Front Desk Assistant/Receptionist

About CRS

Catholic Relief Services is the official international humanitarian agency of the Catholic community in the United States. CRS works to save, protect, and transform lives in need in more than 100 countries, without regard to race, religion, or nationality. CRS’ relief and development work is accomplished through programs of emergency response, HIV, health, agriculture, education, microfinance, and peacebuilding.

Position: Front Desk Assistant/Receptionist

Job Grade: IV

Duty Station: CRS Ethiopia/Addis Abeba

Required number: 1

Employment term: Indefinite

Application deadline: July 27, 2024

Job Summary:  

You will maintain proper environment of the reception place, assist visitors, and manage telephone calls in an effective manner. The job holder will understand and provide the work in support of the Catholic Relief Services’ (CRS) mission to serve the poor and vulnerable. You will help ensure stewardship of resources and a high-quality service approach are integrated into administrative systems, policies, and procedures.  

Job Responsibilities:

1. Managing Telephone calls and the reception area

• Receives, screens, and transmits incoming and outgoing telephone calls to respective staff members.
• Takes telephone messages in the absence of staff members and ensures transmission of messages in a timely and accurate manner.
• Operating the switchboard; receive all incoming calls and direct the callers to the concerned staff in a timely manner, and place outgoing calls.
• Responsible for monitoring the functioning of fixed telephone lines and extensions and report breakdowns and faulty lines.
• Monitoring the correct functioning of the security doors and proper image and condition of the reception area and conference room.
• Receiving and screening all incoming visitors in accordance with CRS security procedures.
• Receive mail/parcels delivered to the program, record in the mail register and distribute to the appropriate addressees. Coordinate collections and delivery of mail/parcels by courier service.
• Ensure that reception area is organized a neat and professional manner.

2. Providing assistance to visitors and staff

• Ensure that unauthorized visitor do not walk into the office by checking for details of appointment and verifying this with relevant department staff
• Receives visitors coming to the office in Polite manner, checks for ID card and directs them to the concerned staff by issuing a visitor card.
• Assist staff that comes from Field Offices/Project sites in locating offices/staff

3. Providing administrative services

• Assist the Human Resources Department during recruitment.
• Assist the Supply Chain Department with outgoing bids, giving, and receiving bid document from venders providing information about the bid.
• Assist administration departments with online requisitions.
• Assist the CR in meeting facilitation, make appointments and receive phone message during the absence of the CR assistant.
• Manage petty cash up to 50,000 ETB; (prepare petty cash vouchers, replenish petty cash balances, update register books, prepare monthly reports, etc).     
• Assist with a variety of administrative tasks including copying, taking notes, and filing requisitions.
• Coordinating meeting/training rooms and refreshment services as needed
• Any other duties as assigned by the supervisor.

Typical Background, Experience & Requirements: 

Education and Experience

• Completion of College Diploma
• 3 years relevant experience

Personal Skills

• Ability to communicate effectively both in English and Amharic languages
• Ability to deal with people courteously
• Ability to safe guard confidentiality of agency’s information and data
• Ability to answer calls with tact judgment and poise.
• Ability to answer calls under heavy traffic load
• Good knowledge of Microsoft Office applications
• Good knowledge and skills of telephone system operations switchboard system and regulations   

Required/Desired Foreign Language 

Travel Required: not applicable 

Key Working Relationships: 

Supervisory: NA

Internal: With all staff 

External: vendors and guests

Agency-wide Competencies

These are rooted in the mission, values, and guiding principles of CRS and used by each staff member to fulfill his or her responsibilities and achieve the desired results.

• Personal Accountability – Consistently takes responsibility for one’s own actions.
• Acts with Integrity - Consistently models values aligned with CRS Guiding Principles and mission.  Is considered honest.
• Builds and Maintains Trust - Shows consistency between words and actions.
• Collaborates with Others – Works effectively in intercultural and diverse teams.
• Open to Learn –  Seeks out experiences that may change perspective or provide an opportunity to learn new things.
• Lead Change – Continually looks for ways to improve the agency through a culture of agility, openness, and innovation.
• Develops and Recognizes Others – Builds the capacity of staff to reach their full potential and enhance team and agency performance. 
• Strategic Mindset – Understands role in translating, communicating, and implementing agency strategy and team priorities.

Agency Leadership Competencies:

• Lead Change – Continually looks for ways to improve the agency through a culture of agility, openness, and innovation.
• Develops and Recognizes Others – Builds the capacity of staff to reach their full potential and enhance team and agency performance. 
• Strategic Mindset – Understands role in translating, communicating, and implementing agency strategy and team priorities.

How To Apply

If you are ready to take on this rewarding opportunity and make a difference in the lives of others, you may fill out the application form through this link: https://form.jotform.com/241992019834564 and attach your up-to-date CV on/before the application deadline of July 27, 2024. You will be contacted only if selected for a written exam/interview. Phone solicitations will not be accepted. These job opportunities are open to Ethiopian nationals only