Administration Assistant and Receptionist

Organization Background

JSI Research & Training Institute, Inc. (JSI) is a global nonprofit organization dedicated to improving the health of individuals and communities throughout the world. Founded in 1978, JSI collaborates with government agencies, the private sector, and local nonprofit and civil society organizations to identify and implement solutions to the most pressing public health and education challenges.

In Ethiopia, JSI has been working to improve health outcomes for more than 25 years, implementing more than 60 projects and working in every region. JSI has historically managed a large portfolio of projects focusing on the quality, and equity in access to, reproductive, maternal, neonatal, child, and adolescent health (RMNCAH) services, primary health care (PHC) including community health programs, digital health, health information systems (HIS), supply chain management, public health emergency responses, and social and behavior change.

Projects Overview

Funded by the Bill & Melinda Gates Foundation (BMGF), JSI is implementing twin projects -improve PHC Service Delivery (IPHCSD) project and the Strengthening Service Delivery (SSD) project in nine regions of Ethiopia. JSIs Improve Primary Health Care Service Delivery (IPHCSD) is a five-year project, launched in 2022, and co-implemented with Amref Health Africa, and operationalized with local partners and national organizations. IPHCSD aims to improve the efficacy of, and linkages between, PHC delivery platforms, including health posts, community health actors, health centers, primary hospitals and private facilities for improved reproductive, maternal, newborn, child, adolescent health, and nutrition (RMNCAH-N) outcomes across Ethiopia. SSD, on the other hand is designed to improve the quality of downstream, supply-side integrated RMNCAH-N services at PHC levels, and supply in three high-impact areas- provider competencies, service delivery structures and processes required for high-quality care; and last-mile delivery of the supplies & commodities. JSIs International, regional and local partners-Amref Health Africa, Engender Health, Think place, in Supply Health, Women and Children First UK (WCF), International Institute for PHC Ethiopia (IPHCE), Ethiopian Midwives Association and local universities and development associations are essential to these efforts.

Currently, with funding from Child Investment Fund Foundation (CIFF), we are also implementing the Electronics Community Health Information System (eCHIS) Scale-up for Health Extension Program Improvement is JSIs another project. eCHIS is a five-year project that builds on the Government of Ethiopias efforts to leverage the power of digital technology to improve the coverage and quality of healthcare in Ethiopia. The eCHIS project digitizes existing community health manuals, tools, and service workflows, along with all reporting forms.

OVERVIEW OF THE POSITION

The Admin Assistant and Receptionist is shall serve as the receptionist and support the operation and program teams including assisting the SMT, program teams, Admin Manager, Finance Manager, Grant Manager, FOD, Senior Procurement and Logistics Officer, HR & Logistics officer day to day clerical, financial & logistical activities. The Admin Assistant and Receptionist will be based in Addis Ababa and supervised by the Administration Manager.

KEY DUTUES AND RESPONSIBILITIES

• Receive and answer telephone calls and greet all visitors using a professional and courteous manner and direct them to appropriate person.
• Monitoring all entrances and activating doors for entrance and directs delivery personnel, guests, etc., to appropriate destination.
• Distribute office mail and send out mail/packages to the appropriate persons and courier.
• Maintaining and reconciling courier services accounts.
• Set up and maintain tracking sheet for all correspondence received.
• Create and manage the projects welcome packages for visitors.
• Prepare and manage welcome materials for new staff including: staff ID cards, business cards, office keys, office telephone directory, and vehicle parking permits.
• Provide support to ensure smooth daily operations in the areas of, administration, procurement, asset management, logistics, travel, tickets, and hotel reservations.
• Organize and schedule meetings, appointments interviews, project training activities, and workshops, and act as secretary during key project meetings.
• Work with the Admin Manager to assist preparation of key agreement documentation and reports and maintain office files for the program, ensuring confidentiality of all documents.
• Assist the project team in scheduling and planning meetings and teleconferences, compiling and organizing relevant background materials for meetings.
• Assist with office and administrative tasks such as photocopying, assisting vendors, scanning, and ensuring that equipment is regularly and properly serviced.
• Maintain the Project Director and teams calendar and schedule and maintain diary of appointments for senior staff as designated by the PD.
• Perform any other duties as required and/or assigned.

Required Experience:

• A minimum of advanced diploma in Business Administration, communication, secretarial sciences or related field.
• Minimum of three (03) years of relevant work experience for degree holders and a minimum of four (04) years for diploma holders.
• Experience working in an international NGO program is strongly preferred.

Required Skills and Competencies:

• Excellent interpersonal skills including courteous frontline communication, ability to work with varied team and demonstrated ability to multitask and meet deadlines with minimal supervision and direction.
• Proficiency in MS Office (Word, Excel, Access, and Power Point) and familiarity with the Internet.
• Excellent oral and written communication skills in English.
• Demonstrated effectiveness producing accurate work product with attention to detail, even while under deadline pressure.
• Ability to prioritize work.
• Strong organizational and interpersonal skills.
• Commitment to excellent customer service.
• Proven success establishing effective working relationships with employees at all levels of the organization, with collaborating partners, and with representatives of donor agencies and government ministries.
• Demonstrated ability to manage data and file.
• Flexible, detail-oriented, organized, adaptable to changing priorities, and able to take the initiative and to meet strict deadlines.

JSI is a child-safe organization, and the safety and well-being of children is a priority of our organization. We have robust recruitment procedures to ensure that all staff are suited to work with the children served by our programs.

JSI is an Equal Opportunity, Affirmative Action Employer committed to workplace diversity. We are committed to providing equal employment opportunities for all qualified applicants and employees without regard to age, race, color, national origin, ancestry, creed, religion, gender, disability, marital status, sexual orientation, sexual preference, genetic information, political affiliation, or military status (special disabled veterans or veteran status) in any employment decisions. M/F/V/D.