team meals and retreats)
• Manage other duties assigned by the immediate supervisor as deemed

EDUCATION / EXPERIENCE NEEDED

• Bachelor’s Degree in Office Management, Secretarial Sciences, or related field
• At least 1-2-years’ experience in office management. NGO experience is a plus.
• Must have formal training in office procedures and use of Microsoft systems and office equipment.
• knowledge of office administration and bookkeeping procedures is a plus

LANGUAGE

• Proficiency in English and Amharic
• Knowledge of the regional language required
• Knowledge of any other national language is a plus

SKILLS REQUIRED

To perform this job successfully, an individual must be willing to abide by Samaritan’s Purse’s code of conduct and understand the principals of Samaritan’s Purse’s Statement of Faith, as well as be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Attention to detail, anticipation and follow up are core values of the job function while maintaining the highest levels of confidentiality regarding contracts and salaries.

• Possesses strong organizational and problem-solving skills within a fast-paced environment.
• Must be a self-starter and internally driven to success and hard work.
• Committed to the SP values and ethics.
• Computer skills including the ability to operate spreadsheet and word-processing programs
• Excellent interpersonal skills
• Team building skills
• Analytical and problem-solving skills
• Decision making skills
• Effective verbal and listening communications skills
• Attention to detail and high level of accuracy
• Very effective organizational skill
• Stress management skills
• Time management skills

REASONING ABILITY

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral diagram, or schedule form.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit. The employee frequently is required to stand; walk and run; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and talk or hear. The employee must occasionally lift and/or move up to 100 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The noise level in the work environment is usually moderate but can be exposed to loud noises around the maintenance and construction workshops.
• May travel in country with exposure to communicable diseases, hot and humid weather conditions.
• Work in a security context that is fluid

SAFEGUARDING COMMITMENT

The employee is required to carry out his/her duties in accordance with Samaritan’s Purse Safeguarding policy and Code of conduct.

Employee should remain alert and responsive to any child and adult safeguarding risks, acquire relevant knowledge and skills, which will enable him/her to promote strong safeguarding practices, understand the child and adult safeguarding policy and procedures, and conduct his/herself in a manner consistent with the Safeguarding Policy.