Receptionist [ Sr. Administrative Assistant 1 ] 110 views

Receptionist / Sr. Administrative Assistant 1

O/6

LN003014

Background

Research Triangle Institute (RTI) has over 30 years’ experience assisting governments, communities, and the private sector. As a not-for-profit, independent research institute based in North Carolina, USA, RTI has roughly 6,000 employees with global experience implementing international development projects.

Job Summary:                                                                                                          

RTI is seeking a receptionist for its projects in Ethiopia. The Receptionist will provide a wide range of reception support for the project activities in the manners described below.

The receptionist’s responsibility is to welcome visitors by greeting them in person or on the telephone; answering or referring to inquiries. Directs visitors by maintaining employee and department directories and giving instructions. Maintains security by following procedures; monitoring logbook; issuing visitor badges. The Receptionist responsibility is to control access and provide services to RTI staff and visitors. Ensure that all visitors and guests are escorted while in RTI premises.

The Receptionist will be based in Addis Ababa, Ethiopia and report to the CR-WASH Finance and Operations Director. 

Responsibilities:

• Sits at the office’s front desk and answers the phone and greets incoming visitors.
• Coordinates office space for visiting RTI/USA staff or outside consultants.
• Coordinate cluster teams’ travel and activity requirements with courier, accredited travel agencies, car rental companies, hotels and other suppliers, and request for travel advance, in accordance with Finance and Administration (F&A) policies and procedures;
• Handle logistical arrangements for meetings and workshops i.e., preparation of training materials, request for workshop supplies, arrangement of travel and lodging accommodation of participants, request for cash advance, as applicable and necessary;
• Provide support to the project in producing letters and other correspondences, preparing basic tables and graphics, as needed, and in the reproduction and assembling of reports;
• Responsible for coordinating office cleaning, resupply, maintains office supply stocks.
• Responsible for other administrative tasks as needed.
• Assist the project and staff in organizing official business appointments;
• Establish and maintain an efficient filing system of project documents specific to the project according to the established filing system of the Project.
• Maintain a database of all incoming and outgoing communications; handle shipping/ mailing/ delivery of outgoing communications in coordination with courier or the Office Assistants.
• Receive telephone calls and perform reception duties, as needed, in a professional and courteous manner; and
• Perform other tasks as may be assigned by the supervisor.

Minimum Required Education & Experience

·       Education: Secondary education required. Bachelor’s degree will be considered as an Asset.

·       Experience: Minimum 2 years of relevant experience as receptionist.

Skills & Abilities

• Excellent knowledge of MS Word, Outlook, PowerPoint, Excel
• Ability to multi-task
• Ability to work well with others.
• Ability to listen and communicate well both verbally and in writing.
• Ability to work independently.
• Attention to detail and accuracy.
• Ability to obtain proper security clearances as noted by contracts.