Receptionist / Admin Officer

The Receptionist/Admin Officer shall be a master multi-tasker with excellent communication skills, an upbeat attitude, able to provide administrative and clerical service in an effective and efficient manner. The Receptionist/Admin Officer will assist all visitors to the organization by providing polite and professional assistance in-person, via phone, mail and e-mail. The person is expected to be professional, polite, attentive, willing to meet each challenge directly. He/She will be expected to perform all of these responsibilities with a generous and serving spirit, always maintaining Samaritan Purse’s values to the communities.

KEY RESPONSIBILITIES

• Answer phone call and direct calls to appropriate parties or take messages
• Greet visitors and determine whether they should be allowed access to specific individuals
• Arrange & facilitate venues and logistics required for meetings, trainings, and workshops organized by the office
• Prepare outgoing letters and perform photocopying, scanning, data entry, and other administrative duties
• Making arrangement for accommodation on the guest residence and make hotel reservations for staff, visitors and/or guests
• Making airline travel arrangements for staff, visitors and guests (local and international)
• Provide Local SIM cards for IFS & International Apprentice
• File and retrieve corporate documents, records and reports
• Open, sort and distribute incoming correspondences including emails
• Perform general office duties such as assessing stationary needs of departments/staff and submitting purchase requests
• Read and analyze incoming memos, submissions and reports to determine their significance and plan their distributions
• Distribute stationary Supplies for the staffs.
• Monitor office visitor’s log
• Ensure building access for cleaning and maintenance staff
• Prepare necessary payment documentation for hotel and apartment bills
• Receive Cash Advance and CDF for the purchase of base materials
• Monitor and manage calendar for staff care and engagement, which should include celebrating staff birthdays, SP milestones, work anniversaries, and coordinating staff parties (e.g. Christmas party, farewell)
• Process office utility payments
• Initiate and/or coordinate IFS staff care events (farewell, team meals and retreats)
• Manage other duties assigned by the immediate supervisor as deemed

Job Requirements

EDUCATION / EXPERIENCE NEEDED

• Bachelor’s Degree in Office Management, Secretarial Sciences, or related field
• At least 2-years’ experience in office management. NGO experience is a plus.
• Must have formal training in office procedures and use of Microsoft systems and office equipment.
• knowledge of office administration and bookkeeping procedures is a plus

LANGUAGE

• Amharic and English (spoken and written required)
• Any other local or international languages is a plus

SKILLS REQUIRED

To perform this job successfully, an individual must be willing to abide by Samaritan’s Purse’s code of conduct and understand the principals of Samaritan’s Purse’s Statement of Faith, as well as be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

In addition, the following skills are required

• Computer skills including the ability to operate spreadsheet and word-processing programs
• Excellent interpersonal skills
• Team building skills
• Analytical and problem-solving skills
• Decision making skills
• Effective verbal and listening communications skills
• Attention to detail and high level of accuracy
• Very effective organizational skill
• Stress management skills
• Time management skills

REASONING ABILITY  

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit.  The employee frequently is required to stand; walk and run; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and talk or hear.  The employee must occasionally lift and/or move up to 100 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The noise level in the work environment is usually moderate but can be exposed to loud noises around the maintenance and construction workshops.
• May travel in country with exposure to communicable diseases, hot and humid weather conditions.
• Work in a security context that is fluid

SAFEGUARDING COMMITMENT

The employee is required to carry out his/her duties in accordance with Samaritan’s Purse Safeguarding policy and Code of conduct.

Employee should remain alert and responsive to any child and adult safeguarding risks, acquire relevant knowledge and skills, which will enable him/her to promote strong safeguarding practices, understand the child and adult safeguarding policy and procedures, and conduct his/herself in a manner consistent with the Safeguarding Policy.

How to Apply

All interested candidates are encouraged to apply for the position advertised by submitting their CV/Resume (maximum of 2 pages) and application letter (one Page only) no later than January 8, 2024 to [email protected]. Please write the position title you are applying for in the email subject line, "Receptionist / Admin Officer”

Only candidates that are short-listed will be contacted