Home Vacancies Receptionist – Save the Children

Receptionist – Save the Children

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Location: Addis Ababa

Employee Status: Fixed Term

Closing Date: Nov 1, 2021

Job Description

Receptionist – Ethiopia Country Office
TEAM/PROGRAMME: Administration

GRADE: 6

LOCATION:  Addis Ababa

Post Type: National

Child Safeguarding:

Level 3 – the responsibilities of the post may require the post holder to have regular contact with or access to children or young people

ROLE PURPOSE:

Under the Guidance and Supervision of the Travel and ticket officer, the Receptionist is

accountable for performing quality, efficient and hands-on services through operating a telephone

Switchboard as well as a fax machine to take and relay messages and handle the national ticket request.

SCOPE OF ROLE:

Reports to:-  Admin officer –Travel and Ticket.

 

Dimensions: Save the Children works in – regions in Ethiopia with a current staff complement of approximately — staff and current expenditure of approximately $90+ million each year.

Staff directly reporting to this post: None

KEY AREAS OF ACCOUNTABILITY:

Receiving/transferring a call

  • Activate alerts switchboard during the organization business hours receiving and transferring telephone calls.
  •  Ensure all voice messages to main office number are taken and directed to staff members.
  •  Report telephone equipment and line faults to the maintenance team/service provider
  • Handles general communication of incoming and outgoing phones for SCI
  •  Review and update on a regular basis the staff contact and telephone extension lists.
  • Provide sim cards for the staff based on the organization procedure
  • Collect and update staff list, field offices and contact detail regularly.
  • Supports staff in making international calls, registers the number called and purpose (official/personal);
  • Verifies telephone bills and passes to the budget holder for payment approval;
  • Maintains and operates quality and efficient communication services through Operating a telephone switchboard and fax machine.
  • Follows-up settlement of personal call charges by individual staff members;
  • Ensure short term visitors have returned mobile and sim cards before their departure
  • Ensure the service lines cancels as soon as post-paid sim-cards returned from staff.

Reception:

  • Greet and welcome visitors to the Office during the office hours, informing the relevant member of staff of their arrival.
  • Monitor and ensure that the reception area is kept tidy
  • Assists staff that comes from Impact Area/Project Sites in locating offices/staff;
  • Ensures that the reception area is quiet and neat professional working atmosphere;
  • Receives guests and directs to the appropriate office after checking that they have appointment;

Mail/Posta

  • Process and deliver internal and external mail daily. Check that costs are charged to the appropriate Programme and ensure the payment is processed timely.
  • Sends and receives mails, parcels official business and personal effects to International and sub-area, regional offices, through EAL, DHL, Post Office or hand carried by SCI staff, or visitors. And checks the airway bill documents and effect the payment with finance.
  • Maintains confidentiality in all aspects of visitor, staff and Organization information
  • Receives and registers all incoming correspondences, sort out and distributes to the appropriate department unit
  • Works closely with the Admin. Assistants, office Driver, and Refreshment Staff for efficient services.
  • Digitize all the incoming and outgoing letter and encode to the system
  • Prepare letter in business language and local language

Ticket issuance

  • Closely work with Ethiopian Airlines for the issuance of the ticket
  • Prepare payment for the used tickets
  • Ensure that non-used tickets are reimbursed from travel agents or service providers
  • Prepare and circulate monthly travel track report including UNHAS and air ticket payments on monthly basis
  • Follow-up and keep up to date record on flight schedule national flights.
  • Prepare monthly report regarding all activities of reception, telephone bill, domestic flight and UNHAS.
  • Report the overall activities of national ticker issuance, payment related to telephone, ticket and other related activities on a monthly basis.
  • Perform other related tasks as required
 

SKILLS AND BEHAVIOURS (our Values in Practice)

Accountability:

  • Holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
  • Holds the team and partners accountable to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved

Ambition:

  • Sets ambitious and challenging goals for themselves (and their team), takes responsibility for their own personal development and encourages others to do the same
  • Widely shares their personal vision for Save the Children, engages and motivates others
  • Future orientated, thinks strategically

Collaboration:

  • Builds and maintains effective relationships, with their team, colleagues, members and external partners and supporters
  • Values diversity, sees it as a source of competitive strength
  • Approachable, good listener, easy to talk to

Creativity:

  • Develops and encourages new and innovative solutions
  • Willing to take disciplined risks

Integrity:

  • Honest, encourages openness and transparency
QUALIFICATIONS AND EXPERIENCE

  • Minimum Degree in Management, accounting ,Office management or equivalent
  • At least 2 years of relevant work experience in office management, program support and documentation activities
  • Preferable work experience as a Receptionist in Non-Government organizations
  • Excellent knowledge of customer service principles and practices
  • Excellent interpersonal communication skills
  • Must show good manners with staff and guests
  • Applicants should have very good computer skills, especially in Word, Excel, Power Point,

Microsoft Outlook and Internet; training in operating a telephone switchboard,

Knowledge of Amharic software is desirable.

  • Self-starter, energetic, able to work under stressful conditions and willing to work out of working hours.
  • Minimum of two years of experience.
  • Commitment to SCI’s aims, values and principles
  • Excellent communication skills.

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