PATH Receptionist/Office Manager Jobs in Ethiopia
PATH seeks to recruit Receptionist/Office Manager who will be accountable for performing quality, efficient and hands-on services through receiving/transferring a call, reception, mail/Posta, Filing, documentation and clerical/secretarial service with the supervision of the Country Finance and Administration Manager.
Major Duties and Responsibilities:
Activate alerts switchboard during the organization business hours receiving and transferring telephone calls.
Ensure all voice messages to the main office number are taken and directed to staff members.
Report telephone equipment and line faults to the maintenance team/service provider.
Handles general communication of incoming and outgoing phones for PATH.
Review and update regularly the staff contact and telephone extension lists.
Provide sim cards for the staff based on the organization procedure.
Supports staff in making international calls registers the number called and purpose (official/personal).
Verifies telephone bills and passes to the budget holder for payment approval.
Maintains and operates quality and efficient communication services through Operating a telephone switchboard and fax machine.
Follows-up settlement of personal call charges by individual staff members.
Ensure short term visitors have returned mobile and sim cards before their departure.
Ensure the service lines cancels as soon as post-paid sim cards are returned from staff.
Greet and welcome visitors to the Office during office hours, informing the relevant member of staff of their arrival.
Monitor and ensure that the reception area is kept tidy.
Assists staff that comes from Project Sites in locating offices/staff.
Ensures that the reception area is a quiet and neat professional working atmosphere. Make sure office rules and producers around the reception area are well kept.
Receives guests and directs them to the appropriate office after checking that they have an appointment.
Process and deliver internal and external mail daily. Check that costs are charged to the appropriate project and ensure the payment is processed timely.
Sends and receives mails, parcels official business and personal effects to International and regional team, through EMS, DHL, Post Office or hand-carried by PATH staff, or visitors. And checks the airway bill documents and effect the payment with finance.
Maintains confidentiality in all aspects of visitor, staff, and Organization information.
Receives and registers all incoming correspondences, sort out and distributes to the appropriate department unit.
Works closely with the finance and admin, Driver/logistics, and cleaners, security guards for efficient services.
Digitize all the incoming and outgoing letter and encode to the system.
Prepare letter in business language and local language.
Schedule meetings, workshops, trainings, and other events
Take responsibilities for completeness, neatness, on time filling and filing of the forms as per the standard operating procedure.
Assist in writing administrative letters and meeting proceedings.
Prepare and develop status reports as required by management.
Minute secretary to all administrative, staff meetings, recorded and filed.
Follow up staff medical and align with the insurance broker.
Assist in any administrative matters: filing, typing, updating of phone lists, keeping adequate stationery supplies for office consumption.
Qualifications and Experience
BA Degree in Secretarial Science or related discipline
At least 5-10 years of relevant work experience as receptionist and office management, out of which a minimum of 2 years work experience as a receptionist in non-Government organizations
Knowledge and Skills
Excellent knowledge of customer service principles and practices
Excellent interpersonal communication skills
Must show good manners with staff and guests.
Applicants should have very good computer skills, especially in Word, Excel, PowerPoint, Microsoft Outlook, and Internet; training in operating a telephone switchboard, Knowledge of Amharic software is desirable.
Self-starter, energetic, able to work under stressful conditions, and willing to work out of working hours.
Commitment to PATH’s values, and principles
Excellent interpersonal skills, sound judgment, communication skills, ability to identify and resolve operational constraints.
English fluency required including speaking, writing, and reading.
How to Apply
For more information and job application details, see; PATH Receptionist/Office Manager Jobs in Ethiopia
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