Receptionist / Welcome Assistant 106 views

VACANCY ANNOUNCEMENT

The International Committee of the Red Cross (ICRC) is an impartial, neutral and independent organization whose exclusively humanitarian mission is to protect the lives and dignity of victims of armed conflict and other situations of violence and to provide them with assistance.

For more information, visit website: https://www.icrc.org/

The International Committee of the Red Cross (ICRC) Delegation in Ethiopia is looking to hire an experienced, highly motivated and qualified person to fill the position of Receptionist / Welcome Assistant (12 months Fixed Term contract) based in Mekelle.

General activities:

  • Understands the three components of the Red Cross/Red Crescent Movement
  • Applies the security rules at all times
  • Respects and observes staff regulations of the ICRC in Ethiopia
  • Performs duties and tasks not covered in this job description and provide support to other departments when necessary

ACCOUNTABILITIES AND RESPONSIBILITIES

  • Handles the reception of visitors and ensures follow up
  • Handles telephone switchboard operations and relays messages
  • Performs administrative work by permanently updating information lists and tables
  • Monitors telephone bills / and controls individual access to external and international calls through the switchboard
  • Handles all travel movements, bookings, accommodation, trainings, invoices, Information management
  • Upon request, provides clerical support such as photocopying, filing, recording data, mail preparation and distribution, archiving, disposing of old files, etc.

SPECIFIC ACTIVITIES:

Reception activities

  • Welcomes and directs visitors to the concerned employees/departments in a professional, friendly and hospitable manner; answers and refers inquiries
  • Handles switchboard operations of the delegation; professionally administers and redirects incoming and outgoing phone calls; ensures the proper functioning of the telephone lines; monitors telephone bills
  • Receives, sorts, registers and delivers/routes incoming/outgoing mails, pouches, packages and messages in a timely, accurate and confidential manner; Coordinates the pick-up and delivery of express mail services with courier service providers
  • Handles appointments for different department/ individuals upon request
  • Regularly updates databases, lists, tables, logbooks as well as comprehensive internal and external contact information
  • Assists with other related clerical duties such as photocopying, filing, data recording, mail preparation and distribution, archiving and disposing of old files

Welcome Activities

Prior to arrival of a colleague:

  • Contributes to keep the welcome file updated (delegation organizational charts, security and administrative rules, accommodation policy, emergency numbers, reference doctors and hospitals, services provided, country information, restaurant and shopping)
  • Coordinates the arrival of personnel with concerned departments in MEK (car dispatch, premises, administration, management)
  • If accommodation not in ICRC residence, arranges hotel accommodation
  • organizing welcome briefings for new staff both Mobile and Resident
  • Keep a control checklist for visa requirements and follows with Addis, if needed

Upon arrival of a new mobile and resident colleagues:

  • Distributes informative documents, including welcome file to new arrivals and briefing plan
  • Welcomes staff personally on their first day of work (focal point) plus tour of environment
  • Facilitates business cards and coordinates with Addis or service provider

Travel arrangements (Field & ADDIS)

  • Books necessary flights in coordination with ADD Welcome service, if needed Records / copies Visas for internal filing and keeps database updated
  • Records movements in the Welcome DB / board for the local flights (incl. pickup time, flight & accommodation info)
  • Specifically liaises with Car pool on departures and arrivals confirmation

Accommodation

  • Facilitates hotel accommodation for visitors in Mekelle and in the field
  • Negotiates best rates with hotels, periodically
  • Makes bookings for external trainings or workshops at hotel or internal meeting room
  • Organizes pick up and drop off from / to hotel
  • Upon request, participates in negotiating contracts with travel agencies, airlines, hotels and other vendors
  • Communicates with concerned staff to get feedback on the arrangements and quality of services.

Administrative & Financial management

  • Receives, verifies, controls, follows-up hotel invoices
  • Manages working advance, in respect with the financial rules, to support payments for any other welcome related official documents

Filing & DB management

  • Maintains personal filing system for mobile staff
  • Maintains filing for service providers (hotels, travel agencies, restaurant, transportation), guidelines and procedures, ticketing regulations
  • Ensures that interlocutors lists/ addresses/ e-mails are kept up to date
  • Is proactive in collecting information on i.e. rules change, new hotels/ resorts openings, relocation of interlocutors, new restaurants, tourist packages, etc.

Correspondence

  • Drafts contracts / agreements with service providers
  • Types/sets up documents: letters, requests and other correspondence upon request.
  • Ensures that templates for all correspondences are appropriate, updated and available with support from ADD Chancellery.
  • Translates all kind of written documents from national language to English and vice versa

Clerical duties

  • Ensures the unit has needed stationery and appropriate promotional material
  • Covid 19 prevention measures at the entry point are followed strictly.

Organization of events (training, seminar, …)

  • Liaises with requester to collect all necessary information regarding the event (dates, number of participants, accommodation, catering, Special equipment, Specific location, Stationary, Etc.)
  • Coordinates with service providers and seek best available rates
  • Choses with requester the best possible option
  • Coordinates with selected service provider the preparation of event (making sure all is ready on time)
  • Acts as focal point during all event on all organizational aspects (handles ad hoc additional requests, or problems with service provider on behalf of the ICRC)

Job Requirements

  • Diploma or degree in hotel management or a related field
  • Very good command of written and spoken English
  • Computer proficiency, especially in Microsoft office (Word, Excel, Power point)
  • Minimum 2 years’ experience in a similar position with tasks of the above nature
  • Ability to make personal work plans and work with a degree of autonomy.
  • Able to multitask, attentive to detail and client focused
  • Good interpersonal skills, teamwork and collaboration

How to Apply

You can submit application & CV with copies of relevant documents in person to the ICRC Delegation in Addis Ababa (Around Megenagna, in front of EIAR, around Egziabher ab church OR you can submit in Mekelle Sub delegation OR, send to the ICRC Delegation Addis Ababa, Human Resources Department, P.O.Box 5701, Addis Ababa).

Closing date: May 16, 2021

Women applicants and persons with disabilities are highly encouraged to apply.
Please note that only short-listed candidates will be contacted at all stages of the selection process.

More Information

  • This job has expired!

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