Information Desk Officer 88 views0 applications

JOB SUMMARY

The Front desk Officer is the face of the Organization. Working closely with and reporting to the Facility, Asset and General Service Manager, Information Desk Officer is responsible for offering support towards office and administrative position in the front portion or front desk of Marie Stopes International Ethiopia.

 The Information Desk Officer will also work collaboratively with key support departments to ensure clients’ event needs are met and have direct contact with internal and external contacts in planning tasks.

 KEY AREAS OF RESPONSIBILITIES

 Reception and Administrative support

• Answering and forwarding incoming calls to appropriate personnel.
• Greet and register visitors and advise appropriate personnel of visitor’s arrival.
• Handle Visitors book and make sure that idea of local and international visitors obtained.
• Answer questions about organization and provide callers with address, directions, and other information.
• Maintains adequate security measures for the safety of communication devices and Manage MSIE PBAX apparatus.
• Maintains all communication files, letters and records following standard rules and procedures of records control and filing system.
• Ensures that all working records and documents are up-to-date, orderly, properly filed and readily retrievable for reference.
• Keeps record of all-out going international calls and Bills.
• Receive in-coming Mail, sort and dispatches out-going mail to the concerned recipients.
• Handles a wide range of communications including making telephone calls and ensuring the receipts of   messages.
• Handles outgoing call requests from internal customers /team members as per the organization policy.
• Handles flight booking for staffs and other related assignments as required
• Other duties assigned by the supervisor.

 Supporting Facility, Asset and General Service unit

• Manage the day to day cleaning activities at SO and report to Facility manager
• Supervise office attendants and cleaners
• Work with security personals for proper guest handling.
• Facilitate bid documents delivery to bidders.

 Assisting Events and Visitors

• Develop annual event plan and visitors track
• Receives and handles clients/visitors, provides appropriate information to enquiries
• Organizing events, receptions and high-level visits, both technically and logistically
• Makes travel arrangements and arranges expenses
• Receives visitors of the department, guides them to the relevant office and arranges appointments as required
• Provides high standard and efficient support in all aspects of the team’s administrative needs.
• Manage the day to day cleaning activities at SO and report to Facility manager
• Supervise office attendants and cleaners
• Work with security personals for proper guest handling.
• Facilitate bid documents delivery to bidders.

Job Requirements

Personal Specification

Education

• Bachelor’s degree in Office Management, Business Administration, Management

 Experience

• 5 years hands on experience as a Receptionist preferably in an International organization.
• Substantial experience both in Office Management and Customer Handling is a plus

Skills Required: 

• Strong command of English both written and spoken. Knowledge of French or other foreign language is a plus.
• The ideal candidate will be professional, well presented, and enthusiastic.
• Highly organized and ability to multi-task in fast paced environment.
• Excellent communication skills verbal, written and telephone
• Excellent computer skills in using Microsoft office packages.
• Good interpersonal communication Skill and practical knowledge of Customer Handling.
• Knowledge of Family Planning and Reproductive Health is Advantageous
• High level of integrity.
• Must possess superior customer care skills

 

Number of Position: (01)

Employment Type: Contract, Maternity Cover

Duty Station: MSIE Support Office, Addis Ababa

Salary:  As per MSIE Salary Scale

How to Apply

Interested and qualified applicants should mail only their motivation letter and C.V, within ten (10) days from the date of this announcement to:

 Human Resources, Marie Stopes International Ethiopia

Through the following e-mail address: [email protected]

 Due to the volume of applications, we will only contact shortlisted candidates, and we are unable to provide any feedback on unsuccessful applications.

Please mention the title of the position and work place you applied for on the subject line of your email.

CANDIDATES WHO DO NOT FOLLOW THESE INSTRUCTIONS WILL NOT BE CONSIDERED.

MSIE STRONGLY ENCOURAGES FEMALE CANDIDATES TO APPLY!