Secretary/Receptionist

Internal/External

Vacancy Advertisement

IR/INT/EXT/VN/006.25

March 03, 2025

Post Title: Secretary/Receptionist

Duty Station: County Office, Addis Ababa

Report to: Admin Officer

Salary: As per the organization scale

Required: One

Duration: One year with possible extension

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, Borena zone, Yabello, Dubluk, Dire and Elewaye woredas and an additional operational office in Addis Ababa. For more information, please visit our website: http://www.islamic-relief.org/work-with-us

Job Summary

The Secretary/Receptionist serves as a key member of the operations support team, providing essential administrative and clerical support to the department and the Country Office. This role is responsible for managing the front desk, greeting and directing visitors and clients, handling incoming calls, and ensuring smooth communication within the office. The Secretary/Receptionist plays a crucial role in maintaining a welcoming and professional environment, ensuring that all visitors and staff receive prompt and courteous service. Additionally, this position includes handling general administrative tasks, scheduling appointments, and assisting with various office functions to support the overall efficiency of the organization.

Main Tasks and Responsibilities

1. Assists Admin officer in planning daily, weekly and monthly activities and follow up of implementation.
2. Receives all incoming and outgoing telephone calls with pleasant speaking tones and welcoming gestures.
3. Assists in facilitating all incoming and outgoing correspondence, letters, memos from governmental/ non-governmental offices.
4. Ensures properly receiving guests/visitors and provides necessary information and direct them to the concerned.
5. Assists the staff in overall clerical/secretarial duties.
6. Demonstrates the ability to read and comprehend instructions, correspondences and communications.
7. Assist the maintenance of the existing centralized filling system both in soft and hard copies based on IR filling system.
8. Assists in facilitating flight arrangement, accommodation and visa processing for guests and staff.
9. Assists in preparing and conducting meeting events.
10. Ensures the day-to-day activities are documented and reported.
11. Assists in raising PR, undertaking payments for admin related activities and services.
12. Performs other duties as requested by the office.

Personal Specification

Formal Education/Qualification and Work Experience

• BA degree in secretarial science or related field with 3 years’ experience and above in secretarial services preferably in INGO/development organizations.

Skills and Competences

• Computer literacy and communication skills are essential.
• Ability to work under pressure, priorities and commitment in meeting deadline.
• Fluent in reading and writing English and Amharic is mandatory.
• Fluent in typing and skill of English and Amharic is mandatory.

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. 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.

Islamic Relief has a zero tolerance towards all forms of violence, sexual exploitation, abuse and harassment.

IRE highly encourage female applicants to apply for this position. Our organization is committed to promoting gender equality and diversity in the workplace. IRE believe in creating an inclusive working environment where all individuals, regardless of their gender, have equal opportunities for professional growth and development.

IRE value the contributions and unique perspectives that women and persons with disability bring to our organization and are committed to providing a supportive, working environment. IRE believe that by promoting gender equality, we can enhance the effectiveness and sustainability of our programs.

If you are a qualified female candidate with a passion to join our team, we encourage you to submit your application. IRE look forward to considering your candidacy and working together to make a difference in the lives of those in need.