IRC Vacancy
www.abayjobs.com
International Rescue Committee Vacancy
Admin Assistant
The International Rescue Committee, one of the world’s largest philanthropic international NGOs, provides relief, rehabilitation, and development support to vulnerable people and communities in over 30 countries. International Rescue Committee began work in Ethiopia in 2000 in response to severe drought in Ethiopia’s Somali region and are currently providing assistance to Ethiopians and refugees in six regions in Ethiopia, implementing emergency and development programs in health, water and sanitation, profitable recovery and development (ERD), women’s protection and empowerment, education, child protection, andmulti-sectoral emergency response.
Position HR Admin Assistant- Front desk management
EDUCATION
BA degree in Management, Business Administration, Personnel Management, and related fields.
EXPERIENCE
0 years of experience for degree holders. Under the supervision of the HR Admin Officer, the Receptionist will on top of managing the reception area, handling telephone and fax communications, and all reception duties in an effective and professional manner. Effectively carry out executive tasks related to filing and other executive tasks as requested.
MAJOR RESPONSIBILITIES AND TASKS
• To maintain an seductive, affable, and neat frontal 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 isn't around and ensures that the messages are received.
• To organize the noticeboards at the reception area regularly displaying applicable and useful information for the attention of members of staff and visitors.
• Always maintain a professional appearance and manner.
• Receive & transfer all incoming and gregarious calls.
• Receive & send fax messages and forward the documents to concerned staff.
• Ensure critical messages are followed up accordingly by the front desk and the staff member concerned.
• Making sanctioned phone calls on behalf of staff members, especially elderly managers.
• Maintaining and regularly updating 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 sanctioned/ approved documents.
• Making appointments for staff and reminding them of approaching appointments. Schedule interviews for internal and external candidates.
• Efficiently issue stationeries for staff upon request, release supplies from the store by filling Store Release Form. Maintain tracking of stationeries issued VS inventory realized 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 mailboxes including the post office and Ensure mail pouches to NY and Field sites are dispatched in a timely manner.
• Open internal envelopes and distribute them to the intended personnel.
• Make copies of personnel letters. Assist in the distribution of signed approved documents. • Ensure gregarious mail pouches are dispatched on time.
• Assist in coordinating farewells and procurement of gifts for staff.
• Performs any fresh tasks assigned by his/ her supervisors.
• Booking and Approving meetings for staff as per their request and time.
• Manage tracking – Exit clearance, letters, contracts, etc
• Facilitate Gate pass ID for Staff and Visitors.
• Supervise and follow up Cleaners.
• Support drafting letter
• Maintaining frontal desk office supplies and equipment
• Anticipate guests ’ needs and provide applicable service, responding to guest issues and concerns.
• Monitor and handle guest comments.
• Distributing Bid documents on behalf of the supply chain department for external users.
• Supervise office Clerk and office Aid.
• Share Daily vehicle arrangements for the HR department.
Location Addis Ababa
How to Apply
Candidates who meet the below qualifications; please send your CV and application letter only through IRC career site
External:
https://rescue.csod.com/ux/ats/careersite/1/home/requisition/41534?c=rescue
Internal:
https://rescue.csod.com/ux/ats/careersite/2/home/requisition/41534?c=rescue
Your application letter/ cover letter must include the following information
• Name of the position you have applied for
• Date of application
• Summary of your qualifications and experience
• Motivation/ objective of why you have applied for the job
• Please include at least 3 references from current and former supervisors. Female candidates are highly encouraged to apply.
