JOB OPPORTUNITY

Internal/External

Reference No:  REC/130/22 Job title:           Receptionist and Admin Assistant Location:          Addis Ababa   Reports to: Admin Officer Number of Posts1 (One) Closing date:   August 19, 2022 

About GOAL

GOAL’s mission is to work with the most vulnerable communities to help them respond to and recover from humanitarian crises, and to assist them to build transcendent solutions to mitigate poverty and vulnerability.

GOAL is a non-for profit organization that has been working in Ethiopia for over 30 years across all the region of the country towards ensuring the poorest and most vulnerable in our world and those affected by humanitarian crises have access to the fundamental rights of life, including but not limited to adequate shelter, food and livelihoods, water and sanitation, nutrition, healthcare and education. GOAL implements a range of multi-sectoral development, resilience, recovery and humanitarian responses Programmes by being sensitive to cross-cutting issues including gender, accountably, child protection, HIV/AIDS.

We envision a world where poverty no longer exist, where vulnerable communities are resilient, where barriers to wellbeing are removed and where everyone has equal rights and  opportunities. GOAL Ethiopia’s main donors are Irish Aid, USAID/OFDA, EHF, ECHO and other private donors.

About the Position

The Receptionist and Admin Assistant will be responsible for handling all reception and secretarial activities of the Head Office of GOAL Ethiopia in Addis Ababa.

Key Areas of Accountability/Duties

The Programme Support Officer shall work closely with the Programme Team and Grants Management Team to facilitate and support the program management and development.

Key Duties:

The Receptionist and Admin Assistant will be responsible to implement the following key functions;

 I)       Secretarial  Function

·         Typing of correspondence, reports, proposals, etc.

·         Maintaining an organized filing system and filing all documents on a daily basis. Ensure that copies of all outgoing letters is maintained.

·         Responsible for handling GOAL stamp for date verification. 

·         Ensure that the reception area/office is neat and clean.

·         Maintain an up-to-date address book for all GOAL correspondences (telephone, fax, e- mail).

·         Maintain an up-to-date list of internal lines/extensions; maintain an up-to-date telephone tree (land line and mobile number of staff).

·         Properly handle all incoming and outgoing letters and memos; register date and time and route to the concerned manager.

·         Handle visitors and telephone calls on straightforward matters; ensure priority for cases to be presented to the CD, ACD & for others. Inform personnel to be contacted before sending visitors in.

·         Arrange appointments, visits & meetings with other organisations.

·         Carry out photocopying, binding and faxing.

·         Ensure the communication systems like e-mail, telephone, fax lines work properly. Report timely to the Office Manager in case of failure.

·         Arrange for refreshment items in cases of meetings, training, workshops held in GOAL premises/meeting room.

·         Keeping the office diary up-to-date with staff information of leaves, field trips, training, workshops, meetings, special events, etc.

·         Perform any secretarial duties, like typing, filing, keeping diary of appointments, meetings, handling telephone communications, etc.

·         Record and receive all job applications; follow up the final date and forward the documents to the Admin and HR officer next day following the deadline.

·         Responsible for all secretarial activities.

·         Any other duties assigned by immediate supervisor.

·         Managing flight request and settling flight payment.

·         Tracking flight entitlement for staff.

·         Preparing monthly Telephone bill with PR.

·         Preparing different PR when its request.

II)         Office and Canteen Management

 ·         Making sure that office and guest house are clean regularly.

·         Ensuring canteen services are monitored regular and that the services meets staff standard.

·         Handling canteen expense and payments for daily base.  

 III)        Timesheet

·         Preparing and tracking timesheet for HO staff.

IV)        Others

·         Prepare support letter when requested .

·         Circulate key message to the staff when requested.

·         Manage staff under your supervision.

·         Send out vacancies and making sure that it is posted in the notice board.

.         Carry out other assignment as instructed by line manager or HAHR/.

Job Requirements

JOIN US

Do you want to join an exciting organization that brings high level impact to the community and add value to your professional advancement?  Then join us if you have:

·         Diploma/BA in Secretarial Science, Management or related field.

·         Minimum of 3 years of related work experience for Diploma holder and 2 yrs. experience for BA holder.

·         Work experience in a related area.

·         Ethiopian National or Residence ID.

·         Very good human relation skills, ability to explain.

·         Very good planning & organizing skills, very good orientation to detail.

·         High commitment to maintain an up-to-date and efficient HR information and record keeping system.

·         Adherence to the requirements set by the HR Manual and donor guidelines.

·         High commitment to confidentiality.

·         Good team player, flexible and capable of working with an international country team.

·         Good computer skills, including familiarity with Microsoft Word and Excel.

·         Ability to speak to wider audience.

·         Sensitive to cross cutting issues like gender, HIV/ADIS, child protection and accounting and Gender.

·         Team oriented, flexible and creative approach; keen to take initiative where appropriate.

·         Accountability & responsiveness within areas of responsibilities.

Note: This description is not an exhaustive list of the skill, effort, duties, and responsibilities associated with the position.

REMUNERATION and BENEFITS:

·         Skill: Excellent judgment and decision making, clear verbal communication, situational awareness, close monitoring, problem solving, critical thinking, active listening.

·         Passionate, strongly dedicated and highly committed to work for the improvement of the poor community.

·         Resilience: Maintains focus and intensity and remains optimistic, persistent and professional even under adverse, stressful or difficult situations.

Commitments:

GOAL’s recruitment procedure is fair and transparent which is also in line with the organization’s commitment to its integrity, honesty and culture. GOAL is committed to ensure that, its performance complies with the terms and conditions of relevant agreements, applicable laws & regulations. Hence, pre-employment background checks will be conducted, and employees are required to read, understand, sign and implement different polices including safeguarding and child protection policy, Protection from Sexual Exploitation and abuse policy, sexual harassment policy, code of conducts and any other policy, rules and regulation of the organization.

GOAL Ethiopia is committed to safeguarding and promoting the safety of people who involves in its work and demands all staff exhibit the highest commitment. GOAL Ethiopia will verify skills and commitment of the candidate in the assessment process and perform Background reference check.

How to Apply

APPLICATION PROCEEDURE:

Interested and qualified applicants need to submit ONLY once their non - returnable application with CV for one vacancy. The vacancy reference number along with the title & duty station need to be written in the application letter

Applicants can directly apply online using CLICK HERE

GOAL strongly encourages female candidates to apply!

Only short-listed candidates will be contacted for an interview and exam.

Shortlisted candidates will need to submit other supporting documents upon request at later stage.

GOAL is not able to contribute towards any costs incurred by candidates during the recruitment process.