Receptionist – Medicins Sans Frontiers – Holland

Position title: Receptionist

No. of positions: 1 (One)

Place of work: Addis Ababa

Position holder report to (direct and functional supervision): Direct : Admin Transit

Functional : Laision Officer/PAM-IS/HRCO

Terms of employment:  1 year with a possibility extension

Positions that report to this position holder(if any): N/A

Remuneration and Benefits:

Starting gross salary : 8,000.00 ETB

Medical cover: as per the organization policy

Transportation allowance: 2200 ETB

 Main Purpose

Receive and transfer, according to standard protocols, incoming calls and visitors, to provide them with accurate information or alternative ways to obtain it.

Accountabilities

• Receive and welcome visitors.
• Operate the telephone switchboard and deal with all incoming, outgoing and transferring of calls.
• Provide general information and refer all non-routine information to supervisor.
• Update the telephone directory, record changes and distribute updates as necessary.
• Distribute and handle all incoming and outgoing correspondence.
• Keep the reception premises neat and tidy.

MSF Section/Context Specific Accountabilities

Reception

• Distribute and handle all incoming and outgoing correspondence, make sure all correspondence is properly recorded; copies are kept and correctly filed and archived according to procedure.
• Ensure correct and timely dispatch of mail, parcels to the project locations.
• Ensures publication of official memos, in charge of the notice board.
• sure the office arrangement is good and clean.
• Maintain a call register (incoming and outgoing) informing the individuals about the calls received during his/her absence.
• Manage all incoming /outgoing mail/packages/faxes/Letters, ensuring a proper registration and delivery to internal or external recipients.
• Monitor the person in charge of the mail and check the receipts, as well as the courier company and perform billing for services rendered.
• Manage office stationary supply and place orders on time to avoid running out of stock.
• Supervise the printing of copies and binding of documents.
• Supervise and help on the copies from copy machine, the fax, the lamination of documents, and Scanning documents and share the scan documents back to the  departments.
• Introducing a new arrival international/National staff to the Staffs and Department heads.
• In charge of preparation of MSF employee ID cards
• Manage phone calls and welcome visitors at reception.
• Make all administrative information available to the staff (posting, meetings, etc.)
• Support the Administration Manager in translating documents into local language. Assists the Administration Manager in meetings upon request.

 General Support

• Keeps and looks after supply of stationery, i.e. paper, envelopes, pens, markers, cartridges, notebooks, etc., and contact logistics department in time to avoid breaking of stocks.
• Uses photocopy machines in order to make small amount of photocopies.
• Keep copes of different admin and finance forms available for staffs.
• Responsible to make sure the office equipment/machines are properly functioning and inform the log department whenever maintenance is needed.
• Assist the different departments in the preparation of workshops or meetings: arrangements of refreshments, stationary, preparation of meeting room…
• Prepare Medical referral letters for MSF employees and their dependents to the designated medical facilities.
• Write and/or check official letters, reports and other documents related to the Mission
• Arrange and confirm appointments, keep a diary of absences, meetings and holidays up to date.
• Take and prepare minutes of meetings.
• Follow up of MSF postal box

 HR and Admin Support

• Assist the different departments in the preparation of documentation for trainings/Workshop or other information materials: copying, binding, laminating…
• Liaises with the translation office and makes sure request for official translation are followed up.
• Follow-up the renewal and payment of lease agreements and newspapers subscriptions.
• Assist in the recruitment process by collecting CVs of applicants and inviting applicants for testing and interviews.
• Help to organize internal and external events (meetings, presentations, etc) in sending invitations, ordering the catering, arranging accommodation, etc.
• Assist in other tasks related to the Admin department as per request.
• Support the Liaison Officer in charge of visa and Travel in tasks as:

• Preparing and sending Letter of Invitation
• Copying Expat documents for Work permit process, Visa application and so on in absence of the liaison Officer
• Flight booking and follow-up (commercial and UNHAS) in absence of Liaison Officer.
• Serve as back up for travel and Documents, Accommodation, Pickup/Drop off in the case of absence of the Liaison Officer.

Requirements:-

Education

BA in Business Management, management, HRM, Secretarial Science and Related fields.

Experience

Minimum one year relevant experience

Languages                                  

Essential, mission working and local languages. English speaking, understanding and writing necessary

Knowledge

Essential computer literacy (word, excel, internet)

Competencies

•          Commitment.

•          Flexibility.

•          Stress Management.

•          Results.

•          Teamwork.

•          Service.