Receptionist
- Organization: IRC - International Rescue Committee
- Location:
- Grade: Administrative support - Administrative Services and Support - Generally no need for Higher Education
-
Occupational Groups:
- Administrative support
- Closing Date: Closed
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
stationery for staff upon request, release supplies from store by
filling Store Release Form. Maintain tracking of stationery issued VS inventory
released 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.
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