Front Desk Assistant

Job Description

Job Overview/Summary:

·         Receive & send fax messages and forward the documents to the staff concerned.

·         Ensure urgent messages are followed up accordingly by the front desk and the staff member concerned.

·         Collaborate with different departments to ensure smooth day-to-day operations

·         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.

·         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 stationery 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.

·         Perform any additional tasks assigned by his/her supervisors.

·         Booking and Approving meetings for staff as per their request and time by Scheduling appointments, meetings, and coordinate conference room bookings.

·         Manage tracking – Exit clearance, letters, stationary materials, etc

·         Maintain records of office supplies and assist in procurement when needed.

·         Uphold the NGO’s values and maintain a welcoming atmosphere for all stakeholders.

·         Facilitate Gate pass ID for Staff and Visitors.

·         Supervise and follow up Cleaners

·         Support drafting different 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.

·         Share Weekly vehicle arrangements for the HR department.

Safeguarding Responsibilities: –

·         Promote and actively participate in initiatives and efforts to build team engagement, inclusion and cohesion in IRC [team/office]

·         Foster ongoing learning, honest dialogue and reflection to strengthen safeguarding and to promote IRC values and adherence to IRC policies

Requirements:

Educational Requirements:

·         BA degree/ Diploma in Management, Business Administration, Personnel Management and related fields.

Preferred Experience and Skills:

·         2 years of experience for diploma/TVET holders and 0 years of experience for degree holders.

·         Excellent verbal and written communication skills as well as, an overall ability to be clear and concise in all communications

·         Strong organizational and time-management skills; proven ability to prioritize and deliver on time

·         Strong analytic problem-solving skills

·         Ability to work both independently and in a dynamic, cross-functional global team structure

·         Highly proficient in Microsoft Office suite

·         Demonstrated ability to work effectively with stakeholders at all levels

·         Ability to manage and work through change in a proactive and positive manner.

 

Language Skills:

·         Excellent written and verbal communication in English and Amharic.