Receptionist

Job Description

About IRC: The International Rescue Committee (IRC) is one of the largest humanitarian agencies in the world, providing relief, rehabilitation, and post-conflict reconstruction support to victims of oppression and violent conflict. IRC has worked for over seven decades in the world addressing both the immediate, lifesaving needs of conflict-affected people in an emergency and the reconstruction needs in post-conflict societies. IRC is committed to a culture of bold leadership, innovation in all aspects of our work, creative partnerships, and detailed accountability to those we serve.Scope -----

Under the supervision of the HR/Admin Officer the Receptionist will on top of managing the reception area, handle telephone and fax communications, all reception duties in an efficient and professional manner. Effectively carry out administrative tasks related to filling and other administrative tasks as requested.

DETAILED RESPONSIBILITIES AND TASKS: ------------------------------------

Reception ---------

- To maintain an attractive, pleasant and neat front desk area. - To receive and assist guests to the office courteously, answering queries and providing information while being as prudent as possible. - To assist visitors to leave messages where the employee desired is not around and ensures that the messages are received. - To organize the notice boards at the reception area regularly displaying relevant and useful information for the attention of members of staff and visitors.

Telephone and Fax communication -------------------------------

- Receive & transfer all incoming and outgoing calls. - Receive &send fax messages and forward the documents to concerned staffs. - Ensure urgent messages are followed up accordingly by the front desk and the staff member concerned. - Making official phone calls on behalf of staff members, especially senior managers. - Maintaining and updating regularly an internal telephone extension list and instructions for use. Updating staff contact sheet on any changes. - 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 stationeries for staff upon request, release supplies from store by filling Store Release Form. Maintain tracking of stationeries issued VS inventory realised 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 mail box including the post office and Ensure mail pouches to NY and Field sites are dispatched in timely manner. - Open internal mails like CV’s and distribute them to the intended personnel. - Make copies of personnel letters. Assist in distribution of signed/approved documents. - Ensure outgoing mail pouches dispatched on time. - Assist in coordinating farewells and procurement of gifts for staff. - Performs any additional tasks assigned by his/her supervisors

Key working relationships: --------------------------

A) Internal: All IRC Ethiopia staff based in Addis and throughout the Country.

B) External: Other NGOs and bodies connected to IRC in Ethiopia work.

Qualifications

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

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

Female candidates are highly encouraged to apply.

IRC is an equal employment opportunity employer. IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status or disability.

Professional Standards: The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity Anti-Retaliation and Combating Trafficking in Persons

Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols, and other supportive benefits and allowances

Equal Opportunity Employer: IRC is an Equal Opportunity Employer. IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability or any other characteristic protected by applicable law.