Administration & Receptionist Officer

Title: Administration & Receptionist Officer

Location: Addis Ababa

Employment Category:  H1

Salary Range: Organizational salary scale

Reporting To:  HR Admin and Manager

Contract Duration:  12 Months

Posting date: August 22, 2024

Required Employee: 1        

INTRODUCTION 

The Danish Refugee Council (DRC), an international non-governmental organization (NGO), has been providing relief and development services in the Horn of Africa since 1997. DRC promotes and supports solutions to the problems faced by refugees, internally displaced people (IDPs), and migrants. The organization has offices across the region and has been operational in Ethiopia since 2009.  With funding from bilateral and multilateral donors, DRC is currently implementing a range of activities across Ethiopia, including WASH and shelter provision, child and youth protection, gender-based violence response, awareness-raising of migration risks, protection monitoring of migration routes, and livelihoods support for returning migrants or those at-risk of migration.

OVERALL PURPOSE OF THE ROLE: 

The Administration & Receptionist Officer will manage a diverse range of administrative and reception duties within a fast-paced environment. The position holder will play a crucial role in ensuring smooth operations, providing excellent customer service, and maintaining accurate records and documentation. 

Responsibilities and tasks

Tasks and Responsibilities 

• Reception & building access

• Working closely with the guards, control access to DRC office, ensuring any person entering the building has the necessary credential and enforcing DRC’s non-weapon policy. 

• Ensure the implementation of the DRC access control procedure in the country office in line with DRC SOP

• Greet visitors, welcome them with reading material and ensure visitors sign the register.

• Provide information and answer inquiries from visitors or bystanders. 

• Inform the staff about the visit, confirm the availability of DRC staff to receive the visitor and escort him/her to the relevant office. 

• Answer landline calls, fill in the calls register accordingly and inform relevant staff.

• Manage reception area and ensure it is clean and presentable.

• Perform other reception duties as assigned.

Administration

• Ensure availability of office supplies and other commodities (including paper, stationery, toner, refreshments, cleaning materials, drinking water, etc.), keeping record of purchase and monitoring adequate usage.

• Raise Purchase Requests and Purchase Orders, process invoices and expense reports in due time using Dynamics. 

• Ensure all utility payments are made on timely basis for office, guest houses and rented house of international staff.

• Maintain accurate records and documentation, including filing, data entry, and updating databases.

• Perform clerical/typing assignments, including translation between English and Amharic. 

• Edit and produce business cards for DRC staff (as approved by the HR Manager)

• Keep track record and properly manage all incoming & outgoing DRC letters, receive and send fax messages, collect and deliver letters to Post office/OHL.

• Coordinate office activities and ensure smooth daily operations.

• Support the HR team in documentation and archiving.

Event Management

• Working closely with the Supply Chain team, support in process of identifying hotels and corporate agreements. 

• Book meeting venues, either in hotels or DRC conference rooms.

• Arrange conference/meetings/receptions logistics, including preparing the rooms, planning refreshments, lunch, etc. through communication with hotel or DRC canteen.

• Make sure the hotel/DRC canteen delivered the service based on agreement.

• Prepare weekly events calendar and send it to HR and Administration Manager.

Flight booking & travel arrangement

• Working closely with the Supply Chain team, ensure staff travel is timely and safely managed. 

• Working closely with the Supply Chain team, support in the process of identifying Travel Agent and give expert advice.

• Ensure all domestic and international flights comply with DRC travel SOP.

• Make travel reservations and tickets in liaison with travel agent or directly to airlines as appropriate.

• Advise and support on travel requirements, visa and routes for international travels. 

• Organize all travel arrangements, including pickups from and to airport, working closely with the Supply Chain team.

• Book field staff and other visitors travelling to Addis for official work purposes to the hotel, and arrange the airport pick-up with the hotel, following-up to ensure smooth arrival of staff. 

• Resolve problems between DRC staff and travel vendors.

• Produce monthly report on travelers, cost and related information.

• File all travel documents (TRFs, Boarding Passes, etc.) and submit them timely to Finance for payment using Dynamics.

Other

• Support, when required, the process of legal stay of international staff in the country.

• Participate in staff events, collecting tokens and preparing farewell in consultation with Line Manager.

• Work closely with Administration and Liaison coordinator work as on his/her behalf during the absence

• Perform any other duties assigned by Line manager

All DRC roles require the post-holder to master 

DRC’s core competencies: 

• Striving for excellence: You focus on reaching results while ensuring an efficient process.  

• Collaborating: You involve relevant parties and encourage feedback.  

• Taking the lead: You take ownership and initiative while aiming for innovation.  

• Communicating: You listen and speak effectively and honestly.

• Demonstrating integrity: You act in line with our vision and values. 

Experience and technical competencies: (include years of experience)

• Strong interpersonal skills, friendly

• A strong team worker

• Excellent English language skills and excellent interpersonal skills

• Excellent communication skill, email correspondence clear and brief

• Ability to exercise sound, mature judgment and work independently

• Aptitude to work in difficult conditions and stressful situations

• Self-motivated, creativity, flexibility and the ability to work with limited resources and to consistently meet deadlines under pressure

• Commitment to DRC’s aims, values and principles

• Customer-focused

• Active listener

• Adept at prioritizing, scheduling, and multitasking

• Ability to handle office equipment

• Fast and eager learner

EDUCATION: (include certificates, licenses, etc.)

• Minimum one-year experience dealing hospitality management.

• Minimum higher secondary education.

• Certification in either office management, hospitality management, data management, communication or front office management, customer service or general administration

• Knowledge of work in relation to travel and immigration procedures.

• Must have experience in handling humanitarian flight services.

• Knowledge of guest relations, event coordination, hotel reservation.

LANGUAGE: (indicate fluency level)

• Excellent English skills (written and spoken) is a requirement and Amharic. Other local language is advantageous.

How To Apply

How to Apply

Interested candidates who meet the required qualifications and experience are invited to submit updated CV and cover letter explaining their motivation and why they are suited for the post. 

We only accept applications sent via our online-application form on www.drc.ngo under Vacancies. 

Please forward the application and CV, in English through the stated website no later than August 31, 2024.

For general information about the Danish Refugee Council, please consult https://candidate.hr-manager.net/ApplicationForm/SinglePageApplicationForm.aspx?cid=1036&departmentId=19012&ProjectId=171871  

Gender Equality: DRC is committed to achieving gender parity in staffing at all levels. In light of this, women candidates are particularly encouraged to apply to bridge the gender gap.

Equal Opportunities: DRC is an equal opportunity employer. We value diversity and we are committed to creating an inclusive environment based on mutual respect for all employees. We do not discriminate on the basis of age, sex, disability status, religion, ethnic origin, colour, race, marital status or other protected characteristics

We encourage only qualified Ethiopian Nationals to apply. DRC considers all applicants based on merit.

NB: This recruitment process will be conducted on a rolling basis. Please note that the recruitment may be closed at any time once a suitable candidate has been identified.

Female Applicants are highly encouraged!