Addis Ababa
Concern Worldwide
Contract Type : Indefinite PeriodJob Purpose; To ensure smooth internal and external telephone communication;To welcome/receive guests and visitors and direct them to the relevant person/departmentSupport the arrangement of internal and external meetings & bookings Maintain documentation professionallyMain Duties & Responsibilities; Communicate with people external to Concern (on the telephone or in person) in a polite, friendly and efficient manner;Manage outgoing and incoming telephone calls and put through the line of relevant person with high responsibility of maintaining confidentiality, register phone calls and faxes made out of the Country;Providing technical services for all departments such as courier, faxing, scanning, laminating, binding ...etc when requested; Receive and direct guests/visitors to the relevant person/department;Maintaining an accurate and up-to-date database of addresses of Concern Ethiopia partners, relevant governmental and non-governmental organizations;Contacting institutions/people and fix work related appointments and meetings on request;Prepare and issue invitation letters to international visitors when requested by relevant departments or personnel;Booking flights, hotels and make reservations for national and international travellers/visitors; Prepare payment requests for local and international flights and follow up the payment.  Manage and follow-up the guest house booking statusSupport Information Technology/IT troubleshooting Receive incoming mails, do translation work when it is necessary and distribute to the concerned person/department ;Receive incoming correspondences and dispatch outgoing correspondences & properly manage their files; Maintain updated list of resources in the documentation/resource centre, keep records of borrowed resources and inform staff  new arrivals;Request stationary for finance and SMT from warehouse, record its release.Follow up on the maintenance of photocopying, duplicating binding, and laminating machines and keep record of the service time Perform other duties as assigned.Emergency Response Concern is committed to responding to emergencies efficiently and effectively in order to help affected people meet their basic needs, alleviate suffering and maintain their dignity. To this end, when emergencies strike and the Ethiopia Program is to respond, all staff are required to actively participate in the response, regardless of location and contribute to the efforts aimed at achieving the humanitarian objective of the organization.Gender Equality Demonstrate understanding of Concern Ethiopia’s Gender Equality StrategyContribute to ensuring that Concern Ethiopia is a place where men and women are treated equally and with  dignity and respect Demonstrate gender equality awareness and gender sensitivity and an ability to integrate a gender equality perspective into tasks and activities.Accountability In line with Concern’s commitments under the Core Humanitarian Standard (CHS): Actively promote meaningful community participation and consultation at all stages of the project cycle (planning, implementation, M&E); work with relevant colleagues  to ensure that the Complaints and Response Mechanism (CRM) is functional and accessible, that feedback and complaints are welcomed and addressed;  Work with relevant colleagues to ensure that information about CRM, safeguarding and expected staff behaviour is disseminated among programme participants and communities.