Font Desk Officer

With over 70 years of experience, our focus is on helping the most vulnerable children overcome poverty and experience fullness of life. We help children of all backgrounds, even in the most dangerous places, inspired by our Christian faith.

Come join our 33,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!

Key Responsibilities:

Job Description Summary:

Front Desk Officer is responsible to manage the front desk services on a daily basis and to perform a variety of administrative and clerical tasks. The job holder is the first point of contact for World Vision (WV) Ethiopia with the duties include offering administrative support of the organization. Welcoming guests and greet people who visit the WV office. The job holder will also coordinate front-desk activities, including distributing correspondence, and redirecting phone calls and/or emails, in a way of decorum. This post’s duties and responsibilities are to ensure the front desk welcomes guests positively and executes all administrative tasks to the highest quality standards. Admin front desk officer shall follow-up and keep log for internet and telephone payments, airtime distributions, and staff list with telephone address. She/He will also provide administrative support to the Support services division (SCMD).

Job Description

Guest Handling

• Greeting and welcoming guests: As soon as they arrive at the office, direct visitors to the appropriate person and office.
• Handling phone calls: Answer, screen, and forward incoming phone calls. Maintaining reception area: Ensure the reception area is tidy and presentable, with all necessary stationery and material
• Providing information: Provide basic and accurate information in-person and via phone/email.
• Managing mail/deliveries: Receive, sort, and distribute daily mail/deliveries. Managing office supplies: Order front office supplies and keep inventory of stock.
• Scheduling and organizing: Update calendars, schedule meetings, arrange travel and accommodations, and prepare vouchers.
• Maintain safe and clean reception area by complying with procedures, rules and regulationsPayment process and documentation Facilitate subscription of new internet and telephone service and payments (ADSL, 3G, SIM cards etc)
• Maintain staff list with telephone number, make sure it is updated regularly and monthly data, voice and SMS is distributed to all staff
• Maintain updated list of internets, fixed line telephone, mobile, etc services
• Process DHL transactions and main documents
• Process invoices and pay outstanding bills of Ethio- telecom, DHL, etc and make sure costs are distributed to all departments
• Documentation of incoming and outgoing letters, bills and other relevant materials

Administrative support:

• Clerical duties: Perform other clerical receptionist duties such as filing, photocopying, transcribing, and scanning
• Organize required documents on collaborative applications and/or hardcopy
• Provide Administrative support to Supply Chain Director in drafting correspondence, organizing documents related to support service
• Schedule meetings, guest visits and organization events
• Maintaining office security: Follow safety procedures and control access via the reception desk and watch the CCTV screen.

KNOWLEDGE/QUALIFICATIONS FOR THE ROLE

Required Professional Experience

• Proven work experience as a Receptionist, Front Office Representative or similar role
• Proficiency in Microsoft Office Suite
• Hands-on experience with office equipment
• Professional attitude and appearance
• Solid written and verbal communication skills
• Ability to be resourceful and proactive when issues arise
• Excellent office organizing skills
• Multitasking and time-management skills, with the ability to prioritize tasks
• Customer service attitude
• Excellent English language skills and excellent interpersonal skills
• Flexible, efficient and cooperative
• Commitment to WVI’s aims, values and principles
• Hones, trustworthy and respectful
• Demonstrate sound work ethics
• Minimum 2 years of experience preferably holding similar position in hospitality industry

Required Education, training, license, registration, and certification

• Bachelor’s Degree in Secretarial and office management, administrative Service Management, Business Administration or related fields

Preferred Knowledge and Qualifications

• Good interpersonal and communication skills (Ability to communicate effectively in English language both orally and in writing, good organizational skills)
• Able to work in a cross-cultural environment with a multi-national staff
• Persistent, accommodative and active
• Proven report/letter writing skills

Travel and/or Work Environment Requirement

Able to articulate and communicate ideas well verbally and in writing

Language Requirements

English and local language

Disclaimer: World Vision Ethiopia is a reputable organization that values transparency and fairness in its recruitment process and does not solicit any money for any job application. We encourage all job seekers to be cautious of any job ads that require payment or personal information upfront. If you have any questions or concerns about our job ads or recruitment process, please do not hesitate to contact us directly.

World Vision is a child-focused organization that is committed to safeguarding all children as well as adult beneficiaries, and has zero tolerance for incidents of violence or abuse against children or adults, including sexual exploitation or abuse, committed either by employees or others affiliated with our work. Therefore, World Vision does not hire staff whose background is not suitable for working with children or vulnerable adults, even if their role does not interact directly with them.

Applicant Types Accepted:

Local Applicants Only